The Department of Fair Employment and Housing (DFEH), is responsible for enforcing CFRA, and has provided a factsheet for employees and employers which, very usefully, details the changes in the new CFRA vs current CFRA. The factsheet can be found here: Coming Soon, Expanded Family and Medical Leave
Here is a summary, with some additional detail, of the changes employers will need to be prepared for come January 1, 2021:
UPCOMING CHANGES TO CFRA – EFFECTIVE JANUARY 1, 2021
Note: For FMLA to be required, the employer must have 50 employees for each working day during at least 20 calendar weeks in the current or preceding calendar year.
Note: Under FMLA, an employee must still work at a location where 50 employees are within a 75-mile radius
Note: For “qualifying exigency,” FMLA is the same as CFRA except domestic partners are not covered.
Note: Under FMLA, the employer can still require information about employee’s own diagnosis Under CFRA, now this is limited to date condition commenced, probable duration, statement that employee is unable to perform employee’s position.
Note: FMLA allows for leave to be taken for serious health condition of: child (minor or dependent adult), parent, spouse.
Note: Under FMLA, the employer can still require information (documentation) about the covered family member’s health. Under CFRA, this is now limited to date condition commenced, probable duration, estimate of the time employee needs to provide care, confirmation that the health condition warrants participation of a family member.
Note: Under FMLA, only one parent is eligible.
Note: FMLA still allows an exception for a salaried employee that is among the highest paid 10%.
These changes are far-reaching and will impact pretty much all employers. Many of the key elements of CFRA remain unchanged, and they are summarized here:
KEY CFRA PROVISIONS THAT ARE UNCHANGED
DEVELOPING A NEW CFRA HANDBOOK POLICY
The policy will now apply to employers in California with between five and 49. For employers with 50 or more employees, the policy should address both CFRA and FMLA.
When drafting the CFRA policy, remember that, although the provision provides that reinstatement generally is guaranteed only for 12 weeks, if the leave is for medical reasons, extended leave in excess of 12 weeks and subsequent reinstatement may be required pursuant to the Americans with Disabilities Act or state and local anti-discrimination and disability accommodation laws.
Also, keep in mind that, since the CFRA excludes pregnancy-related disability from the definition of “serious health condition,” under certain circumstances an employee can take consecutive time off under both laws.
Employers covered by the CFRA that have an employee handbook that describes other kinds of personal or disability leaves available to employees must include a description of CFRA leave in the handbook. The model policy is intended to comply with the CFRA handbook requirement. Covered employers also must post a CFRA notice, which will soon be available from the California DFEH online at https://www.dfeh.ca.gov/Publications/#postersBody.
Employers that have 50 or more employees should not use this policy and instead should implement the California Family and Medical Leave policy which combines the requirements of the CFRA and the federal Family and Medical Leave Act (FMLA).
The following model policy is provided as a guideline only. It does not represent legal advice, nor is it intended to be used in its current form for any organization. All policies should be carefully written for the specific organization and should be reviewed by employment counsel prior to being published in an employee handbook.
POLICY NOTES
Eligible Employees. Employees are eligible for CFRA leave if they have worked for the employer for at least 12 months and have worked for 1,250 hours in the previous 12-month period.
Special hours of service eligibility requirements apply to airline flight crew employees. The model policy includes the reference Eligibility section because it is required to be included in employee handbook policies by the Family and Medical Leave Act, and the CFRA regulations follow the FMLA requirements.
Reasons for Leave. CFRA leave may be taken for an employee’s serious health condition; the serious health condition of a child, parent, grandparent, grandchild, sibling, spouse or domestic partner who has a serious health condition; for bonding with the employee’s child after birth, adoption or placement; and for qualifying military exigencies. Certain types of leave as noted in the policy may be taken on an intermittent or reduced schedule basis.
Pregnancy disability is not covered under the CFRA since California has a separate Pregnancy Disability Leave (PDL) law that allows employees to take up to four (4) months for PDL. The provision reflects this distinction. A California Pregnancy Disability Leave policy is provided in the Employee Handbook Builder.
Medical Certification. The CFRA allows employers to require employees to provide limited medical certification from a health care provider for leave for their own serious health condition or the serious health condition of a family member. Detailed medical information about the nature of a serious health condition or the underlying diagnosis may not be required. Instead, medical certification for employees is sufficient if it contains the date on which the serious health condition commenced; the probable duration of the condition; and a statement that, due to the serious health condition, the employee is unable to perform the function of the employee’s position. Medical certification is sufficient for family members with a serious health condition if it contains the date, if known, on which the serious health condition commenced; the probable duration of the condition; an estimate of the amount of time which the health care provider believes the employee needs to care for the family member; and a statement that the serious health condition warrants participation of the employee to provide care during a period of treatment or supervision of the family member. Second and third medical certifications may be required for an employee’s serious health condition in limited circumstances as described in the policy.
Employers also may require that employees obtain subsequent recertification regarding the employee’s serious health condition on a reasonable basis if additional leave is required, as well as return-to-work certification indicating that the employee is able to resume work.
Reinstatement. Employees on CFRA must be reinstated to the same or comparable position.
Further Considerations. In modifying/revising this provision, the employer should consider issues including but not limited to:
The policy must also address the continuation and payment of health insurance benefits during CFRA leave.
Compliance with the CFRA is vital to protect your organization. Unlike leave provided as a disability accommodation, which is subject to an undue hardship analysis, CFRA leave is an entitlement. To maximize management rights, the policy is drafted in a manner so that CFRA leave runs concurrently with any simultaneous workers’ compensation and/or short-term disability leave.
Further, even if leave is provided, failure to provide the requisite notices could lead to employer liability. Every organization must acclimate itself to the notice provisions set forth in the policy to ensure that all employees who request leave are properly notified of their leave rights.
For active Employers Group or EverythingHR members, the link below will allow access to a Model CFRA policy for 2021 that is a suitable guideline for employers with five to 49 employees.