Workplace Wellness Programs Lega l Considerations September 10 , 2014
-
Upload
lynn-holman -
Category
Documents
-
view
23 -
download
1
description
Transcript of Workplace Wellness Programs Lega l Considerations September 10 , 2014
![Page 1: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/1.jpg)
Workplace Wellness Programs
Legal Considerations
September 10, 2014
![Page 2: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/2.jpg)
The Public Health Law Center
![Page 3: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/3.jpg)
The Public Health Law Center
We do:
• Legal research
• Policy development
• Publications
• Trainings
We don’t:
• Direct representation
• Lobby
![Page 4: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/4.jpg)
Legal Research
http://www.publichealthlawcenter.org/topics/healthy-eating/child-care
![Page 5: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/5.jpg)
Policy Development
www.publichealthlawcenter.org/topics/healthy-eating/local-government-resolutions
![Page 6: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/6.jpg)
Trainings
![Page 7: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/7.jpg)
Legal Representation
![Page 8: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/8.jpg)
Lobby
![Page 9: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/9.jpg)
Overview
Worksite WellnessPrograms & Activities
Legal Considerations
RecommendationsQuestions & Discussion
Exercise
![Page 10: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/10.jpg)
Workplace Wellness:
Programs & Activities
![Page 11: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/11.jpg)
“Workplace Wellness”
![Page 12: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/12.jpg)
Terminology
![Page 13: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/13.jpg)
Tobacco-Free Worksites
![Page 14: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/14.jpg)
Healthy Foods
![Page 15: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/15.jpg)
Physical Activity
![Page 16: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/16.jpg)
Workplace Wellness:
Legal Considerations
![Page 17: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/17.jpg)
Tobacco-Free Work Environments
Minnesota Clean Indoor Air Act
Prohibits smoking in: Indoor Public Places Indoor Places of Employment
Does not Regulate/Prohibit: Drifting smoke Smoking in outdoor areas Smokeless tobacco products Stronger smoke- or tobacco-free policies
![Page 18: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/18.jpg)
Electronic Cigarettes
Use Only Prohibited Inside: Licensed Daycare Facilities
During Hours of Operation
Health Care Facilities Government Buildings Facilities owned by:
Minnesota State Colleges & Universities System (MnSCU) University of Minnesota
Facilities licensed by: Minnesota Department of Human Services (DHS) Minnesota Department of Health (MDH)*
![Page 19: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/19.jpg)
“Smokers Rights”
A Minnesota employer may not 1) refuse to hire, 2) discipline, or 3) discharge an employee who engages in (or has engaged in) the use or enjoyment of lawful consumable products, if the use or enjoyment takes place:• Off the Employer’s Premises
• During Nonworking Hours
![Page 20: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/20.jpg)
Lawful Consumable Products
Food Beverages
Tobacco
![Page 21: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/21.jpg)
Exceptions and Distinctions
• Bona Fide Occupational Requirements
• Necessary to avoid conflicts of interest
• Health or Life Insurance Plans• Distinctions based on type or cost of coverage
• Different premium rates must reflect actual difference in cost to employer
![Page 22: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/22.jpg)
Liability: Injuries
![Page 23: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/23.jpg)
Workers’ CompensationMandatory compensation system for injuries that occur during the course of employment
Minn. Stat. § 176.021, subd. 9: Injuries incurred as part of a worksite may not be compensable if participation is voluntary
Distinction = Voluntary vs. Mandatory
![Page 24: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/24.jpg)
Mandatory Participation
Benefits Outweighing Risks
![Page 25: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/25.jpg)
Education
![Page 26: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/26.jpg)
Waivers
![Page 27: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/27.jpg)
Contractual Limitations
• Unionized Workforce• Managerial Rights• Negotiations
• Mandatory• Permissive
• Vendor Agreements• Cafeterias• Vending Machines
• Real Property• Leases • Neighboring Uses
![Page 28: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/28.jpg)
Liability: Benefits
![Page 29: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/29.jpg)
Fringe Benefits - Expenses
Taxable Health Club
Not operated by employer
Cash Rewards Gift Certificates
Non-Taxable De minimis
Water bottles T-shirts Pedometers
Meals On the employer
premises Contributions to medical plans
On-premises health club
![Page 30: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/30.jpg)
Withholdings
Employer must withhold tax for prizes & awards
Taxable benefits to dependents are also taxable to the employee
![Page 31: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/31.jpg)
DeductionsFringe Benefits
Taxable to employees:Not deductible to the employer
Not taxable to employees:Deductible to the employer
![Page 32: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/32.jpg)
Medical InformationHealth Insurance Portability and Accountability Act
HIPPA
![Page 33: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/33.jpg)
HIPAA – Non-Discrimination
An individual cannot be denied eligibility for benefits or charged more for coverage because of any health factor Can impact wellness
programs
![Page 34: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/34.jpg)
Participation-Based Programs
Reward for “simply” participating
HIPAA compliant program
![Page 35: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/35.jpg)
Performance-Based Programs
Rewards for meeting goals Penalty for failing to meet goal
![Page 36: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/36.jpg)
Performance-Based Programs
Criteria: Promote health or prevent
disease Rewards not >30% of cost of
coverage Prevent or Reduce Tobacco Use:
Not >50% Opportunity to qualify at least
once a year Alternatives for special medical
needs Notice alternative available
![Page 37: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/37.jpg)
HIPAA – Privacy
Protect and minimize information about an individual’s
Health condition Treatment Payment records Demographics
![Page 38: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/38.jpg)
Americans with Disabilities Act
![Page 39: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/39.jpg)
ADA - Disability
Physical or mental impairment that substantially limits one or more major life activities;
Record of such an impairment; or Regarded as having such an
impairment.
![Page 40: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/40.jpg)
ADA - Accommodation
Employers must provide reasonable accommodations Unless it would
cause undue hardship
![Page 41: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/41.jpg)
ADA – Medical Examinations
Must be: Voluntary Part of an
employee health program
Available to employees at the work site
![Page 42: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/42.jpg)
ADA – Confidentiality
Medical information must be kept separate, and kept confidential
A request for a reasonable accommodation is considered medical information
![Page 43: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/43.jpg)
Nursing Mothers• State and Federal Requirements• Reasonable Break Times• Private Space
• Close proximity to work area• Shielded from view• Free from intrusion from co-workers• Access to electrical outlet • Not a bathroom or toilet stall
• Protection from Retaliation• Applies to all employers
![Page 44: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/44.jpg)
Affordable Care Act
Increased limit on value of incentives From 20% to 30% Beginning Jan. 1, 2014
Small employer grant program <100 employees
Evaluation of worksite wellness programs
![Page 45: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/45.jpg)
Medical Marijuana
![Page 46: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/46.jpg)
Workplace Wellness:
Recommendations
![Page 47: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/47.jpg)
Purpose(s)
![Page 48: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/48.jpg)
Engagement
Organizational leaders
Community stakeholders
Industry peers
Worksite wellness advisory group
![Page 49: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/49.jpg)
Development
Establish priorities
Review sample policies
Involve legal assistance
Identify deal breakers
Anticipate challenges
![Page 50: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/50.jpg)
Policies and Programs Practical and reasonable
Ability to achieve intended purpose
Costs and cost savings
Effective and dates
Interest and ability to monitor and maintain program
![Page 51: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/51.jpg)
Review
![Page 52: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/52.jpg)
Questions & Discussion
![Page 53: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/53.jpg)
Exercise
Jennifer’s Tool and Die
![Page 54: Workplace Wellness Programs Lega l Considerations September 10 , 2014](https://reader034.fdocuments.net/reader034/viewer/2022051620/56813025550346895d95aede/html5/thumbnails/54.jpg)
Scott M. Kelly – [email protected](651) 695- 7611
Warren Ortland – [email protected]
(651) 290-7539
The legal information and assistance provided in this presentation does not constitute legal advice or legal representation.