Agenda - Council Work Session - 07/08/2025

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premium collection begins (December 2025), as well as to newly hired employees. Minnesota Statute, section 268B.26 states DEED will provide the model notice for employers. The information will include an explanation of the available benefits provided under the new law, instructions on how to file a claim, and other specified information. Cities will want to ensure they have an employee's written or electronic acknowledgement of receipt of the written notification because they may be asked by the state to prove they notified employees. While thinking through your notification process, ensure you are able to demonstrate the way the employee had been notified in the event an employee refuses to acknowledgement receipt. If five or more employees speak a different language as their primary language, notices must be provided in that language if it is made available by DEED. • Reporting wages and in 2026, submitting paid leave premiums. Much like unemployment compensation, employers are required to submit quarterly wage detail reports, including the total wages paid to an employee and the total number of paid hours worked. While the first premiums are not due until 2026, the good news is wage detail reporting is already underway with the first reports due beginning back on Oct. 31, 2024. When cities submitted their typical wage detail for July through September 2024 in October 2024, the city was meeting BOTH their unemployment insurance (UI) and Minnesota Paid Leave wage reporting requirements for many positions. Employees whom cities do not report for UI, like elected officials or election judges, will need to be kept separate from those that are covered by UI, but submitted by establishing a "Paid Leave Only" account through another process as outlined on the Minnesota UI webiw„p_. There are fees associated with late reporting, but DEED can cancel the fee if the report is submitted within 30 calendar days after DEED issues notice. There are also fees for reports with missing or erroneous information. • Coordinating benefits and leaves during an absence. The 2024 legislative session classified Minnesota Paid Leave data as private, pursuant to some exceptions for exchanging information with certain state and federal agencies, employers and health care providers. Thus, cities will want to begin thinking through processes to ensure reports and submittals for Minnesota Paid Leave are retained in a secured manner. Also see Q22. Return to ton of nage Q9. How will we find out if an employee has applied for this benefit and been approved? A9. DEED guidance suggests employees cannot apply for Minnesota Paid Leave until they first notify their employer. Per statute, DEED is required to notify all employers from which the applicant is taking leave, either in writing or electronically, not more than five business days after a claim for benefits has been filed by the employee or former employee. Return to ton of nage Q10. How does intermittent leave work? A10. Generally, any leave under the law is eligible for intermittent. All intermittent leaves will result in a prorated benefit. Intermittent leave counts toward the maximum leave allowed by the law. An employee taking leave on an intermittent schedule must provide the employer with a schedule of the needed workdays off as soon as practicable, taking into account all circumstances.