© 2024 Seyfarth Shaw LLP | www.seyfarth.com Classification Guidebook | 41 B. Sample Written Notices and Acknowledgements 1. Notice to Reclassified Employees Whose Duties and Pay Will Change States where a written notice of a change in pay may be required is in these jurisdictions: Alaska (posting sufficient), California, Colorado (posting sufficient), Connecticut, Delaware (posting sufficient), DC (mandates the use of this form for pay rate changes: Notice of HireEnglish_OWH_2024.pdf (dc.gov)), Pinellas County (FL), Hawaii (posting sufficient), Idaho (only for decrease in pay), Illinois, Iowa (posting sufficient), Kansas (at employee request and posting sufficient), Louisiana (posting sufficient), Maine, Maryland (with the exception of an increase), Minnesota, Minneapolis (MN), Missouri (only for a decrease in pay), Montana (posting sufficient), Nebraska, Nevada, New Hampshire, New Jersey, New York, North Carolina (with the exception of an increase), Pennsylvania (posting sufficient), Rhode Island, South Carolina (with the exception of an increase), Tennessee (only for decrease in pay), Utah (posting sufficient), West Virginia (posting sufficient), and Seattle (WA). Note: Clients should consult Seyfarth’s Survey Center for the most up to date list. Despite the exceptions noted, we generally recommend that the company provide employees with advance, written notice of any change so that it will have proof that each employee has, in fact, received advance notice of the change. Notice should be given at least two weeks or one pay period before the change takes effect, whichever is longer, except in Missouri, which requires 30 days’ notice of any wage reduction. Please note that some jurisdictions such as Arizona, Flagstaff (AZ), California, DC, Pinellas County (FL), Chicago (IL), Cook County (IL), Massachusetts, Minnesota, New Jersey, New York, New York City (NY), Westchester County (NY), Pittsburgh (PA), Vermont and Seattle (WA) also mandate or offer a template/model notice for new hire wage notices. Note: Clients should consult Seyfarth’s Survey Center for the most up to date list. With the exception of the mandated form for DC, the template notice below should suffice for notifying existing employees about a change in their pay and classification. The notices should be provided in English as well as the employee's primary language. Because these laws are continuously evolving, the company should seek counsel before using the below template at any time following the conclusion of the current job review project.
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