Informing your workforce about Paid Family and Medical Leave

As a Massachusetts employer, you're responsible for informing your workforce about the state's Paid Family and Medical Leave (PFML) law. This includes information about contributions, benefits, and protections.

Table of Contents

Workplace poster

All Massachusetts employers must display Paid Family and Medical Leave mandatory workplace poster prepared or approved by the Department of Family and Medical Leave (DFML) that explains the benefits available to your workforce under the PFML law. You must post this poster at your workplace in a location where it can be easily read.

The poster must be available in English and each language which is the primary language of 5 or more individuals in your workforce if such translations are made available from DFML.

Additional Resources

Written notice requirements

On or before June 30, 2019, Employers and Covered Business Entities are required to provide written notice to their current workforce of PFML benefits, contribution rates, and other provisions as outlined in M.G.L. c. 175M sec. 4. 

The notice, which may be provided electronically, must include the opportunity for an employee or self-employed individual to acknowledge receipt or decline to acknowledge receipt of the information. The employer can receive these acknowledgments in paper form or electronically. 

In the event that an employee or self-employed individual fails to acknowledge receipt, the Department shall consider an Employer or Covered Business entity to have fulfilled its notice obligation if it can establish that it provided to each member of its current workforce notice and the opportunity to acknowledge or decline to acknowledge receipt.

Employers or Covered Business Entities will be subject to all Section 4 requirements for employees or self-employed individuals who are employed or contracted with on or after July 1, 2019.

Note: The identification number assigned by the Department of Family and Medical Leave will be the employer’s Federal Employer Identification Number (“FEIN”).  Please use your FEIN as your Employer ID Number on the “Employer Notice to Employee” and the “Employer Notice to Self-Employed Individual” Forms. 

Notifying Massachusetts W2 employees

You'll need to notify each of your Massachusetts W2 employees in writing about available PFML benefits.

You must issue this notice to each employee within 30 days of their first day of employment. The notice must be written in the employee's primary language.

You must obtain from each employee a written statement acknowledging receipt of the notice or a statement indicating the employee's refusal to acknowledge the notice.

You may download a template of this notice provided by DFML or create your own.

If you choose to create your own notice, it must contain:

  • An explanation of the availability of family and medical leave benefits
  • The employee’s contribution amount and obligations
  • The employer's contribution amount and obligations
  • The employer's name and mailing address
  • The employer identification number assigned by DFML (FEIN)
  • Instructions on how to file a claim for family and medical leave benefits
  • The mailing address, email address, and telephone number of DFML

Additional Resources

Notifying Massachusetts 1099-MISC contractors

You'll need to notify each Massachusetts 1099-MISC contractor who provides services to you, in writing, about available benefits when you enter into a contract for services. The notice must be written in the contractor's primary language.

You must obtain from each contractor a written statement acknowledging receipt of the notice or a statement indicating the contractor's refusal to acknowledge the notice.

You may download a template of this notice provided by DFML or create your own.

If you choose to create your own notice, it must contain:

  • An explanation of the availability of family and medical leave benefits and the procedures for self-employed individuals to become covered individuals
  • The self-employed individual’s contribution amount and obligations if they were to become a covered individual
  • The employer's contribution amount and obligations
  • The employer's name, mailing address, and email address
  • The employer's identification number assigned by DFML (FEIN)
  • Instructions on how to file a claim for family and medical leave benefits
  • The address and telephone number of DFML

Additional Resources

Penalties

Failure to provide the required notifications may result in the following fines. 

Violation Fine
First violation $50 per W2 employee or 1099-MISC contractor
Subsequent violations $300 per W2 employee or 1099-MISC contractor

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