Navigating Minnesota's New Paid Leave: We Are Right There With You

The Minnesota Paid Leave law is coming, and there’s no getting around it: this is a big change for employers across the state.

We understand the anxiety. It’s easy to focus on the tangible tasks—the policy creations, the payroll taxes, or the staff education sessions. But honestly, the hardest part of this transition isn't the paperwork; it's the unknown.

• What are we missing that we’re required to do?

• How is this going to affect staffing levels?

• Will we have coverage for extended leaves?

• Will people abuse this benefit?

If these questions are keeping you up at night, know this: We are right there with you.

The best thing we can do as employers is acknowledge the challenge, take things step by step, put solid policies into place, and honestly, plan for your worst day.

Step 1: Secure Your Foundation

The first and most important step is to review the requirements and set up the necessary accounts.

If you haven't done so already, you should go to the official state resource to review all requirements as an employer: https://paidleave.mn.gov/.

As an employer, you will specifically need two different accounts to meet your responsibilities under Paid Leave. These accounts will make it easier to support your employees during important times in their lives and ensure your compliance with filing and reporting:

• Employer Account (uimn.org): This is your portal for tax and reporting functions.

• Paid Leave Administrator Account (paidleave.mn.gov): This is the administrative hub for managing leave requests and benefits.

These two accounts will work together as you navigate the new responsibilities outlined on the official employer roles page: https://pl.mn.gov/employers/roles-and-responsibilities.

🛑 Crucial Update: Meet Your December 1st Deadlines!

As you focus on securing your accounts, two critical and time-sensitive tasks must be completed by December 1st. These steps are essential for immediate compliance.

1. The Required Employee Notice: Payroll Tax Split

You must send a formal notification to staff by December 1st stating the required payroll tax split for Minnesota Paid Leave.

• Proof of Delivery is Key: While a signature of acknowledgment is always valuable, we all know how difficult it can be to get every return signature. Your job is to get them the information and to be able to prove that you gave them the information.

• Delivery Methods: Use tools that leave a clear audit trail, such as an email blast or through electronic systems you have (like an EMR system with internal communication or an electronic schedule with built-in direct communication). Don't stress too much about getting it back, but ensure you can prove you attempted to get acknowledgement.

2. The Required Workplace Poster

You will also need to post the official Minnesota Paid Leave poster in a visible location at your workplace by December 1st.

Find the Required Poster Here: https://pl.mn.gov/tookits/employer-resource-toolkit#section-281-required-posters-and-notices

Step 2: Strategize Your Staffing Pool

One of the biggest concerns is maintaining coverage when employees take advantage of this benefit. We should be thinking about and anticipating which staff might need paid leave and how that might affect your daily operations.

Our suggestion is to proactively create or significantly increase the amount of casual or unscheduled staff you have. December and January is a great time to recruit these types of employees.

Think about those who appreciate flexibility:

• College students who can pick up on weekends or during school breaks.

• Staff with kids in school who will pick up during school hours.

• Individuals looking for a side hustle or second job to supplement their income.

It is critical that there are clear requirements for these positions and, more importantly, that you have strategies to keep your unscheduled staff engaged and active in the company culture. It works well with their busy schedule and has paid off for us in terms of shift coverage.

Step 3: Be a Proactive Guide

The more you are involved with an employee’s process, the more you can prepare for their leave.

Our recommendation is to become a guide for your current staff. Talk to them often. Know what's going on in their life. If they would qualify for paid leave—whether it’s for a new child, a major health event, or caring for a family member—walk them through the process. Your involvement will help them feel supported and allow you to prepare for their absence well in advance.

We wish we had all the answers for you, but we are genuinely right there in the trenches with you. We will plan for what we can, and we will adapt to what doesn't work.

We would love to hear your ideas about paid leave. What have you done to prepare for the staffing challenge? What would you like to share with other employers?