The Fair Credit Reporting Act: Friend or Foe? AND FLSA Collective Actions: Understanding What They Are and How to Defend Against Them.

Transcription

1 The Fair Credit Reporting Act: Friend or Foe? AND FLSA Collective Actions: Understanding What They Are and How to Defend Against Them. Presented by: Susan Childers North, Esq. Laura H. Corvo, Esq Discovery Park Blvd. Two Penn Plaza East Third Floor Newark New Jersey Williamsburg, Virginia

2 Today s attorneys and some notes... Susan Childers North Williamsburg Laura H. Corvo Newark Welcome. With the high number of attendees, please note all lines have been muted for the event. Q&A can be posted at the right of your screen, but any questions (time permitting) will be addressed at the end of the event. If using Q&A please send to both the host and the presenter. You can send direct questions (including request for copy of slides) to seminars@leclairryan.com with Class-Actions Webinar in the subject for reply after the event.

3 Important for HRCI Credits You must be logged in individually both via computer and via the teleconference for the duration of the event in order to qualify for the credits. (Sometimes two attendees will share an office and watch together that will only allow credit for the person who logged in. If you are not, please login now individually to appear on the attendance report. At the end of the seminar, send an to if you need the HRCI certificate. It will be sent the following day after confirmation of attendance.

4 Fair Credit Reporting Act (FCRA) The FCRA is a federal law put in place to protect consumers. The consumer reporting industry is big business. Information about consumers is sought by: lenders, credit sellers, insurance companies, employers, and others every day.

5 Fair Credit Reporting Act (FCRA) Consumer reporting agencies (CRA s) aggregate and store information on individuals and sell it to those who need it (creditors, banks, retailers, employers, landlords, insurers, etc.). CRA s play an integral and expansive role in the U. S. economy they can facilitate and/or frustrate a consumer s access to credit and employment.

6 Fair Credit Reporting Act (FCRA) Thus, accuracy and completeness of consumer reports is critical especially due to the ever increasing use of electronic information. Identity theft and privacy issues are also of paramount importance. See Gramm-Leach-Bliley Act ( GLBA ) Title V Privacy. This was created in order to provide protection to individuals regarding privacy of their personal financial information. Applies to all financial institutions AND See Safe Harbor Principles. Let s review the FCRA as it relates primarily to employment.

7 Definitions Consumer An individual. Consumer Report The term consumer report means any written, oral, or other communication of any information by a consumer reporting agency bearing on a consumer s credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics, or mode of living which is used or expected to be used or collected in whole or in part for certain reasons:

8 Definitions These reasons include: (A) credit or insurance to be used primarily for personal, family, or household purposes; (B) employment purposes; or (C) any other purpose authorized under section 604 (see permissible purposes). Note: Business/commercial credit for the most part is not governed by the FCRA or GLB. Caveat: Decisions exist where poor business credit was reported under individual s name which led to rejection of credit for personal, family and household purposes, thus leading to FCRA violations.

9 Definitions The term consumer reporting agency means any person which, for monetary fees, dues, or on a cooperative nonprofit basis, regularly engages in whole or in part in the practice of assembling or evaluating consumer credit information or other information on consumers for the purpose of furnishing consumer reports to third parties, and which uses any means or facility of interstate commerce for the purpose of preparing or furnishing consumer reports.

10 Definitions The term investigative consumer report means a consumer report or portion thereof containing information on a consumer s: character general reputation personal characteristics; or mode of living. Information often times is gathered through personal interviews with neighbors, friends, or associates of the consumer or with others with whom he is acquainted or who may have knowledge concerning any such items of information.

11 Definitions A couple of key exclusionary provisions which take a consumer report out of the FCRA include: when a report contains information solely as to the transactions or experiences between the consumer and the person making the report; and when the communication of information in a consumer report is among persons related by common ownership or affiliated by corporate control. Examples: Drug testing, affiliated companies.

12 Definitions Adverse Action The term adverse action means: the same as in the Equal Credit Opportunity Act; a denial of employment or any other decision for employment purposes that adversely affects any current or prospective employee; an action that is adverse to the interests of the consumer. Very broad language. (Beverly v. Wal-Mart case did not hire, then later hired still constituted an adverse action.)

13 Permissible Purposes of Consumer Reports A consumer reporting agency may furnish a consumer report to a person only under permissible circumstances which include: in response to a court order; in accordance with written instructions of the consumer; to use the information in connection with a credit transaction involving the consumer on whom the information is to be furnished, and involving the extension of credit to, or review or collection of an account of, the consumer; to use the information for employment purposes;

14 Permissible Purposes of Consumer Reports to use in connection with underwriting of insurance of consumer; to use in connection with determination of consumer s eligibility for a license granted by government required by law to consider consumer s financial responsibility or status; when otherwise have a legitimate business need: in connection with business transaction that is initiated by consumer; or to review an account to determine whether account should continue.

15 Disclosure Required to Consumer Generally, a person may not obtain a consumer report, or cause one to be procured, for employment purposes unless: a clear and conspicuous disclosure has been made in writing to the consumer at any time before the report is procured or caused to be procured; This must be in a document that consists solely of the disclosure that a consumer report may be obtained for employment purposes.

16 Disclosure Required to Consumer In addition, the consumer must authorize in writing the procurement of the report. This can be on the same document as the disclosure. Cannot obtain written signature after you have or caused to have the consumer report procured.

17 CRA s Must Comply with Certain Provisions Key provision leading to litigation: A consumer reporting agency that compiles and reports items that are matters of public record and are likely to have an adverse effect on a consumer s ability to obtain employment shall: AT THE TIME the public information is reported to the user of the report, notify the consumer of the fact that the information is being reported, together with the name and address of the person to whom the information is being reported; OR maintain strict procedures designed to insure that whenever public record information that is likely to have an adverse affect on a consumer s ability to obtain employment is reported, it is complete and up to date.

18 CRA s Must Comply with Certain Provisions Almost all CRA s attempt to comply with option 1. Violations can occur if CRA sends notification to consumer later than the same day user receives reports. Incredibly high standard to meet option 2. Cannot attempt to prove violation of option 2 unless some error or inaccuracy existed on the report.

19 Conditions on Use for Adverse Actions In using a consumer report for employment purposes, BEFORE taking any adverse action, the person shall provide to the consumer: a copy of the consumer report; and a summary of Rights prescribed by the FTC. *Commonly known as the pre-adverse action notice.

20 Duties of Users Taking Adverse Actions on the Basis of the Information Contained in Consumer Reports If a person takes any adverse action with respect to a consumer that is based on any information contained in a consumer report, that person shall: provide notice of the adverse action to the consumer (oral, written or electronic);

21 Duties of Users Taking Adverse Actions on the Basis of the Information Contained in Consumer Reports provide the consumer with the name, address and telephone number of the consumer reporting agency, and provide the consumer with a statement that the consumer reporting agency did not make the decision to take the adverse action and is unable to provide the specific reasons why the action was taken; provide the consumer notice of the consumer s right to request a free copy of the consumer s consumer report within 60 days of the adverse action notice from the CRA and provide notice to the consumer that he/she can dispute with the consumer reporting agency the accuracy of the information in their report. *Commonly known as the post-adverse action notice.

22 Civil Liability for Willful Noncompliance A person who willfully fails to comply is liable to the consumer for: actual damages sustained by the consumer as a result of the failure, or damages between $100 and $1,000; and punitive damages as the court may allow (Saunders case 526 F.3d 442 (4 th Cir. 2008) punitive damages award of $80, based on a $1, violation upheld); costs and reasonable attorney s fees as determined by the court.

23 Civil Liability for Negligent Noncompliance A person who is negligent in failing to comply is liable to the consumer for: actual damages sustained by the consumer as a result of the failure; and costs plus reasonable attorney s fees as determined by the court.

24 Illustrative Cases Significant litigation has occurred over the last two years under the provisions reviewed today. Williams v. Telespectrum, Inc. (E.D. Va.) Filed as a class action alleging violations of FCRA that employer failed to provide all information required in pre-adverse and post-adverse action notices and timing of notices was improper. Allegations were that employer brought candidates in handed them a copy of the consumer report and then terminated them on the spot. Court denied summary judgment for employer regarding issue that employer did not provide notice of adverse action before it took adverse action. FTC opinions state that some reasonable period of time must elapse between these two notices.

25 Illustrative Cases Williams (contd.) Consumers need an opportunity to correct any inaccuracies. FTC opinion states 5 business days could be reasonable. Summary judgment for employer also denied regarding punitive damages. Court stated that repetitiveness or multiplicity of conduct alone could prove punitive damages. This was the employer s general practice so applied to every candidate for past several years.

26 Illustrative Cases Williams (contd.) Plaintiffs moved for class certification which was denied because failed FCRP 23(b)(3) predominance criteria. This is because plaintiffs asked for individual damages and punitive damages for each class member which would require extensive individual, as opposed to, class calculations. Case settled on an individual basis and plaintiffs counsel learned not to ask for individual, actual damages. Now they ask for statutory damages of $100 to $1,000, plus punitive damages.

27 Illustrative Cases Beverly v. Wal-Mart (E.D. Va.) Filed as a class action alleging violations under FCRA that Wal- Mart did not provide reasonable time period between preadverse and post-adverse action notices for plaintiffs to dispute accuracy/completeness of consumer reports. Court denied employer s motion for summary judgment The fact that the named plaintiff received both pre-adverse and post-adverse notices on same day fails to satisfy the law. Plaintiffs sued for statutory damages of $100 to a maximum of $1,000 per violation plus punitive damages. Case settled (multi-million dollar settlement) (one of the largest in Virginia last year. - Caveat: Contract with CRA wherein employer delegates responsibility to CRA. - Indemnification?

28 Illustrative Cases Williams v. Lexis Nexis Risk Management, Inc. (E.D. Va.) Filed as a class action alleging violations under FCRA that CRA failed to notify consumer at the time the consumer report was reported to the user of the report and alleging violations that CRA implemented an improper standard or policy for consumers to file a dispute. Both types of classes were certified under Rule 23(b)(3) over 200,000 class members. Plaintiffs requested statutory and punitive damages. Case settled for in excess of $20 million dollars (largest in Virginia last year).

29 The Proliferation of FLSA Collective Actions The number of FLSA collective actions filed in federal courts have grown exponentially. Collective actions under the FLSA outnumbered all other types of employment related class actions.

30 The Costs for Employers In 2008, the 10 largest FLSA collective actions settlements totaled $252 million. Some examples include: Wal-Mart - $54.25 million Merill Lynch - $45.5 million Charter Commission - $28.5 million RPS - $27 million CVS - $14.75 million In 2009, Walmart reached agreements to settle 63 employment class actions with payouts estimated to be between $350 million to $640 million.

31 FLSA Basics What types of claims are filed under the FLSA: Unpaid overtime* Misclassification of exempt and non-exempt employees. Minimum wage* Effective July 24, 2009, the federal minimum wage is $7.25 per hour. Child labor * The overwhelming majority of wage and hour cases involve unpaid overtime issues or minimum wage issues.

32 FLSA Collective Actions FLSA collective action claims are fundamentally different from other class action claims filed under other federal and state laws. Section 16(b) of the FLSA, rather than Rule 23 of the Federal Rules of Civil Procedure, governs how collective actions will take place. Employees must opt in to the lawsuit. Employees must be deemed similarly situated.

33 The Opt In Requirement Employees must opt in to the lawsuit Under the FLSA, employees must affirmatively consent to participate in the lawsuit against the employer by signing a document evidencing such consent. [n]o employee shall be a party plaintiff to any such action unless he gives his consent in writing to become such a party and such consent is filed in the court in which such action is brought. In other class actions, an employee is presumed to be a part of the lawsuit against the employer and if the employee wishes not to participate, then the employee must opt out.

34 The Similarly Situated Requirement Employees must be deemed similarly situated. Employees are similarly situated if they are subject to a common policy, plan or design, that stretches across company departments or locations. Raise similar legal issues such as coverage, exemption, and/or nonpayment of wages. Raise similar factual settings such as job requirements, geographical locations, and/or pay policies. Each employee s factual situation need not be identical to that of the members of the collective action.

35 Statute of Limitations Under the FLSA, a two-year statute of limitations exists. The caveat, however, is that there is no tolling of the statute of limitations due to the filing of the collective action complaint. The clock continues to run until each employee who can potentially opt in does so.

36 Federal Labor Standards Act Collective Action Courts take two distinct approaches in determining whether a FLSA collective action should be certified: 1. Courts examine the elements required for certification under Rule 23 to the extent they do not conflict with Section 16: numerosity; commonality; typicality; and adequacy of representation. 2. Other courts use a two-step approach to determine whether employees are similarly situated (Plaintiff Friendly Standard): 1. Conditional Certification; 2. Post-discovery Stage.

37 Avoiding FLSA Collective Actions Create a Wage and Hour Compliance Program: Eliminate compliance issues; Maintain evidentiary records in order to be able to invoke good-faith defenses; Ensure that employees are classified and paid correctly.

38 Avoiding FLSA Collective Actions Implementing the Wage and Hour Compliance Program: Conduct an audit of actual policies, procedures and practices; Revise policies, procedures and practices so that they are compliant; Make operational changes to ensure compliance; Implement a wage and hour complaint and reporting system; Create a wage and hour training program for Human Resources, supervisors and employees; Use technology to ensure accuracy; Maintain compliance.

39 Avoiding FLSA Collective Actions Audit of actual policies, procedures and practices: Exempt employees Duties of exempt classified employees Payment on salary basis Non-exempt employees Pay for hours worked Regular rate calculations for overtime Record keeping Deductions Audit documentation

40 Discrimination Class Actions Class actions usually allege that the employer has implemented a policy that has an adverse impact on employees of a protected class, such as women or minorities. As most class actions are driven by statistical evidence, the employers most vulnerable to class actions are those whose workforces are not diverse or where employees seem clustered in certain job categories.

41 Discrimination Class Actions Class actions also often involve allegations that the employer has treated a large group of employees in a disciplinary fashion and that the employer s subjective decision making processes result in both disparate impact and disparate treatment on the basis of race, age and gender.

42 Discrimination Class Actions A case involving allegations of disparate impact involves a challenge to a facially neutral policy or practice that falls more harshly on a protected group and cannot be justified by business necessity.

43 Discrimination Class Actions For example, if an employer institutes a policy requiring a college degree as a prerequisite for a clerical position, and that policy has a disproportionate adverse impact on African-American applicants, all African-American applicants without a college degree who were denied clerical positions would have a strong argument for class certification because they all would potentially have common claims of discrimination.

44 Discrimination Class Actions An individual disparate treatment case, on the other hand, alleges that an individual or individuals were treated less favorably based on a protected category than others outside the protected category. In class action pattern and practice cases, the plaintiffs burden is to show that the alleged discrimination was the defendant s standard operating procedure, thus creating a presumption of discrimination.

45 Discrimination Class Actions In addition, recent reductions in force (RIF s) have resulted in age class action lawsuits. Age discrimination is governed by the collective action procedure under the FLSA, 29 U.S.C. 216(b).

46 Class Action Lawsuits Cases alleging discrimination in violation of Title VII of the Civil Rights Act of 1964 ( Title VII ) and the Americans with Disabilities Act may be pursued as class actions under Rule 23 of the Federal Rules of Civil Procedure. Applied to employment cases, Rule 23 requires the class of plaintiffs to provide a showing of facts that might raise an inference of a pattern and practice of discrimination.

47 Class Action Lawsuits Employment cases brought under the Equal Pay Act ( EPA ) are known as collective actions and are governed by the requirements of Section 216(b) of the Fair Labor Standards Act.

48 Class Action Lawsuits Employers should also note that although a pattern and practice action by the EEOC is effectively a class action, the EEOC as a general matter is not required to satisfy the detailed requirements for class certification outlined in Federal Rule of Civil Procedure 23.

49 Class Action Lawsuits Instead, the EEOC may, in certain circumstances, intervene in a private action already filed by a charging party following receipt of a right to sue notice, or may initiate a lawsuit on behalf of a charging party and a class, based on either an individual s charge or a charge by the Commissioner. Class actions involving the EEOC are more complicated.

50 How to Avoid Class Actions Identifying employment related class action risk begins with an assessment of the workforce environment. Careful and confidential analyses of hiring, promotion, transfer, compensation, and termination personnel data should be done. These areas often create statistically significant disparities between similarly situated male/female and non-minority/minority employees.

51 How to Avoid Class Actions Early analysis of this data may result in improvements to a company s employee relations systems, promotions systems, management accountability systems, or other employment related functions that could ward off a class complaint.

52 How to Avoid Class Actions Employers should also conduct a statistical analysis of the compensation provided to its employees to determine if there are statistically significant differences in compensation between similarly situated (i) male and female employees and (ii) white employees and minority employees. If such differences exist, managers should then be directed to justify those differences. Absent a legitimate business justification, the employer might then consider appropriate and carefully implemented adjustments to the compensation levels of affected employees.

53 How to Avoid Class Actions Employers should take care to make sure that training opportunities offered to female and minority employees and to similarly situated white male employees are the same. Differences in training and mentoring opportunities can lead to allegations of intentional discrimination.

54 How to Avoid Class Actions Remember: Performing these analyses may reveal sensitive information and perhaps expose significant legal liability. It is therefore strongly recommended that employers take advantage of available legal privileges (and their concomitant confidentiality) by using outside counsel, in tandem with the employers internal resources, to direct and effect the various analyses suggested.

55 Questions? Susan Childers North, Esq. Laura H. Corvo, Esq.

56 Usage This webinar slide show provides general information and is not legal advice and should not be used or taken as legal advice for specific situations. You should consult legal counsel before taking any action or making any decisions concerning the matters in this show. This communication does not create an attorney-client relationship between LeClairRyan, A Professional Corporation, and the recipient. Copyright 2009 LeClairRyan, A Professional Corporation. All rights reserved.

57 Thank You