COVID-19 Practical Considerations: Employment FAQ - Arthur Cox

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COVID-19 Practical Considerations: Employment FAQ - Arthur Cox
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   EMPLOYMENT

   COVID-19 Practical Considerations:
   Employment FAQ
   9 June 2020

   Following the Government’s announcement that Ireland can move
   to Phase 2 of the Roadmap for Reopening Society and Business on 8
   June our Employment and Privacy teams have updated the responses
   to these frequently asked questions in order to provide up to date
   guidance to employers.

Government guidelines are changing            economic impact of COVID-19. Phase 5           • Meeting other people: Groups of up
frequently, therefore it is imperative that   has been removed and, as such, there are         to 6 people from outside a household
employers check the most up to date           two further phases anticipated both of a 3       can meet (indoors or outdoors) for
advice from the relevant government           week duration.                                   social gatherings. Organised outdoor
authority before implementing any                                                              exercise, sporting, cultural or social
particular approach.                          Phase 3 is due to commence on 29                 activities of up to 15 people may take
                                              June with Phase 4 beginning on 20                place.
                                              July. Progression through the phases
COVID-19 RESTRICTIONS                         remains subject to COVID-19 infection          • Shops: All retail outlets can reopen
                                              levels remaining low. All businesses are         at Phase 2, but opening times will be
COVID-19 restrictions were first put in
                                              expected to be open from 20 July once            staggered to relieve pressure on public
place in Ireland from 13 March and were
                                              they are in a position to implement the          transport. However shopping centres
increased over the following weeks as
                                              safeguards in the Protocol and any sector        can only re-open on 15 June in line
all but essential service providers were
                                              specific guidance that may be issued. On         with the expected NSAI guidelines to
required to close and people’s daily
                                              1 June the HSE Health and Protection             be published. These guidelines will
movements were considerably restricted.
                                              Surveillance Centre (HPSC) published             supplement the NSAI’s existing Retail
In May, the Government published a            specific COVID-19 guidance for the               Protection and Improvement Guide
Roadmap for Reopening Society and             childcare sector (available here) which will     (available here).
Business which set out a 5 phase lifting      be reopening from 29 June. The National
                                              Standards Authority of Ireland (NSAI) will     • Work from home: The importance of
of the COVID-19 restrictions, along with
                                              publish guidelines for shopping centres in       continuing to work from home where
a Return to Work Safely Protocol to
                                              advance of their large scale reopening on        possible was stressed.
support employers and employees in
implementing measures to prevent the          15 June. NPHET is expected to develop          • Transport: People should only
spread of COVID-19 in the workplace.          guidance for the hospitality sector by 29        use public transport if absolutely
Our briefing on the Protocol is available     June when many hotels, restaurants and           necessary and wearing a face covering
here.                                         bars (only those serving food) can reopen.       is recommended. Public transport
                                                                                               capacity will be limited because of social
                                              From 8 June - Phase 2 of the Roadmap             distancing requirements.
Reopening Society and Business
                                              Ireland moved to Phase 2 of the Roadmap        The Taoiseach’s announcement is
On 5 June progression to Phase 2 of
                                              on 8 June. The Government stressed the         available here with further details on
the Roadmap for Reopening Society
                                              following 5 points for Phase 2:                Phase 2 available from the Department of
and Business was announced effective
                                                                                             the Taoiseach’s website here.
from 8 June. The Government also              • Stay Local: Individuals can travel
announced an acceleration of the existing       within their own county, and up to 20
Roadmap based on recommendations                kilometres from their home if crossing
of the National Public Health Emergency         county boundaries. National travel
Team (NPHET), medical evidence and              limits will be lifted from 29 June.
Government reports on the social and

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COVID-19 Practical Considerations: Employment FAQ 9 June 2020

STATE SUPPORTS FOR                            Phase 1 – Transitional Phase                   • Tapering Exception: Where the
EMPLOYERS AND EMPLOYEES                       Phase 1, which applied until 4 May, was          ARNWP does not exceed €412, the
                                              intended to be a short, transitional phase       employer may pay an additional
COVID-19 Temporary Wage Subsidy               during which employers were refunded             gross payment such that the gross
Scheme                                        based on the employee’s average net              pay plus the temporary wage
                                              weekly pay as follows:                           subsidy does not exceed €350
In response to the COVID-19 crisis, the
                                                                                               per week. The effect of this is that
Government introduced the COVID-19
                                              • For employees who earned less than             an employee earning less than
Temporary Wage Subsidy Scheme, which
                                                or equal to €586 per week net, the             €412 per week will not have their
was initially available to employers for
                                                subsidy was capped at the level of 70%         wage subsidy tapered where the
12 weeks from 26 March. On 5 June
                                                of previous average weekly take home           combined wage subsidy plus their
it was announced that the scheme
                                                pay, to a maximum of €410 per week;            gross pay does not exceed €350.
would be extended to 10 August 2020.
                                                and
It is available to employers who keep                                                        • Where the ARNWP is more than
employees on the payroll throughout the       • For employees who earned over €586             €412 but not more than €500, a
COVID-19 pandemic, meaning employers            but less than or equal to €960 per week        subsidy of €350 is applicable.
can retain links with employees for             net, the subsidy was capped at €350.
when business picks up after the crisis.                                                     • Where the ARNWP is more than
Employers are encouraged to facilitate        In addition, from 16 April, the wage             €500 but not more than €586,
employees by operating the scheme,            subsidy is available to support employees        a subsidy of 70% of ARNWP is
by retaining employees on their books         where their pre-COVID-19 salary was              applicable to a maximum of €410.
and by making best efforts to maintain        greater than €76,000, and their post-
employees’ net income as close as             COVID-19 salary had fallen below
                                              €76,000, subject to the following tiered     (b) For employees with an ARNWP of
possible to normal net income for the                                                          greater than €586 per week but not
duration of the subsidy period.               arrangements and tapering to ensure
                                              that the net pay did not exceed €960             more than €960 per week:
General information on the operation of       per week. In these cases, where the            Where the eligible employee’s ARNWP
the scheme is available from Revenue          employee’s earnings have now been              is greater than €586 per week but
here.                                         reduced by:                                    not more than €960 per week and
                                              • less than 20%, no subsidy is payable;        the employee’s current gross pay, as
Which employers are covered by                                                               reported in the payroll submission, is:
the scheme?                                   • between 20% and 39%, a subsidy of up
                                                to €205 is payable; and                      • not more than 60% of the ARNWP, a
The scheme is available to employers                                                           subsidy of €350 is applicable.
from all sectors (excluding the public        • 40% or more, a subsidy of up to €350
service and non-commercial semi-state           is payable.                                  • more than 60% and not more than
sector) whose business activities are being                                                    80% of the ARNWP, a subsidy of
adversely impacted by the COVID-19            In order for Revenue to be able to get the       €205 is applicable.
pandemic. Employers must retain their         scheme up and running quickly, it advised
                                              that, during Phase 1, employers would          • more than 80% of the ARNWP, no
employees on payroll; some staff may be                                                        subsidy is payable and J9 PRSI class
temporarily not working or some may be        be refunded a flat rate of €410 per week
                                              for each eligible employee, regardless           should not be applied.
on reduced hours and/or reduced pay.
                                              of the amount of the subsidy to which
In order to qualify for the scheme,           individual employees were entitled under     (c) For employees with an ARNWP of
employers must self-declare to Revenue        the scheme. Where the €410 subsidy               more than €960, and current gross
that they have experienced significant        received by the employer exceeded the            pay is below €960 per week:
negative economic disruption due to           subsidy that the employee is entitled
COVID-19, with a minimum of 25%               to, employers were advised to retain           The wage subsidy is available to
decline in turnover, and an inability to      the excess of the subsidy received from        support employees whose ARNWP
pay normal wages and other outgoings          Revenue, as recoupment of any amounts          is more than €960, and their current
fully, in accordance with the guidance        overpaid to employers by Revenue during        gross pay is below €960 per week.
published by Revenue on employer              the transitional phase would occur in          Where the employee’s current
eligibility and supporting proofs which       Phase 2. Information on the operation of       gross pay, as reported in the payroll
is available here. Advices and guidance       the transitional phase of the scheme is        submission, represents:
from Revenue are updated as practical         available from Revenue here.
considerations arise in implementing                                                         • not more than 60% of the ARNWP, a
the subsidy. Our most recent Employer                                                          subsidy of up to €350 is applicable
Alert on recent clarifications by Revenue     Phase 2 – Operational Phase                      (This is Tier 1).
on the Operational Phase of the scheme        On 15 April, the Government announced
                                              significant changes to the Temporary           • more than 60% and not more than
is available here. The scheme applies to
                                              Wage Subsidy Scheme for Phase 2, the             80% of the ARNWP, a subsidy of
employers who top up employees’ wages
                                              operational phase of the scheme. From            €205 is applicable (This is Tier 2).
and to those that are not in a position to
do so.                                        4 May, for eligible employees, the wage        • more than 80% of the ARNWP, no
                                              subsidy rates are as follows:                    subsidy is payable and J9 PRSI class
What is the level of subsidy under                                                             should not be applied (This is Tier 3).
the Scheme?                                   (a) For employees with an Average             For such employees, the maximum
The scheme will operate in two phases.            Revenue Net Weekly Pay (ARNWP)             additional gross payment an employer
                                                  of not more than €586:                     can make, to receive the full subsidy, is
                                                 • Where the ARNWP does not exceed           the difference between €960 and their
                                                   €412, a subsidy of 85% of ARNWP, to       maximum weekly wage subsidy.
                                                   a maximum of €350, is applicable.

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COVID-19 Practical Considerations: Employment FAQ - Arthur Cox
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COVID-19 Practical Considerations: Employment FAQ 9 June 2020

Guidance from Revenue on the                   re-opens for business on a phased basis.     Perhaps stating the obvious, employees
operational phase of the scheme is                                                          who are sick cannot be asked to work
available here. In addition, Revenue’s         Employers and employees both have a          from home and where an employee is
sample calculator to demonstrate the           general duty of care to ensure the safety,   absent due to sick leave, the employer’s
calculation of the wage subsidy is available   health and welfare at work of employees/     normal sick leave/sick pay rules should
here. Our COVID-19 Employer Alert on the       colleagues as far as reasonably              apply. If an employee is medically unfit for
operational phase is available here.           practicable, under the Safety, Health        work, they must not be required to work
                                               and Welfare at Work Act 2005. These          remotely or otherwise.
                                               obligations are in addition to common
WHO CAN ACCESS THE                             law duties of care.                          Self-isolation is not sick leave, it is a
COVID-19 PANDEMIC                                                                           precautionary measure, although it is
                                               Exposure to COVID-19 may present             possible the employee may become sick
UNEMPLOYMENT PAYMENT?                          a health risk to employees and other         over the period of isolation. For more
Where the Temporary Wage Subsidy               persons at a workplace. The COVID-19         information on sick leave and sick pay,
Scheme is not available, employees             pandemic has now changed the steps an        see section on Entitlement to Pay.
will be able to access the COVID-19            employer will reasonably be required to
Pandemic Unemployment Payment. Since           take, to discharge its duty under the 2005
its introduction on 13 March, the PUP          Act.                                         ENTITLEMENT TO PAY
has been €350 per week for all eligible
employees. It was announced on 5 June          Our briefing on the COVID-19 Return to
                                               Work Protocol which is available here,       Are employees entitled to pay if they
that from 29 June a two level payment
                                               considers the additional obligations         are in self-isolation?
structure will operate, linking the payment
to an employee’s prior earnings.               now imposed on employers who will            Employees’ pay entitlements during
                                               be opening their workplaces over the         periods of illness related absence will
• Employees whose prior earnings were          comings months as restrictions are lifted    depend on the terms of their contract of
  €200 per week or higher will receive         on a phased basis.                           employment and the employer’s sick pay
  €350 per week; and                                                                        rules. There is no statutory entitlement
                                               In preparing to re-open workplaces,
• Employees whose prior earnings were                                                       to paid sick leave in Ireland. For more
                                               employers should take into account the
  up to €199.99 per week will receive                                                       information on changes to the State
                                               Protocol as well as the most up to date
  €203 per week – the primary rate of                                                       Illness Benefit for those affected by
                                               official advice and guidance from the
  payment of the Jobseeker’s Benefit                                                        COVID-19, see section on State Supports
                                               Health Service Executive, Department
  scheme.                                                                                   for Employers and Employees. Employers
                                               of Health and the Health Protection
                                                                                            may wish to review existing “sick pay”
                                               Surveillance Centre on how to mitigate the
This PUP is also available to the self-                                                     polices to refer to any social welfare
                                               health risk to employees and others at the
employed.                                                                                   benefit received in this context and align
                                               place of work.
                                                                                            those payments with any sick pay rules.
As the Department of Employment
                                               Guidance for employers on COVID-19
Affairs and Social Protection (DEASP) has                                                   The Department of Public Expenditure
                                               from the Health and Safety Authority is
been experiencing significant volumes of                                                    and Reform has confirmed that Civil and
                                               available here. Our Health and Safety
jobseeker applications the payment has                                                      Public Service employees are entitled
                                               Group’s briefing on HSA Advice on
a simplified application process. More                                                      to special leave with pay in the event
                                               COVID-19 is available here. Our Employer
information on the payment, and how                                                         that they contract COVID-19 or if they
                                               Alert on recently published HSA templates
to qualify for it, is available on DEASP’s                                                  are forced to self-isolate following
                                               and checklists to assist employers and
website here.                                                                               recommendation by the Government/
                                               workers prepare to return to work in line
                                                                                            HSE. However, there is no such
                                               with the Protocol is available here.
                                                                                            entitlement for employees generally.
What changes were made to Illness
Benefit for those affected by COVID-19?                                                     If an employee is unable to work due
                                               WORKING REMOTELY                             to self-isolation on foot of HSE advice,
Changes were made to Illness Benefit
for those affected by COVID-19. The                                                         it may be considered good practice for
current 6-day waiting period for Illness       Should my employees continue to work         their usual sick leave entitlements to
Benefit does not apply to anyone who           remotely/from home?                          apply, however that is not compulsory.
is diagnosed with COVID-19 or is a             Government guidance is clear that all        Suspending pay where an employee
probable source of infection of COVID-19.      employees that can work remotely             has been advised to self-isolate could
In addition, the personal rate of Illness      from home should continue to do so           open an employer to a claim under the
Benefit has increased to €350 per week         throughout all 4 phases of the lifting of    Payment of Wages Act 1991 on the basis
for a maximum of 2 weeks medically-            restrictions.                                that pay is “properly payable”. While
required self-isolation or for the full                                                     such a claim would not be a certainty
duration of absence from work following a      Guidance from the HSA for employers and      for an employee, it is not difficult to
confirmed diagnosis of COVID-19.               employees in relation to home working        envisage the WRC looking at future cases
                                               on a temporary basis during COVID-19         with the benefit of hindsight and having
                                               crisis is available here. An employee who    sympathy for employees who have
PROTECTION OF EMPLOYEES                        is working remotely and who is fit for       acted proportionately and responsibly.
                                               work should carry out as much of their       Questions such as who imposed the
What measures should I take to                 normal duties as is practicable. Ideally,    isolation (employer or employee), the
protect employees?                             this will be an arrangement by agreement.    extent to which the employee can
                                               It is important that the employee has an     perform his or her duties and if the
On 9 May, the Government published             appropriate/safe working environment at      employee has refused to perform
the COVID-19 Return to Work Protocol           home. Employers should provide practical     his or her duties will all be material
which is designed to assist employers and      support and assistance to ensure that        considerations.
workers in working together to suppress        employees have the capability to work
COVID-19 in the workplace as Ireland           remotely in a safe environment.

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COVID-19 Practical Considerations: Employment FAQ 9 June 2020

What if an employee does not want to          on this and other relevant Government         GUIDANCE FOR EMPLOYERS
return to work?                               announcements on 29 May is available          ON BUSINESS DISRUPTION,
If your business premises are permitted       here.                                         LAY-OFF AND SHORT-TIME
to open at any point during the 4 Phases      While an employer does have a duty of
in the Government’s revised Roadmap,                                                        What happens if I must close some
                                              care to provide a safe place to work, a
and it is not practical for home/remote                                                     or all of my operations and require
                                              refusal to work by an employee without a
working you will need to adhere to the                                                      employees to work from home?
                                              valid reason, could lead to withdrawal of
Return to Work Safely Protocol to ensure      pay or disciplinary measures.                 Under current Government advice,
the safety of your employees on their                                                       people should continue to work from
return to work. If an employee is reluctant                                                 home if at all possible. Given this advice,
to return to work, it is important to         TRAVEL ADVICE                                 the requirement for individuals to work
engage with the employee to understand                                                      from home is clearly a proportionate
the reasons for their concerns, which may     Can I prohibit employees from                 response to the situation.
include, physical or mental health issues     travelling?
or lack of childcare.                                                                       However, proactive engagement and
                                              The Government continues to advise            communication with employees is still
Under the Protocol, if an at risk or          against all non-essential travel within the   important to reduce the risk of any claims
vulnerable worker (e.g. pregnant              country or overseas. This applies to Great    for alleged discrimination or breach of
workers or those with underlying health       Britain but not Northern Ireland. It also     contract.
conditions) cannot work from home and         includes all cruise ship travel. Anyone
must be in the workplace, employers           coming into Ireland, apart from Northern      It should be noted that if the employee is
are obliged to ensure that they are           Ireland, will be required to self-isolate     ready, willing and available for work, and it
preferentially supported to maintain a        on arrival for 14 days and to complete a      is the employer who seeks to suspend the
physical distance of 2 metres. However,       Public Health Passenger Locator Form.         contract of employment (and in particular,
employers should enable such employees        This includes Irish residents. Essential      pay), there may be consequences for the
to work from home where possible.             supply chain services such as hauliers,       employer. However, these consequences
                                              pilots and maritime staff are exempt. Up      are less likely to materialise where
The Protocol also stresses the importance     to date information is available on the       the employer is following the latest
of employer-worker engagement,                Department of Foreign Affairs here.           Government/HSE guidance. Conversely,
communication and training and it is                                                        an employee cannot elect to “opt out” of
advised that employers are flexible in                                                      their contract of employment where the
relation to supporting employees in their     Employers should prohibit all non-            employer is following the latest guidance.
return to work.                               essential business travel by their
                                              employees.
Employers should listen to concerns of                                                      What is “lay-off” and what is
                                              While employers cannot prevent
employees and explore all reasonable                                                        “short-time”?
                                              employees from travelling in a personal
and practical solutions. Employers                                                          The impact of COVID-19 on the economy
                                              capacity, there are very limited
may be able to offer flexible working                                                       means that many employers are now
                                              circumstances under which they will
arrangements or agree with employees                                                        considering whether to lay off employees
                                              currently be entitled to travel overseas
that they take annual leave or unpaid                                                       or put them on short-time for longer
                                              under the current Government COVID-19
leave. Some employees may look to                                                           periods of time.
                                              restrictions. Therefore, it is advisable
commence maternity leave early or take
                                              to ask all employees to inform their          In certain circumstances, if employees
parental leave or other forms of leave. All
                                              managers if they are planning to travel       are laid off or put on short-time, they
requests should be looked at reasonably,
                                              outside of Ireland.                           may be entitled to a payment under
particularly in light of the Government
restrictions and the Protocol.                Best practice suggests the employee’s         the Redundancy Payments Acts 1967-
                                              normal contractual sick leave entitlements    2014. This payment is separate to any
On 29 May, the Government announced                                                         State benefit that such employees may
                                              be applied for the mandatory 14 day
that the opening of childcare services                                                      be entitled to when laid off or placed
                                              self-isolation period, as supplemented
would be brought forward to 29 June for                                                     on short-time. For more information on
                                              by the Government’s extended social
an expanded list of employees. It was                                                       these State benefits, see section on State
                                              welfare benefits. However, the decision
previously intended that such services                                                      Benefits for Employees on Lay-Off or
                                              on whether to pay or not may still
would only be available to workers of                                                       Short-Time.
                                              require case by case consideration e.g.
essential service providers from 29 June.
                                              if the employee travelled contrary to the     In order to qualify for redundancy
While it seems unlikely that all childcare
                                              employer or Government restrictions.          payments, the lay off or short-time must
services will be available on a full-time
basis in the near future, the acceleration    It must be noted that employees are also      come within the specific definitions
of the opening of such services means         responsible for ensuring that they do not     contained in the Redundancy Payments
that more employees will now be in a          pose a threat to the safety of others at      Acts 1967-2014. For the purposes of the
better position to return to work sooner      work under the Safety, Health and Welfare     Acts, lay-off occurs where an employer
than was expected. The bringing forward       at Work Act 2005.                             is temporarily unable to provide an
of the opening of childcare services will                                                   employee with the work for which they
benefit employees whose workplaces are        Finally, it is worth noting that the          were employed. Short-time occurs where
open under the Roadmap as well those          Government has a range of further             an employee’s hours of work or pay are
that will continue to work from home.         control mechanisms available to it under      reduced to less than 50% of normal weekly
This also demonstrates the importance         public health legislation should such         working hours or normal weekly pay.
for employers to be up to date with all       controls become necessary.
relevant Government guidance when
engaging with employees in relation to
a return to work. Our Employer Alert

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COVID-19 Practical Considerations: Employment FAQ - Arthur Cox
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COVID-19 Practical Considerations: Employment FAQ 9 June 2020

In both cases the employer must                  Is an employee on lay-off or short-time       the COVID-19 Pandemic Unemployment
reasonably believe that the situation            entitled to a statutory redundancy            Payment or other Jobseeker’s Payments,
will not be permanent and must                   payment?                                      as appropriate. Further information on
give employees notice to this effect.            Traditionally, if an employee had been        the different payments available and
The legislation does not stipulate a             laid off or on short-time for (i) 4 or more   eligibility requirements is available here.
minimum period of notice. Exceptional            consecutive weeks, or (ii) 6 or more
circumstances, such as the COVID-19                                                            Employees who are put onto short-
                                                 weeks within a 13-week period of which        time working by their employer due to
pandemic, are likely to justify a short          not more than 3 are consecutive, the
notice period.                                                                                 COVID-19 may apply for a Short Time
                                                 employee was entitled to notify their         Work Support payment. For example, if
The employer’s reasonable belief                 employer in writing of their intention to     an employee’s working week has been
regarding the temporary nature of                claim a statutory redundancy payment          reduced from a 5-day work pattern to a
the period of lay-off or short-time will         assuming they satisfy the qualifying          3-day work pattern, the employee may
be construed in accordance with the              criteria, for example, having at least 2      be entitled to receive support under
circumstances prevailing when the                year’s continuous service.                    the Short Time Work Support under
decision is made.                                However, in a move that was welcomed          the Jobseeker’s Benefit scheme for the
                                                 by many employers, the Emergency              other 2 days. Further information on
A period of lay-off should not be                                                              the payments available and eligibility
confused with sick leave or a period of          Measures in the Public Interest COVID-19
                                                 Act 2020, , amended the Redundancy            requirements is available here.
self-isolation in accordance with current
HSE guidelines. For more information on          Payments Acts 1967-2014 suspending,
sick leave, sick pay and self-isolation, see     from 13 March to 31 May the entitlement       Has the Government put in place
section on Entitlement to Pay.                   of an employee, who has been laid off or      any additional measures to assist
                                                 kept on short-time due to the effects of      employers and employees as a result
Employers should exercise care when              measures required to be taken by his or       of the disruption caused by COVID-19?
selecting employees for lay-off or short-        her employer in order to comply with, or
time, apply objective selection criteria and                                                   For more information on the measures
                                                 as a consequence of, Government policy
be mindful of not discriminating, directly                                                     put in place to assist employers and
                                                 to prevent, limit, minimise or slow the
or indirectly, against employees on any                                                        employees, please see section on State
                                                 spread of infection of COVID-19, to make
of the nine grounds prohibited by the                                                          Supports for Employers and Employees.
                                                 this notification to his/her employer.
Employment Equality Acts 1998-2015.
                                                 On 29 May, it was announced that the
                                                 suspension of the provisions under the        DATA PROTECTION/PRIVACY
Am I legally obliged to pay my                   Acts would be extended until 10 August.       CONSIDERATIONS
employees during a period of lay-off or                                                        Can I impose mandatory checks on
short-time?                                                                                    employees? Are there data protection/
                                                 Can I require employees to take annual
At common law an employer cannot                                                               privacy concerns?
                                                 leave at this time? Are there other
unilaterally place an employee on unpaid         options available?
lay-off or short-time working with reduced                                                     Where additional information is requested
pay unless there is an express contractual       An employer can decide when employees         from employees regarding their health
right to do so. An example of an express         take their annual leave provided the          or travel there must be a valid lawful
term is a provision in the employee’s            employer takes account of the employee’s      basis for doing so under both Articles 6
individual contract of employment or in a        family responsibilities, opportunities for    and 9 of the GDPR. Any information that
collective agreement which applies to the        rest and recreation and consults with         is collected must also be necessary and
employee concerned.                              employees (or their trade union) at least     proportionate for the purpose of ensuring
                                                 one month in advance. It is of course         the safety and health of employees. This
Alternatively, the employer might have           open to employees to waive the one-           means excessive information gathering
an implied right to do so, for example,          month notice period and take the annual       or sharing, over and beyond what is
pursuant to an established custom and            leave on a voluntary or agreed basis,         required to determine if an employee
practice within the employing entity             notwithstanding the absence of that           poses a material risk or has the virus and
of laying employees off without pay in           notice.                                       to protect other colleagues, is not lawful.
circumstances of economic downturn or                                                          Employers should also be transparent
other periods of financial hardship.             Employers can also facilitate requests
                                                 from employees to take annual leave in        about any new practices that involve
Furthermore, there have been first               order to discharge family obligations they    processing of additional information that
instance decisions in relation to claims         have as a result of the current school        may not be covered in existing employee
under the Payment of Wages Act 1991,             closures. Other options that can be           privacy notices which may need review or
which found that even where there was            explored are facilitating parental leave      temporary amendments.
no contractual right to impose lay-off           or other unpaid leave or employees            As a reminder, employers should be wary
and no evidence of custom and practice           commencing maternity leave early.             of relying on consent to request health
in the employment concerned, that                                                              or travel information from an employee
the employer may still be permitted to                                                         as the employee may feel they do not
lay off employees without pay. In one            STATE BENEFITS FOR
                                                                                               have a genuine choice in which case the
such case the rationale for the decision         EMPLOYEES ON LAY-OFF OR
                                                                                               consent would not be valid. However,
was expressed as follows: “It is a well-         SHORT-TIME
                                                                                               health information may be processed
established practice in this jurisdiction that   What benefits are available to                without the consent of the employee on
lay-off without pay is operable where an         employees on lay off or short-time?           the basis of certain exemptions, the most
employer can demonstrate it has been the                                                       common of which is where processing
custom and practice of the trade and/or          Employees who are laid off by their           of this information is necessary and
workplace and that the custom must be            employer due to a reduction in business       proportionate for specific employment
reasonable, certain and notorious”.              activity related to COVID-19 may apply for    law obligations (such as the obligation

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COVID-19 Practical Considerations: Employment FAQ 9 June 2020

to ensure the safety and health of            Although the Data Protection Commission           into law by the President on 20 March
employees).                                   has not yet issued any guidance on how            2020. The Act allows the Government to
                                              employers can adhere to the Protocol              impose restrictions on travel, prohibit the
Employers should also be vigilant of          in compliance with data protection law,           holding of events, allow the designation of
employee confidentiality and ensure           in its guidance on data protection and            affected areas, provide for the temporary
where an employee has confirmed they          COVID-19, available here, it noted, “in           closure of places, and for the detention
have the virus that their identity is not     circumstances where organisations are             and isolation of persons in certain
shared with other employees. While, it        acting on the guidance or directions              circumstances.
may be necessary to ask other employees       of public health authorities, or other
in contact with this person to work from      relevant authorities, it is likely that Article   The Emergency Measures in the Public
home, this may be communicated as a           9(2)(i) GDPR and Section 53 of the Data           Interest Covid-19 Act 2020 was signed
general direction without including any       Protection Act 2018 will permit the               into law by the President on 27 March
identifying details.                          processing of personal data, including            2020. The Act, for the duration of this
                                              health data, once suitable safeguards are         emergency, will: freeze rents, prevent
As always, all employees should be                                                              evictions, make it easier for health care
treated equally regardless of nationality,    implemented.”
                                                                                                professionals to re-register and return
race or ethnicity. Employers should           We recommend that employers continue              to work, and enable former members
also be aware of the risk of bullying or      to exercise caution in considering                of our Defence Forces to rejoin at the
harassment in the workplace towards           temperature checking as a matter of               rank they left. For more information on
people of certain ethnicities and people      course and should continue to keep                this legislation, please see our COVID-19:
who have travelled to high risk countries.    abreast of Public Heath advice in this            Key features of Irish emergency health
                                              regard. Our article on data protection and        legislation and COVID-19 Practical
Can I carry out temperature checks            COVID-19 is available here.                       Considerations: New Legislation
on employees?                                                                                   Assists Residential Tenants but Creates
The Return to Work Safely Protocol                                                              Uncertainty for Commercial Property
                                              FURTHER EMERGENCY                                 briefings.
provides that employers should                MEASURES
implement temperature testing in line
with Public Health advice. As it currently
stands, there is no Public Health advice      What further emergency measures                   The authors would like to thank Aisleen
that requires employers to submit             have been implemented?                            Ryan for her contribution to this article.
employees (outside of the healthcare and      The Health (Preservation and Protection
residential care settings) to mandatory       and other Emergency Measures in the
temperature checking.                         Public Interest) Act 2020 was signed

    KEY POINTS
    As the situation is constantly evolving, these advices will be updated from time to time to
    try and keep abreast of the latest developments.
    •    It is essential that employers keep themselves constantly up-to date with HSE
         recommendations and Government guidance as the situation evolves daily
         and sometimes more frequently.
    •    Employers should provide practical support and assistance to enable
         employees to work remotely, where possible.
    •    Communication and proactive engagement with employees is key.
    •    Employers should prohibit all but essential business travel.
    •    Employers should implement the measures in the Return to Work Safely Protocol.
    •    Stress test business continuity plans in line with the Government Protocol.
    •    Review/implement flexible working measures.
    •    Review sick/absence and sick pay policies in light of the changing environment
         and to align with revisions to social welfare benefits and eligibility.
    •    Review existing privacy policy/notice to ensure it is adequate in light of any
         additional measures being considered.

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COVID-19 Practical Considerations: Employment FAQ 9 June 2020

EMPLOYMENT

Séamus Given                                            Kevin Langford                                    Cian Beecher
Partner, Employment                                     Partner, Employment                               Partner, Employment
+353 1 920 1210                                         +353 1 920 1226                                   +353 1 920 1193
seamus.given@arthurcox.com                              kevin.langford@arthurcox.com                      cian.beecher@arthurcox.com

Louise O’Byrne                                          Sarah Lawn                                        Niamh Fennelly
Partner, Employment                                     Associate, Employment                             Associate, Employment
+353 1 920 1185                                         +353 1 920 1769                                   +353 1 920 1392
louise.obyrne@arthurcox.com                             sarah.lawn@arthurcox.com                          niamh.fennelly@arthurcox.com

Sarah Faulkner
Associate, Employment
+353 1 920 1296
sarah.faulkner@arthurcox.com

LITIGATION, DISPUTE
RESOLUTION AND
INVESTIGATIONS                                          TECHNOLOGY

Richard Willis                                          Colin Rooney                                      Ciara Anderson
Partner, Litigation, Dispute Resolution                 Partner, Technology                               Associate, Technology
and Investigations                                      +353 1 920 1194                                   +353 1 920 1347
+353 1 920 1154                                         colin.rooney@arthurcox.com                        ciara.anderson@arthurcox.com
richard.willis@arthurcox.com

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