1. ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016  Legal definitions of a Volunteer and an Employee Mistakes that change your Volunteer into an Employee ( what not to do) Intern laws and how to legally avoid this mess (Externships) 2014 Case Law – 6 th Circuit Court How to mitigate your risks

2. There is nothing just about the law, it is just the law ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

3. The legal definition of an EMPLOYEE (it is more than just pay ) “a person in the service of another, under any contract of hire, expressed or implied, oral or written, where the employer has the power or right to control and direct the person in the material details of how the work is to be performed.” US law obligates employers to cover employees with FLSA wages/overtime, Civil Right Acts, Age Discrimination, Employment Retirement Security Act, Americans with Disability Act and Family/Medical Leave Act (12 weeks) ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

4. Landmark case: Microsoft $97 Million Microsoft guilty of classifying independent contractors as non-employees The Court decision says Microsoft CONTROLLED the work process and that makes the persons employees. Independent contractors do NOT control the work process only the end result/task of the work. Another 5 Court cases found the same Why do we care? ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

5. IRS developed 10 factor “common law test” to determine if person is Employee Employer controls details of the work Worker is engaged in the business of the employer Employer supervises the worker Skill level need NOT be high or unique Employer provides the instrumentalities, tools and location of work Worker provides services only to one employer Worker is employed for an extended period of time Worker is part of the employers regular business AND INTENT: employer and worker intend to create a worker/employee relationship Worker is paid by the hour or other computation based on time worked to determine pay ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

6. Yet, the Court muddied it by adding their 6 factors that determine PAY INTEGRATION: person provides services that are part of the employers regular business INVESTMENT: person has no investment in the employers work equipment and facilities RIGHT TO CONTROL: management retains a degree of control over the work RISK: person does not have an opportunity to make a profit or suffer loss SKILL: work does not require special skills or unique judgement CONTINUING RELATIONSHIP: person has an extended or permanent relationship with the business (court case said as little as once a month) ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

7. The Bad NEWS is Under Federal Law, the overriding factor is “ who has the RIGHT to control the work process –regardless of the title applied to the worker” Now that puts us in a difficult situation because what we in NPO’s say is a VOLUNTEER and what we think is PAY is not what the IRS and Federal Courts have determined. Now what? ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

8. 6 th Circuit Federal Court of Appeals Using the list of “common laws factors”, this Federal Court in a 2014 Ohio case, clarified a volunteer vs an employee. In the case, Sister Michael Marie vs American Red Cross, two nuns sued the American Red Cross for religious discrimination, retaliation and harassment under Ohio law ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

9. Court decision: The sisters had control over when and how they volunteered and could refuse a task or time The duties were not consistent with the duties of normal employee (Position description vs job description) Duties of volunteer were more tasks than for employees Access to volunteer trainings(CPR, etc.) were available to the public. (Yes, the court ruled trainings are a benefit) No monetary compensation, which the Court ruled as the control of the volunteer. NOT the pay as a consideration but the control of the pay over an employee. Thus, economically dependent on the employer ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

10. Court final legal ruling: Before adding non-compensated (volunteer) to supplement paid workers answer these questions: 1.How much Control, if any, will you exercise over them? 2.Will you grant them “benefits’ meaning any real financial considerations for an on-going relationship? Slippery slope to employee 3.“I did not know it was against the law” will not stand up in court. The Courts say you have a Duty of Care for your agency and volunteers ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

11. Mitigate your Risks Volunteer Position Description- define tasks, supervisor, training needed, schedule, call-off and disclaimer. Have volunteer sign “ I understand and agree this volunteer position is not a means to future employment nor am I considered an employee of ABC Agency. I have read, understand and agree to all terms, limitations, regulations and safety requirements in the current and updated copy of my Volunteer Handbook”. ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

12. Continued Consistency keeps you out of court ! Be consistent with all volunteers and explain, in detail, why rules are in place to protect the integrity of your agency, your clients and your Mission. Telephone, telegraph and tell-a-volunteer ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

13. Continued Create a Volunteer Handbook ( not manual) ▫ give every volunteer a copy, have copy in your office, the volunteer rest area and post on your website in the volunteer only section. Update constantly as occasions arise ▫ Train, train, train your staff on the ‘slippery slope’ of allowing volunteer to become FLSA employee. ▫ Be sure Executive staff and supervisors clearly understand and sign off so ‘best intentions’ do not put your agency in jeopardy with IRS or DOL ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

14. C Y A  There is nothing just about the Law, it is just the Law  Court says you have a Duty of Care, so ‘best intentions and I didn’t know’ are unacceptable  It costs $25-60 for a person to sue your agency. You will settle out of court and it will cost big $’s to your budget.  Donors, funders and UW do not like agencies that are sued. ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

15. Employees as your volunteers? No! The Department of Labor-Workplace Rights states: ▫ “paid employees of a NPO organization cannot volunteer to provide the same type of services to their NPO that they are employed to provide.” ▫ That means your acct staff or CFO cannot volunteer to handle the cash at your event, to take receipts or tickets or auction money. These employees MUST be paid. ▫ Dept. of Labor ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

16. INTERNS in a NPO Justice is blind and Law is Just the Law ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

17. Supreme Court: 6 legal criteria for any Interns. MUST meet all 6 criteria Internship is for the benefit of the Intern No job entitlement at conclusion of position Intern cannot displace an employee; must be supervised by existing staff Internship must be similar to a training given in an educational environment Employer and intern understand intern is not entitled to wages during the internship The employer that provides training derives NO IMMEDIATE ADVANTAGE from projects of the intern and on occasion the NPO operations may actually be impaired. ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

18. How to avoid this legal criteria? Use the term EXTERN only and treat as a skilled project /task volunteer Treat as a extended period volunteer but add begin and end dates, specific criteria and Extern position description/duties,assign specific supervisor, extern sign no expectation of compensation or employment Exceptions have been made in some courts for foodbank, religious, civic and NPO’s on a case by case basis. ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016

19. Any Questions? Concerns? ©No reproduction without the written consent of BC Consultants,, Cincinnati, OH, Cissy Hansen, 2016