What You Need to Know Before Requesting Eligibility Information from EDD

What You Need to Know Before Requesting Eligibility Information from EDD

The Employment Development Department (EDD) is responsible for administering unemployment insurance benefits, Disability Insurance, and Paid Family Leave insurance in California. If you are an employer, you may need to get access to certain information regarding your employees in order to comply with federal and state laws, verify eligibility, or report wage data to EDD.

Before requesting eligibility information from EDD, there are a few things you need to keep in mind to avoid violating any laws or regulations.

1. Have a valid reason for requesting information
EDD rules may prohibit or limit an employer’s access to certain information about employees or job applicants, and the employer may only collect and use such information if necessary for business purposes. For instance, an employer may require certain information about an employee’s work experience or educational background to make hiring decisions or to verify eligibility for a leave of absence. However, an employer cannot collect information about an employee’s medical history or genetic information unless the information is job-related and consistent with business necessity.

2. Be aware of privacy laws
EDD requires employers to limit the collection, use, and disclosure of personal information of job applicants and employees to that which is reasonably necessary for a legitimate business purpose. Employers must also notify employees of the specific categories of personal information they are collecting and the intended use of such information. Moreover, employers must safeguard personal information from unauthorized access or disclosure.

3. Get consent for background checks
If an employer decides to conduct a background check on a job applicant or employee, they must obtain written consent from the individual before proceeding. The background check must also be confined to information that is relevant to the job, and the employer must comply with the Fair Credit Reporting Act (FCRA) requirements.

4. Comply with wage-reporting obligations
EDD requires employers to report certain wage information about their employees electronically and on time. Employers must report the total wages paid to each employee during each quarter, including tips and bonuses. Additionally, employers must provide the employee’s complete social security number, name, and mailing address.

Conclusion
Requesting eligibility information from EDD as an employer requires diligence and attention to compliance with state and federal laws. This article provides some important considerations to keep in mind before requesting such information. Remember to have a valid reason for the request, be aware of privacy laws, get consent for background checks, and comply with wage-reporting obligations. By following these guidelines, you can reduce your risks of violating laws and regulations and avoid unwanted consequences.