As employment laws continue to evolve, staying informed and compliant is essential to protecting your business and your workforce. Below are the most recent updates affecting Maine and New Hampshire employers. From federal guidance to state-level mandates, here’s what you need to know and how KMA Human Resources Consulting can help.
EEOC Issues Guidance on DEI-Related Discrimination
The Equal Employment Opportunity Commission (EEOC) has released two new technical assistance documents aimed at helping employers and employees understand what constitutes unlawful workplace discrimination related to diversity, equity, and inclusion (DEI).
What changed?
The EEOC emphasizes that DEI initiatives must comply with Title VII of the Civil Rights Act. Specifically, employment decisions (like hiring or promotions) cannot be based – wholly or partly – on a person’s race, sex, or other protected characteristics.
What employers need to do:
- Review your DEI programs, policies, and training materials to ensure compliance with federal anti-discrimination laws.
- Train your HR team and managers on the legal boundaries of DEI-related decisions.
- Stay current by reading these EEOC documents:
What You Should Know About DEI-Related Discrimination at Work
What To Do If You Experience Discrimination Related to DEI at Work
Need help reviewing your policies and practices? KMA can help you assess your policies for compliance while remaining true to your commitment to diversity, inclusion and belonging.
Maine Paid Family and Medical Leave (PFML) Update
Starting April 1, 2025, the Maine Department of Labor launched its Paid Family and Medical Leave (PFML) portal for first-quarter filings.
Key deadlines and requirements:
- Deadline to file: April 30, 2025
- Required actions: Employers must register on the PFML portal, file wage reports, and submit premium contributions.
Contribution Rates (as of January 1, 2025):
- Employers with 15 or more employees must contribute 1% of wages, and may deduct up to 0.5% from employees.
- Employers with fewer than 15 employees contribute 0.5%, which may be fully deducted from employee wages.
What employers need to do:
- Register on the PFML portal
- Begin submitting quarterly wage data and premiums by the end of April.
- Update payroll systems to account for appropriate deductions and contributions.
- For more information, visit the ME DOL website
Not sure if your payroll setup is PFML-ready? KMA can help you register, calculate contributions, and meet filing requirements with ease.
New Form I-9 Released
On April 2, 2025, U.S. Citizenship and Immigration Services (USCIS) released a revised Form I-9 for employment eligibility verification.
Changes include:
- “Noncitizen” replaced with “alien”
- “Gender” replaced with “sex”
- New edition date: 1/20/25
What you need to know:
- Older I-9 versions (dated 8/1/23) remain valid through 2026-2027.
- Employers using E-Verify should note terminology differences between the new and old versions.
What employers need to do:
- Obtain the updated form here.
- Decide whether to transition to the new form immediately, or continue using the valid older versions.
- Train staff on the language updates to ensure consistency, especially when using E-Verify.
KMA can guide your team on I-9 best practices and keep your onboarding process compliant.
New Hampshire Lactation Break Law
Effective July 1, 2025, New Hampshire employers with six or more employees must provide:
- Unpaid 30-minute lactation breaks for every 3 hours worked.
- A private, sanitary space (not a bathroom) for expressing milk.
Important: Employers must comply with both this new state law and federal mandates under the PUMP Act and Pregnant Workers’ Fairness Act.
What employers need to do:
- Review and update your employee handbooks.
- Ensure your physical workspaces include appropriate lactation spaces.
- Train managers on employee rights under state and federal laws.
Need help updating policies or employee handbooks? KMA can review your documentation and ensure you’re fully compliant ahead of the July deadline.
Partner with KMA for Compliance Support
Understanding the ever-changing employment law landscape can be overwhelming – but you don’t have to navigate it alone. Whether you’re adjusting your DEI programs, getting ready for PFML filings, or updating your onboarding and employee policies, the experts at KMA Human Resources Consulting are here to help.
Contact us today to schedule a compliance review or HR consultation.