What EHS and Facility Teams Need to Know

Starting January 1, 2026, Minnesota will implement its Paid Family and Medical Leave (PFML) Act, a state-administered program that allows eligible employees to take up to 20 weeks of paid leave annually for qualifying family, medical, or safety-related reasons. This includes time off for serious health conditions, caring for loved ones, bonding with a new child, or addressing safety concerns such as domestic violence or military deployment.

 Here are a few of the key program highlights of this act that may impact your workforce:

  • Eligibility: Most Minnesota workers, including part-time employees, are covered. To qualify, an employee must have earned at least $3,700 in the past year.
  • Leave Benefits: Up to 12 weeks of medical leave and 12 weeks of family leave, capped at 20 weeks total per year.
  • Job Protection: Employees are guaranteed reinstatement to their job or an equivalent role after leave.

Your organization most likely has individual(s) that are the primary implementers of your environmental, health and safety programs as well as facility operations.  These Environmental, Health & Safety (EHS), Facility Operations, and Construction/Project Management roles are often critical to maintaining compliance, safety, and operational continuity. With the PFML Act in place, temporary absences in these roles could impact key safety programs and project timelines.

To proactively manage this transition, consider the following strategies:

Backfill Planning

  • Identify competent support systems, such as trusted vendors or consultants, who can step in when internal staff take leave.
  • Develop fractional service agreements to ensure continuity in safety audits, inspections, and compliance reporting.

 Accessible Safety Documentation

  • Ensure that safety plans, SOPs, and compliance documents are stored in shared, secure locations accessible to multiple team members.
  • Use cloud-based platforms or internal portals to maintain version control and accessibility.

 Vendor Relationships

  • Build and maintain strong relationships with reliable EHS and project management consultants.
  • Pre-vet vendors for emergency support or short-term engagements to avoid delays during unexpected staff absences.

Contingency Staffing

  • For smaller employers, explore state grants of up to $3,000 to help cover costs like hiring temporary staff for leaves lasting seven days or more.
  • Consider cross-training internal staff to cover essential duties during leave periods.

The PFML Act is a progressive step toward supporting Minnesota’s workforce, but it also requires thoughtful planning from employers—especially in roles where safety and compliance are non-negotiable. By preparing now, your organization can ensure a smooth transition and maintain operational integrity while supporting employees through life’s important moments.

If you are looking to partner with a trusted resource to assist your organization in planning and cross training for PFML implementation or needing support to cover a position within your company, please connect with IEA to discuss how we can assist.