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Provisions of Employment Agreements Powered By Docstoc
					                                                Charles C. Shulman, Esq., LLC
                                Employee Benefits, Employment & Executive Compensation Law
                                    www.ebeclaw.com – www.EmployeeBenefitsLaw.info


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                                   Fax - 201-836-4847 cshulman@ebeclaw.com

                  EBEC (Employee Benefits / Executive Compensation) Law Update


                                                                                               April 12, 2010

                              Employment Agreements – Seminar Outline



1.   Employment at Will Without Employment Contracts

      “Employment-at-will” - Absent an employment contract or severance contract or policy, employee
is “employee at will” and can be terminated without notice, and no severance would be required.



2. Provisions of Employment Agreements

     Term. Fixed terms. Evergreen provisions that will automatically renew, unless notice is given by
either party.

    Title/Duties. Position; to whom executive will report; if will be nominated to the board;
substantially all business time to the company.

        Compensation. May provide that salary to be reviewed annually.

    Bonus. Often discretionary. Some set forth minimum bonus. Should be payable within the first
2-½ months after the year vested to avoid IRC § 409A.

        Benefits and Perks. E.g., benefits in pension and welfare plans, vacation, company car, etc.

      Severance. Employers cannot be compelled to continue employing, so only protection is severance.
E.g., on termination “without cause” employee will receive severance - typically six months to three years
or for remainder of term. Often based on the average of the prior two or three years. Some agreements
allow employee quitting for “good reason” (e.g., diminution in duties, pay or benefits, breach of agreement
or relocation) to be constructive termination. Often “double triggers,” whereby severance only payable if
termination occurs in connection with change in control. In many cases, the severance will be payable in a
lump sum, which lessens § 409A issues. With the economic downturn and an overall focus on corporate
governance in compensation, companies have been moving away from 3 times multiples for severance.

                                                            1
     Vesting of Options. Agreements may provide that equity awards vest on termination without
cause, quit for good reason or change in control.

     Duty to Mitigate. Under case-law no duty to mitigate liquidated damages. If parties want
severance to be mitigated by new employment, employment agreement must specifically state this.

     Waiver of Claims. Employee may be required under agreement to sign waiver of claims to receive
severance. Valid even for ADEA waivers, and can state that severance payable only after 7-day
revocation period.

     Confidentiality and Trade Secrets. Agreements may provide that employee or former employee
may not disclose trade secrets, customer lists, other confidential information, intellectual property
including inventions. Often for unlimited duration.

     Arbitration. Arbitration clauses beneficial to employers in that avoid jury trials. Arbitration
much speedier and may yield more equitable outcome. On the other hand, if involving a plan, arbitrators
often do not grant plan administrators the arbitrary and capricious standard.

    Choice of Law. Choice of law upheld if some connection between the chosen jurisdiction to the
employment situation. Certain states, such as California and Texas, are employee friendly.


3. Change in Control Provisions and Change in Control Agreements

    Golden Parachutes. Change in control provisions or agreements often provided for senior
management.

     Single-Trigger or Double-Trigger Change in Control Provisions. Change in control benefits can be
“single-trigger” that upon a change in control certain amounts will be paid to the executive, but they are
becoming less common in public companies because of shareholder concerns. A “double-trigger” change in
control provision applies if there is a change in control, and within a certain period of the change in
control there is a termination without cause or quit for good reason.

     Modified Single-Trigger. This is where within a certain period after change in control (or during a
window period - e.g., 30 day period at end of one year1) executive can “walk” for any reason and receive
severance. Less popular now because of shareholder concerns.

      Sample Definition of Change in Control. E.g., (i) acquisition by a person or group unrelated to the
company of e.g., 30% of voting stock, (ii) incumbent board ceases to be a majority, (iii) sale of
substantially all of the assets of the company to an unrelated entity or a liquidation of the company, or
(iv) a merger with an unrelated entity where existing shareholders no longer hold a majority of shares of
new entity.2



1
    This has the effect of serving as a retention agreement for the executive for the transition period after the
change in control.
2
    The definition for IRC § 409A purposes is narrower.

                                                          2
    Vesting of Equity Awards. Change in control agreements typically provide that stock options and
other non-vested equity awards will become vested on a change in control. 3

     Continued Health Benefits – IRC § 105(h) Issue. Employer-paid health insurance for period of
severance or until reemployed. Problematic to have retiree health just for executives under IRC § 105(h)
nondiscrimination rules which tax benefits to highly compensated employees if tests not met, with
respect to self-insured plans or new insured plans enacted (or arguably, new participants in existing
insured plans joining) after the 3/23/2010 effective date of the Patient Protection and Affordable Care
Act. Alternative is that employer could increase cash severance but not pay any health premiums, and
executive would purchase individual coverage not subject to § 105(h).

    Continued Retirement Plan Credit. Sometimes provide executive with benefit accrual credit under
nonqualified pension plans. 4

     Business Judgment Rule and Validity of Change in Control Agreements. On occasion courts have
struck down unreasonable change in control agreements. In most cases, however, change in control
arrangements have been upheld under the business judgment rule. 5

       Reasons for Change in Control Agreements.

       o Gives executives job stability and financial reassurance so that they can concentrate on the
    needs of the company and the transaction and not merely on their own future.

        o    The promise of severance could keep executives from jumping ship in advance of a transaction.




3
    In a private company on termination there may be a requirement that the employee return any company shares,
typically based on some valuation.
4
    Typically there will be no service credit under the qualified plan, because the employee did not work for that
period of time. In 401(k) plan, § 415 regulations allow severance paid within 2-½ months or within plan year to be
treated as valid § 415 compensation and to be included in the 401(k) deferrals. Treas. Reg. § 1.415(c)-2(e)(3) (2007).
5
     See, e.g., Buckhorn, Inc. v. Ropak Corp., 656 F.Supp. 209 (S. D. Ohio 1987), affirmed without op., 815 F.2d 76 (6th
Cir. 1987) (upheld parachutes adopted by company after being subject to tender offer; applied “Unocol” analysis that
to apply business judgment rule in a takeover, the directors must establish reasonable grounds for believing there
was a danger to corporate policy and effectiveness, and that the bounds of the defensive measures are reasonable);
Tate & Lyle PLC v. Staley Continental, Inc., 9 E.B.C. 2031, 1988 WL 46064 (Del. Ch. 1988) (approved parachute
arrangements adopted prior to takeover threat, including double trigger parachutes, SERP and bonus plans with
change in control acceleration; plans are protected by business judgment rule since good faith responses to possible
takeover attempt); Brehm v. Eisner, 746 A.2d 244 (Del. Supr. 2000), later proceeding in In re Walt Disney Co.
Derivative Litigation, 37 E.B.C. 2756 (Del. Supr. 2006) (regarding Disney board’s approved large severance package
for former president Michael Ovitz, court held that directors relied in good faith on financial expert; board was
afforded protection of the business judgment rule as long as it exercised due care in its decisions; 2006 opinion ruled
for defendants since committee and board did not violate fiduciary duties and acted in good faith, business judgment
rule gives directors a presumption that decision acted on in informed basis was valid, and directors though providing
minimal oversight still acted in good faith; payment of severance was not corporate waste).

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4. Noncompete Provisions and Agreements

     Noncompete Provisions. Employment agreements typically contain noncompete and nonsolicitation
provisions extending to one or two years after termination or for period of severance.

       Enforceability of Noncompetes.

        o Generally noncompete provisions enforceable in most states if the restrictions are reasonable
    in geographical scope and time period, and they are necessary to protect legitimate business
    interests.

        o In New York, noncompetes will be enforceable if: (i) the time period of restriction is
    reasonable, (ii) the geographical scope is reasonable, (iii) the burden on the employee is not
    unreasonable, (iv) public policy is not harmed, and (v) the restrictions are necessary for the employer’s
    protection.

        o   In New Jersey noncompetes will be enforced only if reasonable under the circumstances.

        o   California by statute voids noncompetes.6

     Blue-Penciling Noncompetes. Where noncompete provisions are overbroad many states, including
N.Y. and N.J., will “blue pencil” them to a limited valid scope. Employment agreements often add this
specifically.

    Consideration for Noncompetes. Where only consideration for noncompete is continued
employment (even without any severance) most states consider this adequate consideration.

     Clawbacks. A “clawback” provision in an employment contract or equity award may provide that
executive will forfeit outstanding stock awards and proceeds or stock if employee engages in financial
statement errors, or in fraud or misconduct with material harm to the company. 7



5. 280G Excess Parachutes and Gross-Ups

     IRC § 280G Generally. Severance payable in connection with a change of control may be “excess
parachute payment,” which under IRC § 280G is nondeductible by the employer, and under § 4999
triggers a nondeductible 20% excise tax on the employee. “Excess parachute payment” is the excess of

6
    California Business & Professional Code § 16600. See, Edwards v. Arthur Andersen LLP, 44 Cal.4th 937, 81 Cal.
Rptr. 3d 282 (Cal. S. Ct. 2008) (restrictions that limit employee’s ability to compete are void under § 16600; only
exceptions are those under California statute).
7
    IBM v. Bajorek, 191 F.3d 1033 (9th Cir. 1999) (employee exercised stock options tied to forfeiture clause and
went to work for a competitor; court held that can have restrictive covenants tied to forfeiture of stock options);
Lucente v. IBM, 310 F.3d 243 (2nd Cir. 2002) (stock options and restricted stock could be cancelled when employee
went to work for competitor since employee had a choice whether to enter into noncompete).

    Sarbanes-Oxley Act of 2002 § 304 requires disgorgement for the CEO and CFO of bonus and incentive
compensation that executive receives within the 12-month period following the release of financial information if
there is a restatement of the financial statements because of material noncompliance and misconduct.

                                                          4
any “parachute payment” over the “base amount.” Base amount is average annual taxable compensation
over the previous five years. A parachute payment is compensation payable to employee or independent
contractor who is also an officer, shareholder or highly compensated individual if: (i) the payment is
contingent on a change in control; and (ii) the present value of the payments contingent on such change
are at least three times the base amount. IRC § 280G(b).

      280G Cutbacks or Gross-Ups. Change in control agreements often have “parachute cutbacks”
which cut back on stock option vesting or other severance payments to the extent they would trigger
nondeductible excess parachutes. For executives of large corporations there may be a parachute gross-
up provision reimbursing executive for excise taxes, as well as income tax on the excise tax and any
interest and penalties. Some agreements are silent, in which case there will be neither a cutback nor a
gross-up. Institutional shareholders and Risk Matrix Group do not look favorably on parachutes gross-
ups.

     Contingent on Change in Control. A parachute payment must be contingent on a change in control,
which includes (i) a change in ownership of the corporation; (ii) a change in effective control of the
corporation; or (iii) a change in ownership of a substantial portion of the assets of the corporation. IRC §
280G(b)(2)(A).8

     Reasonable Compensation for Services Rendered After Change in Control and Retention
Agreements. A parachute payment does not include the portion that the taxpayer establishes by clear
and convincing evidence is reasonable compensation for services to be rendered after the change in
control. IRC § 280G(b)(4)(A); Treas. Reg. § 1.280G-1, Q&A 9. See also, Q&A’s 40 and 42. Retention
agreements that meet the above requirements would not be considered parachute payments. Consulting
and noncompete agreements for periods after the change in control could also be considered reasonable
compensation for services rendered after the change in control. 9

     Small Business Corporation Exception. There is an exception to the excess parachute rules for
payments made by a corporation that immediately before the change in control is a small business
corporation that would be eligible for S-corp status (domestic corporation, no more than 100
shareholders, all shareholders are individuals, estates or certain trusts, and there is no more than one
class of stock). IRC § 280G(b)(5)(A)(i); Treas. Reg. § 1.280G-1, Q&A 6(a)(1).

     Private Company 75% Shareholder Approval Exception. There is an exception to the excess
parachute rules for payments made by a privately-held corporation that does not have any readily
tradable stock on an established securities market, which also receives more than 75% shareholder
approval and makes adequate disclosure to its shareholders. IRC § 280G(b)(5)(A) & (B). See specific
requirements at Treas. Reg. § 1.280G-1, Q&A 7.




8
     A change in ownership of a substantial portion of the corporation’s assets occurs when a person acquires within
12 months one-third or more of the company’s assets. Treas. Reg. § 1.280G-1, Q&A 29(a). Sale of stock of a
subsidiary in the consolidated group would only be a change in control if it constituted a change in ownership of a
substantial portion of the parent’s assets under Q&A 29. Id.
9
    See Treas. Reg. § 1.280G-1, Q&A’s 40(b) and 42(b).

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6. IRC § 409A Treatment of Severance Arrangements

     IRC § 409A. Under IRC § 409A enacted in 2004, nonqualified deferred compensation plans
subject to immediate taxation and penalties unless they comply with requirements of IRC § 409A(a)
relating to advance elections, limitations on distributions, and barring of accelerations.

     Short-Term Deferral Exception. There is no deferral of compensation for amounts that are paid
within 2-½ months after the close of the taxable year in which there is a legally binding right which is
vested. Treas. Reg. § 1.409A-1(b)(4)(i).

     Severance Plans at the Discretion of Employer Excluded Since No Legally Binding Right.
Discretionary severance plans are not legally binding right, and therefore, no deferral of compensation
under § 409A. Treas. Reg. § 1.409A-1(b)(1). However, once individual separation agreement is signed
providing for the severance over a period of time, 409A would be applicable.

     Exception if Payout Only on Involuntary Termination (e.g., Termination Without Cause) or Within
2-½ Months After the Year of Such Termination. Where severance arrangements only pay out on
involuntary termination, e.g., termination without cause, payment would be nonvested (i.e., subject to a
substantial risk of forfeiture) until termination, and from the point of termination when there is legally
binding vested right it would be short-term deferral exempt from § 409A if the severance paid within 2-
½ months after the year of termination.10 So draft agreements so that severance will be fully paid within
2-½ months after the end of the taxable year (of the employer or the employee), or alternatively that it
meet the two-year two-times-pay exception below.

     When Quit for Good Reason Considered Involuntary Separation. Where severance is payable if
employee quits for good reason, severance will be treated as payable only on an involuntary termination
where good reason condition is such that the separation from service is effectively an involuntary
separation from service (a constructive discharge). Treas. Reg. § 1.409A-1(n)(2)(i). If good reason
trigger is viewed as voluntary termination, this would be considered vested right even prior to
termination, and therefore severance would not meet 2-½ month short-term deferral exception and
severance would be subject to the requirements of § 409A, which would require a six-month delay for key
employees of public companies. 11 For good reason to be treated as an involuntary separation, the good
reason condition must be triggered by action taken by the employer resulting in material negative change
in the employment relationship, such as a material negative change in the duties to be performed, the
conditions under which such duties are to be performed, or the compensation to be received. Also,
avoidance of 409A must not be a purpose of the good reason trigger. Treas. Reg. § 1.409A-1(n)(2)(i).

     Safe Harbor Good Reason. Regulations provide the following safe harbor under which provision
for payment upon voluntary separation for good reason will be treated under 409A as actual involuntary
separation: (i) amount is payable only if employee separates from service within two years following good
reason trigger, (ii) payment upon quit for good reason be identical to payment upon involuntary separation,
and (iii) employee must be required to provide notice of the existence of the good reason condition within

10
    An involuntary separation from service is a separation due to independent exercise of unilateral authority of the
employer to terminate the employee (other than by the employee’s request). Treas. Reg. § 1.409A-1(n)(1).
11
    Likewise, if there is a right to walk for any reason, this would cause there to be a voluntary termination and
therefore not meet the short-term deferral exception.

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90 days, and employer must be provided at least 30 days in which to remedy good reason condition. Treas.
Reg. § 1.409A-1(n)(2)(ii). Good reason condition may consist of one or more of the following: (1) material
diminution in employee’s base compensation; (2) material diminution in employee’s authority, duties, or
responsibilities; (3) material diminution in authority, duties, or responsibilities of supervisor to whom
employee reports; (4) material diminution in budget over which employee retains authority; (5) material
change in the geographic location of work; or (6) any other action or inaction that constitutes material
breach of terms of applicable employment agreement. Treas. Reg. § 1.409A-1(n)(2)(ii).

     Severance Conditioned on Executing Release of Claims. When payment of severance is conditioned
on employee’s signing a release of claims (e.g., an ADEA release) in the form attached to the agreement,
and employee can sign the release at any time, this could cause the severance arrangement to fail to be
short-term deferral or not have a fixed payment date, according to IRS officials. 12 The solution that
IRS officials would require is that regardless of whether the release is executed right away, the
severance payment will only be made 60 days after termination, provided that an irrevocable release is in
place by then. (This solution is supported by Notice 2010-6 § VI.B, regarding documentary correction if
payment is conditioned on the employee executing a release.) 13

     Exception for Involuntary Severance if Separation Pay Not Exceed Two Times Lesser of Pay or
401(a)(17) Amount and Paid by Second Year Following Separation . Severance plans that pay upon an
involuntary separation from service or pursuant to an early retirement window program are exempt from
§ 409A if the separation pay does not exceed two times the employee’s pay or two times the IRC §
401(a)(17) limit ($245,000 in 2010), and the severance is paid by the end of the second calendar year
following the year of separation. Treas. Reg. § 1.409A-1(b)(9)(iii). Exception will not help for voluntary
termination, e.g., if not good 409A good reason definition, but will help for involuntary termination, so
that it need not be paid within 2-½ months after the taxable year of vesting. Note that the § 402(g)
limit payment exception ($16,500 in 2010) can be added to the two times § 401(a)(17) amount (so that in
total with 2010 COLA numbers, up to $506,500 would be allowed).

     Exception from 409A for Reimbursement for Expenses, In-Kind Benefits and other Fringe
Benefits Following Termination of Employment. Expense reimbursements will not meet the short-term
deferral rule because a legally binding right arises when the right to reimbursement occurs (even prior to
incurring the expense).14 Where plans provide for reimbursements (even if not otherwise excludible

12
    One suggested solution was to provide fixed deadline to execute release, e.g., 60th days. This way, the ADEA 21
or 45-day period to consider the release and 7 days to revoke can be satisfied before expiration of that period; and
to avoid employee having control over year of payment, agreement would state that if the end of the 60 day deadline
in which to execute and not revoke the release will extend into the next year, the severance will be paid no sooner
than the next taxable year. IRS officials have indicated, however, that such a solution will not work, because there
would be an impermissible toggle by being able to have a different pay option depending on whether the employee
terminates before or after November 1.
13
    Note that if the severance can be paid within the short term deferral period (e.g., has good 409A good reason
definition) or within the two years two times pay exception for involuntary terminations, this would avoid application
of 409A and therefore it would not be subject to the toggle rule relating to 409A payment events or the straddling
of two years. The release would have a fixed deadline that must be executed and become irrevocable within e.g., 60
days, and the severance would have to be paid in all events no later than 2-½ months (to ensure that it is a short-term
deferral), or within two years if relying on that exception.
14
    There is a general rule that reimbursements of expenses, in-kind benefits, and medical reimbursements will be
treated as if made at a specific date or fixed schedule if the reimbursement is made by the end of the calendar year
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from gross income), for expenses that could be deducted as business expenses or reimbursement of
reasonable moving expenses or reasonable outplacement expenses, and such expenses are directly related
to a termination of the employee’s services and incurred by an employee following a separation from
service, such reimbursements are not subject to § 409A, provided that such reimbursements are
available only for expenses incurred within the second taxable year of the employee following the
separation from service. Treas. Reg. § 1.409A-1(b)(9)(v).

    Limited Payment Small Sum Cashout Exception. There is an exception for payments under a
separation plan that do not defer amounts in excess of the IRC § 402(g) limit (currently $16,500 in
2010). Treas. Reg. § 1.409A-1(b)(9)(v)(D). This can be “stacked” with the $490,000 amount to allow
deferrals of $506,500.

     Consequences of Applicability of § 409A to Severance Arrangements. Where a severance
arrangement is subject to § 409A, e.g., an arrangement that is nondiscretionary by the employer and is
considered voluntary to the employee (for example, where there is a broad good reason condition that is
not treated as involuntary), there would be the following § 409A consequences: (i) a six month delay
would be required for key employees of public companies under § 409A(a)(2)(B); 15 (ii) distribution would
have to be at a permitted 409A payment event under § 409A(a)(2)(A), such as a fixed time/fixed
schedule as defined in Treas. Reg. § 1.409A-3(i)(1) or upon a separation from service as defined in Treas.
Reg. § 1.409A-1(h); (iii) changes to time and form of payment may be subject to the restrictions of §
409A; and (iv) the deferral would have to be reported, as discussed below.



7. Conclusion

        The treatment of employment and change in control agreements requires careful analysis and
caution. A lack of foresight in dealing with these agreements can lead to unwanted and unanticipated
consequences.



IRS Circular 230 Disclosure: To ensure compliance with requirements imposed by the IRS, we inform
you that any U.S. federal tax advice contained in this communication is not intended or written to be used,
and cannot be used, for the purpose of (i) avoiding penalties under the Internal Revenue Code or (ii)
promoting, marketing or recommending to another party any transaction or matter that is contained in
this document.




following the year of expense and certain other requirements are met. Treas. Reg. § 1.409A-3(i)(1)(iv). However, the
six month delay for specified employees would still be applicable to such reimbursements.
15
    If the severance is payable over several years, the arrangement could be bifurcated, if so designated, so that
payments for the first few months could be paid under the short-term deferral exception, and for remaining
payments the six-month delay under § 409A would be satisfied since six months will have elapsed by then.

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