• Emergency Paid Family Leave due to Covid 19 (Coronavirus Pandemic)
• Emergency Paid Child Care Credit (Coronavirus Pandemic)
• Emergency Sick Pay due to Covid 19 (Coronavirus Pandemic)
• Coronavirus-Related Paid Leave for Workers

Due to variations of setup and requirements it may not be possible to outline all of the setup required to cover each possible scenario. You may want to contact your Business Partner or Consultant for additional assistance.

At a minimum, it will be necessary to setup at least two new Pay IDs in order to track the pay amounts separately from existing Sick and Family Medical Leave pays.

Considerations:

1. Unions: If you are a Union Employer, contact each Union to determine which Union Fringes/Deductions and/or automatic Pays (such as Union Vacation) the earnings are subject to and if payments are to be made directly to the employee, or if the payment is to be made to the Union. If your Union Fringes, Deductions and Other pays are required to calculate on COVID Pays, and the Calculation methods are Total Hours, Hours Paid, Regular hours, your COVID Pays will need to be Regular Pay Type Pays.
2. Deductions: Verify if employees are subject to all of their usual deductions such as Medical Insurance or 401k. Check with your Tax Accountant if you have questions.
3. WC Fringes: Verify with your Workers Compensation company to determine if these pays are subject to Worker's compensation.

For COVID-19 related reasons, employees receive up to 80 hours of Paid Sick leave and expanded child care leave when employees' children's schools are closed or child care providers are unavailable.

If you have an employee who will be paid either one of these types of Pays, it is necessary that you pay this on a separate check with no other earnings in order to calculate the total costs associated with these earnings to determine the amount of the eligible tax credit. This will make it easier for future reporting/calculations for the Employee earnings, Employee and Employer Federal Taxes along with Employer Health Benefits.

Setup new Pay IDs in payroll:

Pay ID COVIDFMLA - Emergency Family and Medical Leave Act:

• An employee who is unable to work because of a need to care for an individual subject to quarantine, to care for a child whose school is closed or child care provider is unavailable for reasons related to COVID-19, and/or the employee is experiencing substantially similar conditions as specified by the U.S. Department of Health and Human Services can receive two weeks (up to 80 hours) of paid sick leave at 2/3 the employee’s regular rate of pay up to $200.00 per day (or $2,000.00 in the aggregate).

Pay ID COVFMLA10 - Emergency Family and Medical Act:

• An employee who is unable to work due to a need to care for a child whose school is closed or child care provider is unavailable for reasons related to COVID-19, may in some instances receive up to an additional ten weeks of expanded paid family and medical leave at 2/3 the employee’s regular rate of pay up to $200.00 per day.

Pay ID COVIDSICK - Emergency Paid Sick Leave Act:

• The Act provides that employees of eligible employers can receive two weeks (up to 80 hours) of paid sick leave at 100% of the employee’s regular rate of pay up to $511.00 per day (or $5,110.00 in the aggregate) where the employee is unable to work because the employee is quarantined, and/or experiencing COVID-19 symptoms, and seeking a medical diagnosis.

All Pays will use a similar setup as outlined below.

Setting up Other Pays:

1. From the Payroll Setup menu, select Pays.
2. Enter a Pay ID and Description for this pay.
3. Select Other from the Pay type drop-down. The items in the window change to reflect this selection.
4. Enter additional information for this other pay. If you mark any Other pays as Distribute to JC, only the amount of the pay is sent to Job Cost, not the units.
5. If this pay is included in gross pay and is taxed, but is not included in the employee's net pay mark In/Out, then click Deduct to set up the deduction portion of this pay.
6. If this pay is included in the base pay for workers' compensation, select the Straight pay check box (the Calc method in the Fringe Setup - Workers' Comp Table window should also be Straight pay). If you are not calculating workers' comp by Straight pay, you may be required to set up a formula that includes/excludes the desired pays.
7. If the tax on this pay should be calculated at a flat federal and/or state withholding tax rate, select the Supplemental check box. For example, you may want to set up a year-end bonus pay to be taxed at a flat 28% federal withholding tax rate. In this case, you should also enter a Supplemental Rate for the appropriate tax(es) in the Tax Rate Setup window after setting up the pay.
   NOTE: COVIDSICK, COVIDFMLA, COVFMLA10 Pays are not Exempt from taxes.
8. Do NOT select the Retain YTD totals at close year. You do not want to carry forward the amount of this pay on the Employee Pay record when you close the Payroll year.
9. The Calculation Method for both of these Other Pay type pays is Other Units. You will use a formula to retrieve the rate of pay for each employee. The rate is retrieved when you process this check and will be multiplied by the Units you enter for your new Pay id's.
   1. Formula example for COVIDSICK is shown below. COVIDSICK Pay is paid at the usual hourly rate for your employee. You may need to modify this formula to match your paygroups, salary and regular pay IDs. In the Example shown below your Salaried employees are in a pay group "SALARY" and the Salaried Pay is "SAL". Salaried employees are paid weekly. "REG" is the regular Pay ID used to pay your non-salaried employees. This formula can retrieve a rate of pay for a Salaried or Hourly paid employee
      • COVIDSICK Hourly Rate:
        MIN(IF(Pay Group[PR Check]="SALARY", LOOKUP(Amount[PR Employee Pay],Employee[PR Check],1,"SAL")/40,LOOKUP(Amount[PR Employee Pay],Employee[PR Check],1,"REG")), 63.875)
        Note: The formula assumes 8 hours per day and maxes out at $511.00 per 8 hours.
   2. Formula example for COVIDFMLA and COVFMLA10 is shown below. COVIDFMLA and COVFMLA10 Pays are paid 2/3 rds of the usual hourly rate for your employee. You may need to modify this formula to fit your setup. In the Example shown below your Salaried employees are in a pay group "SALARY" and the Salaried Pay is "SAL". Salaried employees are paid weekly. "REG" is the regular Pay ID used to pay your non-salaried employees. This formula can retrieve a rate of pay for a Salaried or Hourly paid employee
      • COVIDFMLA Hourly Rate:
        MIN(IF(Pay Group[PR Check]="SALARY", LOOKUP(Amount[PR Employee Pay],Employee[PR Check],1,"SAL")/40,LOOKUP(Amount[PR Employee Pay],Employee[PR Check],1,"REG"))*.667, 25.00)
        Note: The formula assumes 8 hours per day and maxes out at 200.00 per 8 hours.
10. When finished entering information for this pay, click Save, then Close.

Note: For reporting purposes, COVIDSICK, COVIDFMLA and COVFMLA10 payments must be on separate checks with no other wages. It may be necessary to remove the automatic check box on Salaried Employees for their Salary Pay IDs. Salary Pay IDs automatically are processed when you process your payroll. These pays will be required to be reported on the W2 in Box 14.