Covid-19 Action Plan + FAQ

BeyondPay has been monitoring the COVID-19 situation carefully and has taken measures to ensure business continuity while upholding the safety of our workers, our clients, and the employees we support.  

As always, we are encouraging employers to take advantage of direct deposit. If you are a client who is looking to set direct deposit for your employees, reach out to your Client Service Representative.

For employers who are unable to enroll in direct deposit, please refer to the FAQ below and please verify your payroll delivery address before processing. 

President Trump Signs Emergency Paid Leave Legislation with Families First Coronavirus Response Act

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Watch the Latest Covid-19 Webinar:
Families First Coronavirus Response Act

Recent Additions

March 26 – The Senate passed Phase III of the coronavirus aid package that would provide $2 trillion to individuals, businesses, and states

March 25 – The DOL made available the model posters that are required to be posted or distributed by employers if their workforce is less than 500 employees under the Families First Coronavirus Response Act

BeyondPay Specific FAQ

How will BeyondPay support clients during the COVID-19 outbreak?

We know these are uncertain times, but we want to reassure you that BeyondPay will continue supporting and servicing clients as seamlessly as possible as we transition our entire workforce to working remotely.

Thankfully, we are well versed in employees working from home. This is a benefit that over half of BeyondPay’s employees enjoy as-is. Our team is able to work from anywhere that there is a secure internet or ethernet connection. Our phone system is fully cloud-based, so we intend to continue communicating with clients as usual. 

Disabling Biometrics on HP-1000 / HP-3000

Reach out to your Client Service Representative for a possible workaround.

What if direct deposit or debit cards are not an option? Printing, Shipping, and Pickup

Printing – At this time, printing is available. If the government orders BeyondPay to physically close its office, paper check deliveries may be delayed while alternate arrangements are made.

Shipping – Be conscious of your delivery address and delivery method. Please notify your Client Service Representative if any changes need to be made. Out of necessity, we are also switching many clients from Courier Service to FedEx due to Courier Service’s limited service areas.

Direct Employee Delivery – Reach out to your Client Service Representative about options for shipping checks directly to your employees.

Pickup – We will be arranging alternate delivery methods as we close our building to visitors to limit the chance of spreading the virus.

Disabling biometrics on Kronos InTouch

To disable biometrics for a period of time, you will need to unplug the biometric reader from the clock. Read the detailed article on how to properly unplug the reader here

*NOTE* As of 3/16/2020: the Kronos product management and engineering teams are working on a solution to disable biometrics without having to delete employee templates or disabling the reader physically.

What are best practices for paying our employees during this time?

During this time of uncertainty, we encourage alternatives to paper checks, including:

Direct deposit – This is a great time to promote Direct Deposit to employees still receiving physical checks. 

Debit cards – RapidPay, Global Cash Cards, and Sole Financial are vendors that BeyondPay can easily partner with. Reach out to your Client Service Representative to be connected with the appropriate third-party contact for next steps. 

    Human Resources FAQ

    Can I require proof of documentation for why an employee took a sick day or emergency paid sick leave?

    Normally, several state and local sick leave laws require employees to be absent for three consecutive days before an employer can ask for documented proof. 

    As an interim measure, the CDC has advised that employers do not require a healthcare note from employees for a positive Covid-19 test result or to validate any acute illness since “medical facilities may be extremely busy and not able to provide such documentation in a timely manner.” cdc.gov/2019-ncov 

    What do I do if an employee starts to show symptoms?

    The CDC has advised to separate and send home employees who show signs of Covid-19, including fever, cough, and shortness of breath. Read the full guidance measures for employers by the CDC here

    What is my legal responsibility as an employer?

    With the Families First Coronavirus Relief Act that takes effect April 1, private employers with fewer than 500 employees and all government employers must provide 2 weeks of paid sick leave. Find further details on the legislation

    It is important to pay attention to federal, state and local level mandates that may continue to be put into effect. Check your city and state websites, plus the Center for Disease Control at cdc.gov and the Office of Personnel Management at omg.org

    Do FMLA or state family/medical leave apply in this scenario?

    FMLA and medical leave will be on a case by case scenario. If your state does have a sick leave law, it is applied when the employee is sick, a family member is sick, or – in most cases – you are told to stay home by a public health authority. 

    Regardless, it is advised that employers treat any leave of absence from work during the outbreak to be job-protected for moral and legal purposes. 

    What do I do if I have a healthy employee who refuses to come to work?

    Any anxiety about employees coming to work should be taken seriously and considered on a case-by-case basis. Discuss the route of the issue. Whether it’s feeling unsafe getting to work because they rely on mass transit or if they are uneasy about working in a crowded space, either situation can be alleviated with alternatives such as offering car service alternatives or switching their hours to off-peak so they feel comfortable at their workspace. 

    Be sure to communicate to them the proactive steps you’re taking as their employer to keep the workspace low-risk for infection. 

    For those employees who are immunocompromised or disabled, they may be entitled to reasonable accommodation like working from home or paid leave under the ADA.

    How much information can I request from an employee who calls in sick?

    Since the WHO has deemed the Covid-19 outbreak as a pandemic, ADA-covered employers may ask such employees if they are experiencing symptoms of the virus. For COVID-19, these symptoms include fever, chills, cough, shortness of breath, or sore throat. Employers must maintain all information about employee illness as a confidential medical record in compliance with the ADA.

    We recommend asking the employee in writing if it would be ok to share your name with other co-workers.

    Am I allowed to take the temperature of my employees?

    Normally, measuring an employee’s body temperature is a medical examination. But since the CDC and state/local health authorities have acknowledged community spread of COVID-19, employers are permitted to measure employees’ body temperature, but employers should be aware that some people with COVID-19 do not have a fever.

    What do I do if an employee starts to show symptoms?

    The CDC has advised to separate and send home employees who show signs of Covid-19, including fever, cough, and shortness of breath. Read the full guidance measures for employers by the CDC here

    Helpful Links

    We will continue to update this page with helpful articles as they arise.

    March 25 – The DOL made available the model posters required by employers with less than 500 employees that can be found on the DOL website under the section labeled Posters READ MORE

    March 19 – President Trump passes the Families First Coronavirus Response Act READ MORE

    March 17 – Forbes put together a summary of the bill READ MORE

    You can find the legislation here READ MORE

    March 20 – The IRS has temporarily closed all Taxpayer Assistance Centers and discontinued face-to-face service throughout the country until further notice READ MORE

    The IRS has put together a page focused on taxpayers and businesses as it pertains to the coronavirus READ MORE

    March 12 – The EEOC announces that taking an employee’s temperature during a pandemic such as Covid-19 is permitted READ MORE

    March 18 – The EEOC published an article covering the ADA, the Rehabilitation Act, and COVID-19 READ MORE

    Paid Sick Leave and Unemployment By State

    Still have questions?

    Call or message our support team. We are operating during our normal hours: Monday – Friday 9:00 AM – 5:00 PM ET.