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 up 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.

If you are an employer who is affected by the FFCRA and will be paying employees under the new reimbursable Paid Sick Leave, be sure to use the NEW earning codes that BeyondPay has set up on your behalf.

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PPP Loan Forgiveness Applications - Revised As Of June 16th

The SBA has released a streamlined Loan Forgiveness Application to reflect the changes made with the PPPFA in addition to a new EZ Loan Forgivness Application for those who meet a set of criteria.

Revised Loan Forgiveness Application

EZ Loan Forgiveness Application

Important Tax Deferral Information

Please complete the following forms as needed.

Form 7200

This form is for companies that have already reduced their FFCRA credits down to zero and want to receive a credit back from the government immediately rather than wait for Quarter End. 

Tax Deferral Agreement Form

This form is for organizations that wish to Defer Tax Payments under the CARES Act Sec 2302.

Recent Developments

June 16 – The SBA released an updated Loan Forgiveness Application and a new EZ Loan Forgivness Application to reflect the changes made by the PPPFA

May 8  BeyondTaxes created a PPP Forgiveness Calculator. To use, Go to File > Download or File > Make a Copy

April 24 – You can find Covid-19 related system trainings and workplace webinars on BeyondPay’s Covid-19 Youtube Playlist.

April 23 – The SBA and Department of the Treasury released an FAQ on the PPP loan

April 15 – The IRS made clarifications to the employment tax deferral under the CARES Act for businesses looking to take advantage of the PPP Loan

April 15 – The IRS created an FAQ for the Employee Retention Credit under the CARES Act

April 13 – BeyondPay’s Director of HR put together a recording covering Clarification on Reason #1 for FFCRA Sick Pay.

April 6 – BeyondPay uploaded the new FFCRA earnings codes for all clients that are subject to the program. These codes are mandatory to track leave under FFCRA. Reach out to support@beyondpay.com with any questions.

March 25 – The DOL made available the model posters that are required to be posted or distributed by employers with fewer than 500 employees under the FFCRA

Catch our webinar series on Covid-19 legislation and relief plans

You Received the PPP Loan, Now What?

Air date: May 8, 2020

– Overview of the PPP Loan process – Loan calculation considerations – Forgiveness calculations – The 8 weeks and beyond

PPP Flexibility Act

Air date: July 1, 2020

COMING SOON

Part 1: Understanding the Families First Coronavirus Response Act (FFCRA)

Air date: March 25, 2020

– Overview of the FFCRA 

 

Part 2: FFCRA Developments + CARES Act

Air date: April 1, 2020

– Recap and adjustments to the FFCRA – CARES Act details – Loan options
– Tracking leave in BeyondPay

Part 3: Pracitcal Guidelines + Legislative Updates

Air date: April 8, 2020

– Recap + clarifications to the FFCRA and CARS Act – Managing FFCRA in WFR
– Loan and tax deferral details

Part 4: Updates and Q&A

Air date: April 15, 2020

– CARES Act deferral and loan clarifications

 

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. 

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.

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. 

    How do my employees request time off with the new FFCRA codes in Workforce Ready?

    If you are currently using the Time & Labor Management and Accruals modules, find a step-by-step guide to requesting time off with the specific codes in the Classic UI and New UI

    How do I (manager or admin) add time off on timesheets using the new FFCRA codes?

    If you are currently using the Time & Labor Management and Accruals modules, find several different options for adding time off on timesheets with the FFCRA codes here.

    How do I enter the new FFCRA earnings codes and maximums?

    If you are currently using the Payroll or Time & Labor Management modules, find a step-by-step guide to adding the FFCRA earnings codes and maximums here

    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.

    Disabling Biometrics on HP-1000 / HP-3000

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

    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

    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

    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. 

    SBA and Department of Treasury PPP Loan FAQ READ MORE

    Save Small Business Fund READ MORE

    CARES ACT 2020 FICA Tax Deferral READ MORE

    CARES PPP Loans READ MORE 

    CARES SBA Debt Relief READ MORE

    CARES SBA Economic Disaster Loans and Grants READ MORE

    CARES Employee Retention Credit READ MORE

    Small Business Guidance & Loan Resources READ MORE

    May 8 – BeyondTaxes created a PPP Forgiveness Calculator. To use, Go to File > Download or File > Make a Copy READ MORE

    April 15 – The IRS made clarifications to the employment tax deferral under the CARES Act for businesses looking to take advantage of the PPP Loan READ MORE

    April 15 – The IRS created an FAQ for the Employee Retention Credit READ MORE

    April 10 – There is now a User Guide available for electing the Employer FICA Deferral under the CARES ACT READ MORE

    March 29 – Forbes put together a summary of the bill READ MORE

    March 28 – You can find the legislation here READ MORE

    March 25 – The posters required for 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

    April 1- The IRS released Form 7200 and Instructions for Form 7200 for the Advanced Payment of Employers Credits Due to Covid-19 (no longer in draft status)

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

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

    Still have questions?

    We are offering clients our HR On-Demand service free of charge for any Covid-19 related HR questions.
    Call or message our HR Pro team:
    Monday – Friday 9:00 AM – 5:00 PM ET.