This webinar discussed how employers can cope with the COVID-19 pandemic by keeping their workplaces operational. It covered requirement changes to I-9 reviews, benefits of the FFCRA for employees, setting up payroll codes for FFCRA compliance, preparing for remote work, and communicating with employees. Questions were taken at the end and resources were provided.

1. Webinar Audio:
You can dial the telephone numbers located on your webinar panel.
Or listen in using your headphones or computer speakers.
Coping with COVID-19 -
Keeping the workplace moving
We will begin shortly.
Welcome!
LiveWebinar:

2. • Presentation is roughly and hour and a half
• All phone lines are muted
• If anyone has any questions during this webinar – please type them in
your Questions Box located at the bottom of your webinar panel
Webinar Details

3. Dan Fahey | Net at Work
Senior Business Consultant, Employer
Solutions
Presenters
Allison Allen| Net at Work
Senior Business Consultant, Employer
Solutions

4. Why we are here today?
The COVID-19 virus.
All of us will be affected in some way
whether it is our jobs, a family member’s job
or how we live day to day.

5. • All Businesses large and small are feeling the strain
• Many employees in your company will be affected
• Make sure you are prepared for the coming weeks
• Payroll Continuity is a non-negotiable action
• We at Net at Work are here for you

6. How is this affecting the workplace?
• Requirement Changes to the I-9 Review
• Why the FFCRA can help your company and your employees
• How to Pay Employees who qualify for FFCRA relief in Sage Payroll
• Remote Business Operations – Are you prepared?
• How, What and When to communicate to employees
AGENDA

7. I-9 Review Requirement Changes - Effective May 1st
The U.S. Department of Homeland Security (DHS) has announced that it will relieve
employers from having to review Form I-9 documents in-person with new employees. The
change applies to employers and workplaces that are operating completely remotely. Physical
Documentation review will not be excused if the employee is working onsite. Makes sure to
document.
Once normal operations start up again all employees onboarded using remote verification
must report to their employer within three business days for in-person verification of their
identity and eligibility documentation. When the documents have been physically inspected,
make sure to update the files to read "documents physically examined" with the date of
inspection in the Section 2 additional information field.
These changes will be in effect until May 19th or within 3 days of the National Emergency being lifted.
I-9 Review

8. FFCRA
• Families First Coronavirus Response Act (H.R. 6201)
• Passed in House 03/14/20
• Three Employer Requirements/Provisions have been passed:
• Emergency Paid Sick Leave Act
• Emergency Family and Medical Leave Expansion Act
• Future Government Tax Credits for Paid Sick and Paid FMLA Act
FFCRA – How it will benefit your employees

9. FFCRA
• Emergency Paid Sick Leave
• Employers with fewer than 500 employees
• Some employers under 50 employees exempt
• COVID-19 Related Leave
• Personal
• Family
• Up to two weeks paid sick leave
• Full-Time – 80 hours
• Part-Time – hours the employee works in 2 weeks
* Employers are not permitted to modify existing paid leave
policies to avoid providing additional sick time.

10. FFCRA
• Emergency Family and Medical Leave Expansion Act
• All Employers with fewer than 500 employees
• Including under 50 employees
• Amends FMLA to include Public Health Emergency
• Eligible after 30 days of hire
• Paid Leave – No less than 2/3rds regular rate
• Expands definition of family member
• Job restoration provisions
• Over 25 employees – full restoration
• Under 25 employees – see provisions

11. FFCRA
• FFCRA & Payroll Compliance
• Time Off Plan Configuration
• Earnings Configuration
• Integrate Earnings with Time and Attendance Systems
• Calculate 2/3 Pay Rates for EFMLA
• Define Procedures to Pay
Note: This doesn’t account for state-specific regulations on sick pay
policies or unemployment benefits.

12. • Preparing Employee Data for the FFCRA
• Will employees be placed on LOA or listed as Terminated?
• Who qualifies as Part time vs Full Time?
• What Reporting will you need?
• Do you have the staff to handle the actions needed?
• Will your company pay while on leave?
• Let’s discuss what you need to do in your HRIS system to track…
FFCRA

13. • How many codes will I need to add in Payroll?
• Do I need to make code changes in HR?
• Do I need to track this in Time Off or just as an Earning?
• How will I identify those employees in the system?
• What reports will I need to audit and track for tax credit?
• Make sure to contact your Timekeeping Provider
Common Questions

14. How to set up codes in Sage for FFCRA Compliance
FFCRA

15. Payroll Continuity
• Payroll Continuity & Enablement Plans should account for:
• Locations/Facilities/Work from Home
• Assets
• Systems
• Applications
• Data
• Personnel Involved
• Staff
• Third Parties
• Processes/Key Functions
• Schedule/Timing
Remote Business Operations – Keeping the workflow going

16. Preparation
• Identify Payroll Backup Staff
• Cross-Train
• Provide Documentation
• Accessibility / Security

17. Communication with Employees
• How are you keeping your employees informed during this crisis?
• You can use ESS as a portal for information including fact sheets and web links
• Is there an intranet site for your company you can use to get information to
employees?
• Are you able to use HR Actions for leave requests and paperless workflows?
• Will there be any changes with time entry while working remotely?
• How will employees receive their checks now?
Communication

18. Resources
• DOL site
• https://www.dol.gov/agencies/whd/pandemic/ffcra-employee-paid-leave
• CDC COVID-19 site
• https://www.cdc.gov/coronavirus/2019-ncov/cases-updates/summary.html
• Homeland Security site for Disaster Recovery
• www.Ready.gov
• SHRM COVID-19 Resource Page
• https://www.shrm.org/ResourcesAndTools/Pages/communicable-diseases.aspx
• Johns Hopkins School of Public Health
• http://www.centerforhealthsecurity.org/resources/COVID-19/index.html

19. COVID-19 Webinars and Payroll Assistance
Weekly Learning Sessions on Fridays throughout the crisis
• Including topics such as:
• Moving employees remote – starting, managing, and bringing them back in house
• Building and maintaining a strong contingency plan
• Understanding Families First Act
• https://www.netatwork.com/online-emails/hrms-webinar-schedule/
Complimentary Recorded Sessions for your team
• COVID-19 and Sage HRMS Payroll Processing
• https://www.netatwork.com/resource/covid-19-and-sage-hrms-payroll-processing/
• COVID-19 and Abra Suite Payroll Processing
• https://www.netatwork.com/resource/covid-19-and-abra-suite-payroll-processing/
• The FFCRA: Implications for Employers
• https://www.netatwork.com/resource/the-families-first-coronavirus-response-act-
ffcra-implications-for-employers/

20. Please type in your questions
Any Questions?

21. Dan Fahey| Net at Work
Senior Business Consultant
Phone: 212.997.5200 ext. 8103
Direct: 727-897-8103
dfahey@netatwork.com
www.netatwork.com/alliance
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Thank You For Attending!