03.18.2020 COVIN 19 HR Compliance Update from Meadows Resources. All things up to date on compliance with OSHA, FMLA, H.R. 6201 for traditional and remote workers.

1. COVID 19 UPDATE
BY MEADOWS RESOURCES
WWW.MEADOWSRESOURCES.COM
(713) 352-3691
COVID 19 HR Update- 03.18.2020

2. REMOTE WORKLook at job descriptions
Who has a job descriptions that has a 80% or more
administrative computer web based job duties. This can
include many administrative and management roles up to
and including executive level employees
Security and Access
Does everyone have a laptop computer with good storage
and speed? Look at age of equipment.
Does everyone have high speed internet at their home. Do
internet speed tests to confirm.
Does everyone have access to secured VPNs? Increase your
VPN access to all remote employees.
Do you have a virtual time clock you can give to all work
from home employees? Look into virtual time clock systems to
deploy during your work from home time period.
Process & Procedures
Do you have a process, procedure, and policies in place for
temporary and or long term remote work? Check your
handbook and create what is necissary.

3. REMOTE WORK
Training
Provide your work from home employees with training in all
tools, systems, process, and procedures for remote work. It
is best if you use a recorded video training that is accessible
to all employees 247
Support
Ensure all of your work from home employees have access to
IT and system support at all times.

4. TRADITIONAL
WORKERS
Look at job descriptions
Who has a job descriptions that has a 80% or less
administrative computer web based job duties. This can
include many front line customer facing, line production,
manufacturing, assembly, logistic jobs including management
positions.
OSHA Guideliness
There are new updates to including employers providing
gloves, masks, soap, and hand sanitizer to all employees who
are required to work. Up to and including increased cleaning
of work spaces by the employer and notice of any hazards
with these cleaning efforts posted and advised to all
employees. COVID 19 is considered a recordable and any
cases of this virus in your workforce you will need to advise
the whole company of their exposure.
Social Distancing
It is currently advise that you break your traditional
employees into groups of ten or less and ensure they are
spaced 3-6 feet away from each other and or splitting the
days that these teams work to keep their numbers under ten
in each work group.

5. TRADITIONAL
WORKERS
Training
Make sure that all of your employees are trained and advise
about what their rights are and how you intent to handle all
possible challenges in the current arrangement
No Shows
Employees not showing up to work as requested is generally
being protected at both the local, state, and national level
with continually evolving legislation. Document everything
including communications and agreements. Employers are
advise to have employees use all company approved paid
leave prior to issuing terminations.
Return to Work After Illness
It is currently advise that all employees who want to return
to work after they have been ill receive a doctors note that
they are fit to return to work.

6. COMPANY POLICIES
COMPANY SPECIFIC LEAVE, SICK, & RETURN POLICIES
ANALIZE YOUR CURRENT POLICIES
Take a good look at all of your leave, sick, and return to
work after illness policies. Make sure you are ensuring
that all of your company policies are being followed and
have employees you all leave paid and unpaid available
to them per your handbook prior to layoff, termination,
and or furlough. If you do not have these policies in
place create them and send them out as a memo
amending the current handbook with return receipt
requests for all employees.
COVID 19 UPDATE 03.18.2020
WHAT IT DOES
By following all of your own company policies you are
removing all liability form agreed to polices between
your company and the employees.

7. COMPANY POLICIES
WORK FROM HOME, TELECOMMUTE, MONITORING
ANALIZE YOUR CURRENT POLICIES
Take a good look at all of your remote, work from home,
telecommute, and video/ phone monitoring policies. It is
advise that you follow all current policies and create or
amend them to cover the current situation.
COVID 19 UPDATE 03.18.2020
WHAT IT DOES
By following all of your own company policies you are
removing all liability form agreed to polices between
your company and the employees.

8. REDUCTION IN WORK FORCE
WARN ACT
100 OR MORE EMPLOYEES
If you have 100 employees or more than WARN ACT
applies to you.
COVID 19 UPDATE 03.18.2020
WHAT IT DOES
If you plan to lay off 50 or more employees in a specific
location this law requires that you notify them 60 days
before their layoff to allow them time to find employment
and or take skills training for a different job.
WHAT IF I HAVE LESS
THAN 100 EMPLOYEES?
You are not required to give 60
days notice to your workforce. You
can reduce your employees at any
time.

9. REDUCTION IN WORK FORCE
FMLA
50 OR MORE EMPLOYEES
If you have 50 employees or more employees who have
worked at your company for 12 months as a full time
employee in a location that has at least 50 employees
within a 75 mile radius of that location. If the company
and the employee meet all of the above then FMLA
applies .
COVID 19 UPDATE 03.18.2020
WHAT IT DOES
This legislation allows qualified employees to receive 12
weeks unpaid leave for their own personal health
reasons or to care for an immediate family member
without loosing their current position. It requires
extensive paperwork from a doctor and paperwork on
the employers behalf filed with government agencies.
THIS LEGISLATION IS
UPDATED BY THE NEW
HOUSE BILL THAT WILL GO
INTO EFFECT SOON
Until then the old rule still applies

10. REDUCTION IN WORK FORCE
UNEMPLOYMENT
COVID 19 UPDATE 03.18.2020
WHAT IT DOES
This legislation is intended to help employees who meet
the conditions of the guidelines to help them not fall into
economic hardship during the COVID 19 outbreak. You
should expect that all employers unemployment rate
should increase in the next year due to this allowance.
EVERYONE
If you employee even one person your employee is
covered by state specific unemployment. State
legislation is changing by the day in regards to COVID
19 coverage. Many state have already extended
coverage to anyone who fits some of the following
conditions.
An employer temporarily closes due to COVID-19 and
employees can't work
An employee is quarantined but expects to work
when the quarantine is over
An employee leaves his or her job due to a risk of
exposure or infection or to care for a family member

11. REDUCTION IN WORK FORCE
WORKMANS COMP
COVID 19 UPDATE 03.18.2020
WHAT IT DOES
Workmans Comp is design to protect workers who are
injured on the job. There is no new formed or discussed
accomidations to how this will work in the case of COVD
19. Workmans Comp is governed by the state and or
private companies. As it stands now it could or could
not be considered a work related injury covered by
Workmans Comp. In the end it would be very difficult to
prove that COVID 19 was contracted only in the work
enviornment and not in the world at large. Any employee
who consideres their contraction of the virus work
related should be allowed to submit thier Workmans
Comp claim and have it individually decided by the
Workmans Comp provider or the state.
EVERYONE
In most states even if you employee one person your
employee is covered by state specific workmans comp or
through a private workmans comp provider that the
employer pays for.

12. REDUCTION IN WORK FORCE
WORKMANS COMP TIPS
COVID 19 UPDATE 03.18.2020
If you have decreased your work force due to COVID 19 please update your payroll estimates to your state or
Workmans Comp provider immediately to remove your liability for your policy.
Reduce travel plans for all employees
Follow all COVID 19 safety precautions in the workplace
Disinfect all work areas daily to ensure your workforce stays safe
Workmans Comp still applies to employees working from home

13. NEW BILL H.R. 6201
SICK AND MEDICAL LEAVE
500 OR LESS EMPLOYEES
If you have 500 employees who have worked 30 days
or more this applies to you and those employees.
STILL NEEDS TO BE PASSED BY THE SENATE AND PRESIDENT TO GO INTO EFFECT
WHAT IT DOES
The bill establishes an Emergency Paid Leave Program
that replaces a significant share of lost wages so that
those who take leave to avoid spreading the virus or
due to illness or caregiving responsibilities can pay their
bills. The bill requires employers to provide two weeks
(80 hours) of paid sick leave, paid at the employee’s
regular rate, to self-quarantine or seek a diagnosis or
preventive care for coronavirus. Or paid at two-thirds
the employee’s regular rate to care for a family member
or to care for a child whose school has closed, or if
childcare provider is unavailable, due to the coronavirus.

14. NEW BILL H.R. 6201
UNEMPLOYMENT
500 OR LESS EMPLOYEES
If you have 500 employees who have worked 30 days
or more this applies to you and those employees.
STILL NEEDS TO BE PASSED BY THE SENATE AND PRESIDENT TO GO INTO EFFECT
WHAT IT DOES
H.R. 6201 gives states the resources and flexibility to
provide unemployment benefits to laid off and
furloughed workers, as well as to those workers who
exhaust their allotted paid leave. It provides $1 billion in
2020 for emergency grants to states for activities
related to processing and paying unemployment
insurance (UI) benefits, under certain conditions. Of that
amount, $500 million – or about half – would be used to
provide immediate additional funding to all states for
staffing, technology, systems and other administrative
costs, so long as they meet basic requirements around
ensuring access to earned benefits for eligible workers.
The other $500 million would be reserved for emergency
grants to states experiencing at least a 10 percent
increase in unemployment.

15. NEW BILL H.R. 6201
ADDITIONAL LEAVE
500 OR LESS EMPLOYEES
If you have 500 employees who have worked 30 days
or more this applies to you and those employees.
STILL NEEDS TO BE PASSED BY THE SENATE AND PRESIDENT TO GO INTO EFFECT
WHAT IT DOES
The bill also grants employees of employers with fewer
than 500 employees and government employers, who
have been on the job for at least 30 days, with the right
take up to 12 weeks of job-protected leave under
the Family and Medical Leave Act to be used for
COVID-19-related medical situations. This also includes
leave to care for a child if the child’s school or place of
care has been closed, or the child-care provider is
unavailable, due to coronavirus. After the two weeks of
paid leave, employees will receive a benefit from their
employers that will be no less than two-thirds of the
employee’s usual pay.

16. NEW OSHA RULES
CORONAVIRUS OSHA MANDATE
ALL EMPLOYEERS
OSHA applies to all employers in the United States with
the exception of the following:
Self employed;Immediate family members of farm
employers that do not employ outside employees; and
Workers who are protected by another Federal agency
(for example the Mine Safety and Health Administration,
FAA, Coast Guard).
STILL NEEDS TO BE PASSED BY THE SENATE AND PRESIDENT TO GO INTO EFFECT
WHAT IT DOES
The updated rules regarding the Coronavirus now make
the virus a workplace recordable in your OSHA 300 log.
You are required to notify all employees is there is a
confirmed case of the virus within your work population
and provide PPE for all employees who are required to
work during the outbreak. PPE include mask, soap, and
hand sanitizer. The rule update also requires cleaning of
the work area and hazard notification of anything use to
clean the work area to all employees.

17. WHAT IS NEXT
PREPARE FOR FMLA PAPERWORK
COVID 19 UPDATE 03.18.2020
It is important that all employers learn everything they can about FMLA filing, administration,
and management as there will be many more FMLA cases in the coming six months. FMLA is
a very time consuming and detail oriented task that should be handled by an FMLA specialist
with years of experience in FMLA filings.
https://www.dol.gov/agencies/whd/fmla/employer-guide

18. HELPFUL LINKS
STILL NEEDS TO BE PASSED BY THE SENATE AND PRESIDENT TO GO INTO EFFECT
H.R. 6201, FAMILIES FIRST CORONAVIRUS RESPONSE ACT
https://appropriations.house.gov/sites/democrats.appropriations.house.gov/files/Families%20First%20summary.pdf
Families First Coronavirus Response Act
https://www.natlawreview.com/article/families-first-coronavirus-response-act
ADA Coronavirus Resource Center for Dentists
https://success.ada.org/en/practice-management/patients/infectious-diseases-2019-novel-coronavirus?
utm_source=adaorg&utm_medium=adahomerotator&utm_content=coronavirus&_ga=2.55978283.1488207074.15844
88151-2020450182.1584488151
WARN
https://www.dol.gov/agencies/eta/layoffs/warn
https://www.employmentlawhandbook.com/state-employment-and-labor-laws/state-layoff-notice-laws/

19. HELPFUL LINKS
STILL NEEDS TO BE PASSED BY THE SENATE AND PRESIDENT TO GO INTO EFFECT
COVID-19 or Other Public Health Emergencies and the Family and Medical Leave Act Questions and Answers
https://www.dol.gov/agencies/whd/fmla/pandemic
U.S. House Passes Coronavirus (COVID-19) Paid FMLA Law and Emergency Paid Sick Leave Act: An Employer's
Guide
https://lowndes-law.com/article-detail/post_detail/us-house-passes-coronavirus-covid19-paid-fmla-law-
emergency-padi-sick-leave-act-employee-guide
Guidance on Preparing Workplaces for COVID-19
https://www.osha.gov/SLTC/covid-19/standards.html
https://www.osha.gov/Publications/OSHA3990.pdf
FMLA
https://www.dol.gov/agencies/whd/state/fmla
https://www.dol.gov/agencies/whd/fmla/employer-guide

20. THANK YOU
WWW.MEADOWSRESOURCES.COM
(713) 352-3691
COVID 19 HR Update- 03.18.2020