IPS COVID-19 RESOURCES

COVID-19 Action Plan + FAQ

IPS 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 IPS will be setting up on your behalf.

Must Read Links

Recent Developments

April 24 – President Donald Trump on Friday signed into law a $484 billion measure that provides additional money for a coronavirus aid program for small businesses, following the Democratic-led House’s approval of the legislation on Thursday and the Republican-run Senate’s passage of it on Tuesday.

April 12 – The IRS issues new guidance for employers looking to defer employment tax deposits.  Point #4 in this listing speaks to the ability for employers to defer the Employer Social Security liability until a decision as to whether their PPP loan will be forgiven.

April 2 – The SBA just released new guidance to the lenders regarding how to calculate the payroll cost to support the loan application. In addition the SBA just released a new application on their site last night, so any clients that submitted an application already will have to resubmit to their lender.

April 1 – IPS added 3 new earning codes in Workforce Ready to track FFCRA Paid Sick Leave. If you are subject to this program, you must use the new earning codes. Reach out to mysupport@ipsonline.net with any questions.

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 28 – The DOL added to its FFCRA FAQ to clarify and update stipulations (a significant amount of additional Q&As were added if you read on a previous day)

March 28 – President Trump passes $2.2 Trillion stimulus package known as the CARES Act

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

IPS Specific FAQ

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

We know these are uncertain times, but we want to reassure you that IPS 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 IPS 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 IPS 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 Account Manager 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 Account Manager about options for shipping checks directly to your employees.

Pickup – At this time, pickup is available. If the government orders IPS to physically close its office, we will work with you to make alternative arrangements for the printing of your payroll.

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. Article Body To disable biometrics for a period of time, you will need to unplug the biometric reader from the clock. To unplug the reader, perform the following steps:

    1. If the InTouch is assembled, use the security wrench to remove the cover.
    2. Disconnect the power and the optional backup battery.
    3. Unplug the cable attached to the biometric reader from the system board (pictured below showing connectors for each reader/clock model).

TOUCH ID PLUSTOUCH ID PLUSTOUCH ID 9100TOUCH ID 9100TOUCH ID 9000TOUCH ID 9000

  1. Reconnect the power and optional backup battery.
  2. Re-attach and secure the cover using the security wrench.

*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 – Spentra and Global Cash Cards are IPS' care partners.  Please reach out to your Account Manager for more information.

PPP Loan - What documentation will I be required to submit to my lender with my request for loan forgiveness?

In addition to the borrower certification required by Section 1106(e)(3) of the Act, to substantiate your request for loan forgiveness, if you have employees, you should submit Form 941 and state quarterly wage unemployment insurance tax reporting forms or equivalent payroll processor records that best correspond to the covered period (with evidence of any retirement and health insurance contributions). Whether or not you have employees, you must submit evidence of business rent, business mortgage interest payments on real or personal property, or business utility payments during the covered period if you used loan proceeds for those purposes.

 

Many of our customers used our PPP Loan Report to secure the loan with their financial institution.  We have reconfigured the same report so it can be presented to your lender for loan forgiveness, which considers:

  1. Max forgivable earnings = 15,385.00
  2. Employer paid Health if It is tracked in IPS
  3. Employer Retirement Match if it is tracked in IPS
  4. Employer Paid Sate/Local taxes

Companies not calculating/tracking employer health or retirement contributions may inquire with their lender to determine if accounts payable records or vendor reports will be accepted.

Since loan forgiveness does not include Federal taxes, state/local employee withholding tax, or employee/employer deductions other than items 1 -4 above, it is our opinion that it is not necessary to pay payroll and taxes from a separate bank account. 

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.

PPP Loan - What amounts shall be eligible for forgiveness?

The amount of loan forgiveness can be up to the full principal amount of the loan plus accrued interest. The actual amount of loan forgiveness will depend, in part, on the total amount spent over the covered period on:

Payroll costs including salary, wages, and tips, up to $100,000 of annualized pay per employee (for eight weeks, a maximum of $15,385 per individual), as well as covered benefits for employees (but not owners), including health care expenses, retirement contributions, and state taxes imposed on employee payroll paid by the employer (such as unemployment insurance premiums)

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.

Helpful Links

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

September 1 – Trumps Executive Order : Read Communication

June 16 – Paycheck Protection Flexibility Act UPDATE : Read Communication

June 5 – Paycheck Protection Flexibility Act Signed : Read Communication

April 29 – Paycheck Protection Plan Updates : Read Communication

April 4 – COVID-19’s Top 4 ER Credits/Obligations : Read Communication

March 30 – FFCRA Update : Read Communication

March 30 – The Cares Act Update : Read Communication

March 30 – The Cares Act Loan Forgiveness Program : Read Communication

March 27 – Communicate with your employees via IPS : Read Communication

March 26 – Coronavirus Response Act Posters : Read Communication

March 24 – Remote enforcement of I-9 provisions : Read Communication

March 23 – Families First Coronavirus Response Act cont. : Read Communication

March 20 – Families First Coronavirus Response Act : Read Communication

March 18 – COVID-19 Alert : Read Communication

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

March 28 – You can find the legislation here READ MORE

April 4 – Department of Labor released rules related to the administration of leaves under the Families First Coronavirus Response Act (FFCRA) and answered more common question on their Questions and Answers Page.

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

Apirl 1 – The IRS released Form 7200 and Form 7200 Instructions for the Advance Payment of Employer Tax Credits

March 31 – The IRS released the DRAFT form and DRAFT instructions for the Advance Payment of Employer Tax Credits

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?

Call or message our support team. We are operating during our normal hours: Monday – Friday 8AM – 5PM CST.