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E-SICK
E-SICK

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Difference between version and

At line 1 changed one line
!!!Emergency Paid Sick Program (HR 6201)
!!!(HR 6201) Emergency Paid Sick Program (E-SICK)
At line 3 changed 2 lines
!Overview
This is the configuration required for the payroll processing, time collection and capping the earnings maximums based on maximum employee rates. Pease see the separate document describing a sample E-Sick leave policy.
!!Overview
At line 6 changed 2 lines
!General Notes
*FT employees could be eligible for 80 hours
New Legislation may necessitate setup of both a Temporary Expansion of FMLA and an Emergency Sick Leave. The Legislation is expected to go into effect on April 1, 2020 and apply until December 31, 2020.
Clients should determine how to comply with this legislation and then NEOGOV can assist them with different configuration options.
To learn more, please read the [Legislative Bill|https://www.congress.gov/bill/116th-congress/house-bill/6201/text#H1B37C1BB44814778ABACA3291A1F87B9] .
This document covers the setup of __Emergency Sick Leave__.
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!!Creation of Emergency Paid Sick Program
![Overview|]
This is the configuration required for the payroll processing, time collection and capping the earnings maximums based on maximum employee rates. Please see the separate document describing a sample E-Sick
leave policy. 
![General Notes|]
*FT employees could be eligible for 80 hours        
At line 9 changed 4 lines
**Part-time employees are entitled to the number of hours of paid sick time equal to the number of hours they work, on average, over a 2-week period.
*Approach – prorate the PT employees’ entitlement based on their work assignment’s FTE, otherwise enter the hours to be granted on the employee’s statistic records (IEST). The Stat will be used as an override. Whether or not an employee is eligible would be handle outside of the system.
*In the case of leaves to care for a family member or child, however, the required sick pay is based on 2/3rds of the regular rate of pay.
*For part-time employees whose schedule varies from week to week, special rules apply to calculate the average number of hours.
**Part-time employees are entitled to the number of hours of paid sick time equal to the number of hours they work, on average, over a 2-week period. 
***Approach – prorate the PT employees’ entitlement based on their work assignment’s FTE, otherwise enter the hours to be granted on the employee’s statistic records ([IEST]). The Stat will be used as an override. Whether or not an employee is eligible would be handle outside of the system. 
*In the case of leaves to care for a family member or child, however, the required sick pay is based on 2/3rds of the regular rate of pay.   
*For part-time employees whose schedule varies from week to week, special rules apply to calculate the average number of hours.
At line 15 changed one line
*All unused leave expires December 31, 2020. No payout at separation.
*All unused leave expires December 31, 2020.  No payout at separation.
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At line 17 changed one line
!Sick Leave Reasons
![Sick Leave Reasons|]
At line 19 changed 13 lines
#The employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19;
#The employee has been advised by a health care provider to self-quarantine because of COVID-19;
#The employee is experiencing symptoms of COVID-19 and is seeking a medical diagnosis;
#The employee is caring for an individual subject (or advised) to quarantine or isolation;
#The employee is caring for a son or daughter whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19 precautions; or
#The employee is experiencing substantially similar conditions as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of Labor and Treasury.
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Payments are capped at $511 a day ($5,110 in total) for dealing with an employee’s own illness or quarantine (reasons 1, 2 and 3 above). Employees who are caring for an individual affected by COVID-19 and those whose children's schools have closed (reasons 4, 5 and 6 above) receive up to two-thirds of their pay, and that benefit is limited to $200 a day ($2,000 in total).
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As well, it is our understanding that reason 5 also applies to the regular FMLA bank. If this is not your understanding then E-SICK Tkn Child is not required below. The set up can remain the same except for the E-Sick Taken Child will not be tied to the FMLA leave policy.
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# The employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19;
# The employee has been advised by a health care provider to self-quarantine because of COVID-19;
# The employee is experiencing symptoms of COVID-19 and is seeking a medical diagnosis;
# The employee is caring for an individual subject (or advised) to quarantine or isolation;
# The employee is caring for a son or daughter whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19 precautions; or
# The employee is experiencing substantially similar conditions as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of Labor and Treasury.
Payments are capped at $511 a day ($5,110 in total) for dealing with an employee’s own illness or quarantine (reasons 1, 2 and 3 above). Employees who are caring for an individual affected by COVID-19 and those whose children's schools have closed (reasons 4, 5 and 6 above) receive up to two-thirds of their pay, and that benefit is limited to $200 a day ($2,000 in total).]
As well, it is our understanding that reason 5 also applies to the regular FMLA bank.  If this is not your understanding then E-SICK Tkn Child is not required below.  The set up can remain the same except for the E-Sick Taken Child will not be tied to the FMLA leave policy. 
At line 33 changed 3 lines
*E-Sick Tkn Self – EE hrs and dollars – paid at a maximum rate of $511 per day.
*E-Sick Tkn Care – EE hrs and Dollars paid at a maximum of $200 per day.
*E-Sick Tkn Child - EE hrs and Dollars paid at a maximum of $200 per day. Reason 5 above, this bank will reduce the E-Sick bank and the regular FMLA bank.
E-Sick Tkn Self – EE hrs and dollars – paid at a maximum rate of $511 per day. \\
E-Sick Tkn Care – EE hrs and Dollars paid at a maximum of $200 per day. \\
E-Sick Tkn Child - EE hrs and Dollars paid at a maximum of $200 per day. Reason
5 above, this bank will reduce the E-Sick bank and the regular FMLA bank.
At line 37 changed 8 lines
!Approach
Both self and family care are eligible for the paid sick leave. Our understanding is that the daily totals would be added together to form the aggregate maximum. So if someone used 2 days to care for a family member at $200/day and the other 8 days to care for themselves at $511/day the aggregate would be $4488 ($400 + $4088).
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Therefore, each employee could have their own dollar aggregate maximum. The Leave Policy will apply the aggregate maximum to the HOURS between the three categories to a maximum of 80. The rates will be capped on the individual pay components therefore the total dollar aggregate amount is unnecessary.
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The leave bank must be set up to disallow over 80 hours. Therefore, any hours in the PC’s will be paid at the reduce/capped rate.
Approach - both self and family care are eligible for the
paid sick leave. Our understanding is that the daily totals would be added
together to form the aggregate maximum. So if someone used 2 days to care for a
family member at $200/day and the other 8 days to care for themselves at
$511/day the aggregate would be $4488 ($400 + $4088).
Therefore, each employee could have their own dollar
aggregate maximum.   The Leave Policy
will apply the aggregate maximum to the HOURS between the three categories to a
maximum of 80.   The rates will be capped
on the individual pay components therefore the total dollar aggregate amount is
unnecessary. 
The leave bank must be set up to disallow over 80
hours.   Therefore, any hours in the PC’s
will be paid at the reduce/capped rate.
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!!! [Full Time Equivalent Wages|]
__Question:__ for part-time employees, how are their
standard hours per day coded on the work assignment? 
There are two approaches in the system:
 
a.  Coded like full time employees with a reduced FTE. 
 Example 8 hours per day is defined on their work assignment with an FTE
of 0.75, full-time equivalent.   The
employee will be paid 6 hours per day. \\
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b.  Coded with the reduced hours per day of 6 hours with an FTE of
1. 
 
·       
If you code the PT with the FT equivalent of 8
hours, then different logic is required to multiple their std hours by the
FTE.  Use the UserCalc E-SICK FTE. 
·       
If you code their PT employees with the
full-time equivalent of 6 hours, then use E-Sick UserCalc v20200331. 
 
If you are unsure, select a part-time employee and go the
work assignment screen (IEAS), Compensation Tab.  If the Fulltime Wage toggle is turned on,
then use the E-SICK FTE UserCalc. 
Figure 1: Fulltime Wages Selection Box
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!!! [|] [|] [Set
Up|]
IMVR new
User Variables
·       
E-SICK EE D-CAP for the Employee e-sick pay
daily maximum of $511
·       
E-SICK EE MAX for the Employee e-sick aggregate
maximum of $5110
·       
E-SICK Care D-CAP for the care of others daily
maximum of $200
·       
E-SICK Care Max aggregate maximum of $2,000
IPPC new pay
components – clients can use their own coding and naming conventions.  Be sure to change the pay components on the
UserCalc to your codes.   
[·       
E-Sick Taken Hrs (PC 457)|]
·       
E-Sick Taken $ (PC 1457)
·       
E-Sick Taken Care (458)
·       
E-Sick Tkn Care $ (1458)
·       
E-Sick Tkn Child (459)
·       
E-Sick Tkn Child $ (1459)
Calculation
Method for E-Sick Taken Hrs (PC 457) hours pay components = EV X Rate
·       
EV = enter value are the hours keyed.
·       
Rate = employee standard rate of pay \\
The daily maximum will be applied during UPCALC via the UserCalc.
Calculation
Method for E-Sick Taken Care and Child Hrs (PC 458 and 459) hours pay
components = EV X Rate
·       
EV = enter value are the hours keyed.
·       
Rate = employee standard rate of pay
The daily maximum will be applied during UPCALC
via the UserCalc.
Set up the
properly GL coding (IDGA/IPPC)  
Update all
required elements.
·       
Hint: Run the RPPE report and search for Sick
Leave Earnings.
·       
Be sure to update your pay stub elements to
report on the employee’s pay advice. 
·       
Do not include the earnings into FICA-ER
elements as these earnings are not subject to employer portion of FICA.
IAPT New
Leave Type E-SICK (Minimum leave set up required to set up the payroll
calculation)
IDTC New
Time Codes
·       
E-Sick Ent – Type of Leave Entitlement, tied
back to PC 857
·       
E-Sick Tkn – Type of Leave, tied back to PC 457,
leave type = E-Sick
·       
E-Sick Tkn Care - Type of Leave, tied back to PC
458, leave type = E-Sick
·       
E-Sick Tkn Child - Type of Leave, tied back to
PC 459, leave type = E-Sick
Once the time codes are entered, go back to the pay
components and update the associated time codes. 
Add the time codes to the Work Rules as authorized time
codes. 
Add a new element E-SICK (used in
the UserCalc – IPPE)   
·       
Add the hours taken pay components.
o  
E-Sick Taken Hrs (PC 457)
o  
E-Sick Taken Care (458)
o  
E-Sick Taken Child (459)
IMUC – a new
payroll UserCalc named E-SICK or E-SICK FTE
·       
Please the E-Sick UserCalc ''date''.xlxs or E-Sick
UserCalc FTE ''date''.xlxs for details and description.
·       
Applies the daily maximums rates and the program
maximums.
·       
Recalculates the earnings based on the capped
rate.
·       
A Payroll UserCalc is required as there are no
PC’s rules apply this type of maximum. 
·       
Before adding the UserCalc lines, please set up
the UserCalc variables (E-SICK Variables tab in the spreadsheet)  
o   Qualification
– UserCalc lines < 100
§  Only
execute the UserCalc if the employee has e-sick hours by checking the E-SICK
element for a value.
§  The
second qualification really should not be required.   Check the YTD hours taken (E-SICK element)
is greater/equal to 80 then issue a message and exit. 
§  The
time entry should capture the LWOP once the employee exceeds their 80 hour
entitlement.
o   Calculate
the two capped and daily rates (lines 100)
§  Move
the employee’s regular work assignment daily rate to variable REG DAILY RATE
§  Move
the lessor of the reduce daily rate or $200 into variable DAILY RATE CARE
§  Move
the lessor of the daily rate or $511 into variable DAILY RATE CARE
o   Calculate
the employee’s aggregate maximum
§  This
section is not required since the time entry will cap at 80 hours
o  
At this point in the UserCalc, we have the
current rates capped/reduced to be paid to the employee.  Calculate the earnings and populate the
earnings PC’s.
§ 
Multiple HRLY RATE SELF X number of hours in PC
457 and replace PC 1457
§ 
Multiple HRLY RATE CARE X number of hours in PC
458 and replace PC 1458
§ 
Multiple HRLY RATE CARE X number of hours in PC
459 and replace PC 1459
Pay Point
IPPP
·       
Add the UserCalc to your Pay Point sets. 
·       
The example below shows Pay Point Type of 50 on
the Regular Pay set.  It can be at any
Type before legislative tax calculation.
·       
Be sure to add it to each required Pay Point
Set.
!!! [|] [|] [UPCALC
Exception Messages|]
[|] [1.   
“E-SICK - employee has reached maximum of 80
hours.  Please verify pay”.  |]
Action Required – the employee should never
have 80 hours in pay history with current hours in the payroll.  Investigation required on how time was
entered for E-Sick. [|] [|]
!!! [Configuration|]
Sample Configuration:
Please note this is not the complete set up required.  For example, the Pay Component GL
(Acct/Arrears tab) needs to be configured but is not included in these
samples. 
__STEP 1:__ User Variables (IMVR) set up
the User Variables
Figure 2: IMVR Cared Cap Variable
Figure 3: IMVR Care Max0
Figure 4: IMVR Sick EED-Cap
Figure 5: IMVR EE Max
 
__
__
__ __
__STEP 2:__ Pay Components – 7 PCs
required (IPPC)
Hint: Setting up the Earnings PCs first as
they are required for the Hours PCs
Figure 6: E-Sick $ Pay Component
Figure 7: E-Sick Taken Hours Pay
Component
Figure 8: E-Sick Taken Care $ Pay
Component
Figure 9: E-Sick Taken Care Hours Pay
Component
Figure 10: E-Sick Taken Child $ Pay
Component
Figure 11: E-Sick Taken Child Hours Pay
Component
Figure 12: E-Sick Hours Balance Pay
Code
 
__STEP
3:__ Leave Policy (IAPT)
Use the next available leave policy type. It does not have
to be 182 as shown below.
Figure 13: Define Leave Policy Type
 
__STEP 4:__ 4 Time Codes (IDTC)
Figure 14: E-Sick Entitlement
Figure 15: E-Sick Taken
Figure 16: E-Sick Taken Care
Figure 17: E-Sick Taken Child
__ __
__STEP 5__: Set up the UserCalc on IMUC
Please see the UserCalc Spreadsheet for details
Figure 18: E-Sick UserCalc on IMUC
 
__STEP 6:__ Pay Point IPPP
Figure 19: Pay Point Type
__STEP 7:__ Pay Point IPPP
Figure 20: Dud Image?
__ __
__ __
__ __
__ __
__ __
__ __
__ __
__You have now completed the setup for the Temporary Extended
Family and Medical Leave__
This page (revision-11) was last changed on 26-Nov-2021 10:22 by Kevin HiggsTop