FFCRA is a separate module, which should be activated by the administrator before the use. The new three categories in the Categories Section and a new tab in Pay Policy section will be added.

  • The following three categories you will find in your Categories section for the FFCRA module (do not change the categories configurations).

The categories are as follows, see below screenshot:

✔  EPSLO - Emergency Paid Sick Leave - Other

✔  EPSL - Emergency Paid Sick Leave - Self

✔  EFMLA - FMLA Expansion

 

 

 

  1. The FFCRA new tab will be automatically added in Pay Policy with the already set configurations (highly recommended not to make changes in EFMLA, EPSL, and EPSLO configurations) and will be disabled. To enable the feature, put a tick on “Enable FFCRA'', see below screenshot (please note, that this option can be enabled on your existing Pay policy, there is no need to create new Policy for this module):

 

Below are the options of FFCRA module rules configuration:

  • Start date - date from which FFCRA rules come into force;
  • End date - date when FFCRA rules expire;
  • Days Definition - describes how working days are defined for Full-time and Part-time employees;
  • Full-time hours - shows duration of a working day for full-time employees, default is set to 8 hours;
  • Part-time - shows duration of a working day for part-time employees, which can be calculated in the following different ways:

○   Fixed Hours amount - default is set to 4 hours;

○   Average number of hours worked for the six months prior - enable this option if you want the system to calculate the average number of hours your employee has worked during the last 6 months.
Please note, if working hours are missing for the last 6 months, the system will make calculations based on the schedule of the last 14 days, if the schedule is also missing, then based on fixed hours amount. If you didn’t enable this option, then system will make calculations based on which option from the below 2 options is selected:

➔     If an employee has worked for less than six months:

○   Average number of hours the employee is scheduled to work over the last 14 days - select this option, if you want the system to calculate part-time hours based on the average number of hours scheduled to work in the last 14 days.
Please note, if the schedule is missing for the last 14 days, the system will make calculations based on fixed hours.

○   Fixed Hours - select this option, if you want the system to make calculations based on the fixed hours amount mentioned in the above “Fixed Hours Amount” field.

 

  • Calculate salaried employees - enable this option, if you want the system to make calculations also for Salaried employees (to be able to define 1 hour rate for Salaried employees, the system will perform as if Calculated Salary wage type were chosen for those employees);
  • Use Wages And Rates - enable this option, if you want the system to calculate hours (paid, unpaid) depending on payment limitations.
  • EFMLA - enable this option, if you want to use the “FMLA Expansion” category. Default configuration according to FFCRA rules are already set by the system and it is highly recommended not to make changes in these configurations.

○   Min. employment - shows how many days an employee should already be working in the company to be eligible for payment for FMLA Expansion category hours.

○   First unpaid days - shows first how many days will be unpaid

○   Paid days - shows how many days will be paid (after unpaid days)

○   Pay rate multiplier - shows to what extent hours of the day will be paid (e.g. if multiplier is 0.6667 and category hours are 8, then only 8 x 0.6667 = 5.33 hours will be paid)

○   Max. per day ($) - shows the maximum amount that an employee can be paid for a day (e.g. paid hours are 5.33, 1 hour rate is $40, and maximum daily amount is $200. In this case because 5.33 x $40 =$213.2 is more than $200, then instead of 5.33 hours employee will be paid only for $200 / $40 = 5 hours)

○   Max. total ($) - shows the maximum amount that an employee can be paid in total for this category according to FFCRA rules.

  • EPSL - enable this option, if you want to use the “Emergency Paid Sick Leave - Self” category. Default configuration according to FFCRA rules are already set by the system and it is highly recommended not to make changes in these configurations.

○   Paid days - shows how many days will be paid

○   Pay rate multiplier - shows to what extent hours of the day will be paid (e.g. if multiplier is 0.6667 and category hours are 8, then only 8 x 0.6667 = 5.33 hours will be paid)

○   Max. per day ($) - shows the maximum amount that an employee can be paid for a day (e.g. paid hours are 5.33, 1 hour rate is $40, and maximum daily amount is $200. In this case because 5.33 x $40 =$213.2 is more than $200, then instead of 5.33 hours employee will be paid only for $200 / $40 = 5 hours)

○   Max. total ($) - shows the maximum amount that an employee can be paid in total for this category according to FFCRA rules.

  • EPSLO - enable this option, if you want to use the “Emergency Paid Sick Leave - Other” category. Default configuration according to FFCRA rules are already set by the system and it is highly recommended not to make changes in these configurations.

○   Paid days - shows how many days will be paid

○   Pay rate multiplier - shows to what extent hours of the day will be paid (e.g. if multiplier is 0.6667 and category hours are 8, then only 8 x 0.6667 = 5.33 hours will be paid)

○   Max. per day ($) - shows the maximum amount that an employee can be paid for a day (e.g. paid hours are 5.33, 1 hour rate is $40, and maximum daily amount is $200. In this case because 5.33 x $40 =$213.2 is more than $200, then instead of 5.33 hours employee will be paid only for $200 / $40 = 5 hours)

○   Max. total ($) - shows the maximum amount that an employee can be paid in total for this category according to FFCRA rules.

 

 

In order for this policy to apply to the employee, go to the “Edit Employee” screen and make sure the correct policy is attached to the employee. If necessary, add or edit new status with appropriate policy.

 

 

  1. Now, when the Pay Policy are already attached to the employees, you can add Misc.Entries for these categories for the employees;
  2. Go to Attendance->Timecard, select the employee and add Miscellaneous Entries. From the Add Miscellaneous Entries window choose from one of the categories (EFMLA, EPSL, and EPSLO), enter Start and End times, select Dates from the calendar and press the “OK” button. Corresponding Misc. Entries will be added and displayed on employee’s TimeCard.

 

 

 

  1. In order to see how many hours for these categories are Allowed, Taken and Left, go to TimeCard -> Benefits tab, or Edit Employee -> Benefits tab (see below screenshot). Please note, that for all these three categories at first the “Allowed” amount will be calculated based on FFCRA configuration in Pay Policy based on the current date. Once the employee uses any of these categories, the “Allowed” amount will be recalculated based on the date it was used the first time, and fixed for other Categories as well.