As of April 1, 2020, eligible employees at business covered under the 2020 Families First Coronavirus Response Act (FFCRA) are entitled to sick leave or expanded family and medical leave for specified reasons related to COVID-19. The full details of this act are available from the US Department of Labor.
The FFCRA is far from the only new paid leave law responding to Covid-19. Several, several state and local governments have enacted their own laws that provide additional paid leave for Covid-19 purposes. For example, the City of Los Angeles recently enacted a law that almost mirrors the FFCRA but extends it to large employers with 500 or more employees. Be sure to check with your own state and local government for additional paid leave requirements and set them up in your Deputy account.
In this guide customers using ADP RUN will learn:
- How to set up and use the new leave types in Deputy
- How to use the ADP RUN earning codes already available in ADP
- About reporting and exporting FFCRA leave to ADP RUN
- Tips and resources
Set up and pay FFCRA leave
Follow these steps to set up the new leave and input into ADP RUN.
Step 1 - Create the three new leave policies in Deputy
Note: you must be a System Administrator in Deputy to set up new leave rules. Log in, click on your name and select Business Settings.
On the Leave tab click on the Leave Rules link.
To create each of the three new leave types, click New Leave Condition
and enter the details for each of the leave types listed below in the fields and then click Save This Leave Condition when you are finished with each one:
Name: Families First Employee Pay
Paid Leave: ON
Type: Sick Leave
Visible to Employees: ON
Export Rule for Payroll: Export using Export Code
Export Code: FFPSLEE
Name: Families First Family Care Pay
Paid Leave: ON
Type: Sick Leave
Visible to Employees: ON
Export Rule for Payroll: Export using Export Code
Export Code: FFPSLFAM
Name: Families First FMLA Expansion
Paid Leave: ON
Type: Carers Leave
Visible to Employees: ON
Export Rule for Payroll: Export using Export Code
Export Code: FFFMLA
Step 2 - Assign the new leave rules to eligible employees
Navigate to the People tab and select eligible employees. Then select Bulk Actions and choose Add Leave Type to choose the appropriate leave type. If you don't see the new leave types appear in the list after adding them, try refreshing your browser. Click Save to apply the leave rules to employees.
Pro Tip: Quickly validate you have added the leave type to the eligible employees by selecting Also Show and then Leave Balance.
Step 3 - Assign a leave balance to eligible employees (optional)
FFCRA provides an allowance of hours under each new leave rule based on employment status and hours worked. The full details of hours and employee eligibility is available on the US Department of Labor website.
Pro Tip: Adding the balance of these hours into Deputy allows employees to see available hours and helps managers track if an employee has enough hours to request the time off. Please note this is entirely optional.
You can manually set the leave balance for employees under the individual employee profile, or by using a Bulk Actions update. Learn how to edit leave balances in this guide.
Step 4 - Export the new leave hours from Deputy
Employees and managers should follow set procedures for requesting and approving time off with these new leave rules. Use these guides to learn how to request time off and how to approve requests.
Pro Tip: Comments are required to submit a leave request and remain part of the leave request record which can be used in the future for auditing purposes related to FFCRA.
Reporting
Follow the normal procedure for exporting timesheets from Deputy and importing them into ADP RUN. Learn how to export to ADP RUN with this article.
Once you have exported the normal working hours and any regular paid vacation or sick time, you will need to run a separate report for the new Families First leave rules. This report will provide all Family First leave hours taken during a specified time range.
Navigate to the Reports tab. Select the 'Report Builder (BETA)' option and click the 'US FFCRA Paid Leave Report'.
Once loaded, click 'Edit Report', then 'Configuration' and 'Filters.' Change the date range filter to match your pay period and select 'Run'.
Pro Tip: You can run this report for each pay period by updating the date range filter in the report and refreshing the data.
Step 5 - Input leave hours during the ADP RUN payroll process
Note: The 'Timesheet Cost' in this report is calculated as 100% of the employee's normal pay rate multiplied by the number of paid leave hours. The FFCRA stipulates that certain employees taking certain types of emergency paid leave are to be paid at 2/3 of their normal pay rate. Please note that ADP should calculate the wage costs correctly for you. The 'Timesheet Cost' number in this report is only a guide.
Login to your ADP RUN payroll account and open the current payroll cycle. In the input screen, manually enter the hours of FFCRA leave taken during the payroll cycle.
Use the US FFCRA Family First Paid Leave report created in Step 4 to find the employee and hours for each leave type. Enter the amount of hours into the appropriate column.
Complete this process for all employees and FFCRA leave types, and save your payroll input. Process your ADP payroll cycle as usual.
Resources
- Check out our blog for more information on the 2020 Families First Coronavirus Response Act (FFCRA).
- ADP has also provided an ADP Employer Preparedness Toolkit and fact sheet to help Compare Medical, Family, and Sick Leaves during COVID-19.
- Use the existing Deputy ADP help content and articles.