Disclaimer: This document is intended to provide you with information about COVID-19 and the novel coronavirus. It does not constitute legal advice. As the situation is currently evolving, we recommend checking with your legal team and keeping up to date through reputable, trusted sources.
As the spread of COVID-19 becomes more prominent in the U.S and is now a global pandemic and national emergency, HR leaders and administrators have looming concerns over what to do with their workforce and how to keep their businesses afloat. We understand that during this concerning time, employers are facing very difficult questions regarding how to handle leave and accommodation, immigration, health and safety, and other employment issues. We have gathered a few resources for you and tried to answer some of the questions you may have. We also encourage you to consult with your legal team as well as relevant sources put forth by the Centers for Disease Control (CDC), the World Health Organization (WHO), your local governmental entities, and the Equal Employment Opportunity Commission (EEOC).
First, let’s start by covering what the novel coronavirus and COVID-19 are:
COVID-19 is a new respiratory disease caused by the novel coronavirus. The novel coronavirus is part of the coronavirus family, which cause illnesses and respiratory infections ranging from the common cold to more severe diseases, like SARs. The novel coronavirus that causes COVID-19 is a new strain and was first detected in Wuhan, China, having now spread to over 146 different countries around the globe. At the present time, there is no vaccine or treatment.
Based on a handful of COVID-19 studies, the R0 or r-naught value – the metric that predicts how many people one infected individual with a disease will likely infect – is between 1.4 - 3.8. This means that if you have COVID-19, you can expect to infect at least 1 person and up to 3 or 4. When compared to other infectious diseases, measles has an R0 of 12 – 18, which is considered really high, and SARS, another coronavirus, has an R0 of 3.
Since COVID-19 is a new disease, professionals handling this virus are still learning how it spreads and are not entirely sure; however, early studies indicate that it is mainly spread from person to person amongst those in close contact with each other (within 6 feet) through respiratory droplets produced when an infected person coughs or sneezes. It is also possible that the virus can be spread through fomites – surfaces or objects that carry the virus. People can become infected by touching these surfaces or objects and then proceeding to touch their face, mouth, or eyes. Another preliminary study found that it may be plausible that the virus is an airborne aerosol, meaning that particles of the virus can remain suspended in the air for up to 3 hours, potentially infecting anyone that comes into contact with it. Furthermore, COVID-19 can be spread by someone with only a mild cough and may be spread by individuals showing no symptoms at all.
Max Roser and Hannah Ritchie/Our World in Data
After contracting COVID-19, the incubation period for signs and symptoms to develop is 2 – 14 days after exposure. Signs and symptoms can range from non-existent or mild to severe and life-threatening, and some infected people don’t feel unwell at all. For those that do, the most common signs and symptoms are similar to those of the common cold or flu, but the most crucial ones to watch out for are a fever, a dry cough, and shortness of breath; COVID-19 rarely causes a runny nose. Most people – about 80% – recover from the disease without requiring special treatment.
As an employer, you’re likely seeking answers on how to prevent infection in the workplace to protect your clients, your employees, and all of their families. According to the CDC’s Interim Guidance page, employers should do the following:
The CDC recommends employers encourage employees to stay home and not report to work until they are free of fever and any other symptoms for at least 24 hours. Additionally, the CDC recommend the following:
If an employee starts showing acute respiratory illness symptoms upon arrival to the workplace, they should be separated from other employees and sent home. The same applies if any employees become sick during the day.
Encourage employees to practice cough and sneeze etiquette and proper hand hygiene. You can be proactive by putting posters up throughout your workplace encouraging employees to practice this proper etiquette and hygiene and to stay home if sick. Additionally, provide alcohol-based hand sanitizer and hand soap and ensure these items are stocked and replenished.
Regularly clean frequently touched surfaces, such as doorknobs and countertops. Additionally, make disposable wipes available so employees can wipe down doorknobs, keyboards, remote controls, and desks before each use.
Knowing the preventions, the question remains……
Overall, OSHA recommends all businesses have a safety program and emergency action plan that includes infectious disease protocols and is compliant with all laws and regulations.
As COVID-19 is still a developing disease and changes from hour to hour, follow CDC, federal, and state regulations. Overall, below includes what you can do to remain compliant:
As of March 16, 2020, the U.S government has imposed a travel ban. This ban is in addition to restrictions on all DOD military and civilian personnel and their families traveling to, from, or through areas which the Centers for Disease Control and Prevention have issued a Level 3 Travel Health Notice for. That being said, an employer may restrict any business travel to areas with a Level 3 warning and should exercise caution on Level 2 areas. Employers should continue to consult the CDC’s website, “Coronavirus Disease 2019 Information for Travel,” for up-to-date travel notices concerning risk.
What If an Employee Decides to Travel for Their Own Pleasure or Personal Reasons? In this situation, an employer cannot stop an employee traveling for their own pleasure. An employer can advise the employee about the risks of travel and consequences, like quarantine time. Additionally, an employer may deny time off for an employee’s personal travel as long as the employer can prove that it was based on the danger of the destination, such as CDC Level 3 and Level 2 areas, business costs of a resulting quarantine, or other legitimate, business-driven reasons and not because of the national origin of the employee, which would violate the ADA Title VII.
Employers should be aware of Title VII of the Civils Right Act, which prohibits discrimination based on race, color, national origin, and other protected classifications. As always, employers should be careful to not exclude any person from work or work-related activities based on their race or national origin. Additionally, employers should make sure that when making their safety and emergency plans, their policies do not violate anti-discrimination laws, not only based on race, color, age, pregnancy, or national origin, but also on disability or other prohibited bases. When it comes to COVID-19 and how to handle this situation in the workplace, the CDC has advised in this context: “To prevent stigma and discrimination in the workplace, use only the guidance described below [provided by the CDC] to determine risk of COVID-19. Do not make determinations of risk based on race or country of origin, and be sure to maintain confidentiality of people with confirmed COVID-19” (CDC, Interim Guidance for Businesses and Employers to Plan and Respond to Coronavirus Disease 2019 (COVID-19)).
Additionally, employers should make sure they have the right procedures to maintain confidentiality and to prevent harassment and discrimination of individuals suspected of having COVID-19.
Any time you have to temporarily shut down your business and force your employees to go home, your employees are entitled to unemployment insurance.
The federal government passed the Families First Coronavirus Relief Act (FFCRA) to help out employees who are unable to work due to the COVID-19 pandemic. The act expands FMLA provisions and allows for paid FMLA leave for employees who can’t work or telework if they are caring for a son or daughter under the age of 18 whose school or childcare facility has been closed. After 10 days of unpaid leave, a period of paid lead will follow.
Employees who get sick from COVID-19 or have to care for someone who is sick due to COVID-19 may be eligible for emergency paid sick leave under the FFCRA. This part of the law provides employees with 80 hours of paid sick leave to care for themselves or another. To learn more about the Families First Coronavirus Relief Act, register for our webinar, Complying With the Families First Coronavirus Emergency Relief Act.
It all depends on where your employee contracted the virus. Was the employee exposed during work hours and due to their work labor? A great example is a health care worker who is on the front lines and dealing with the disease. In that case, as an employer, you’re potentially responsible for providing workers’ compensation and for covering the costs related to medical care and disability benefits. On the other hand, if your employee caught the disease during their personal time or accidentally contracted it from a coworker, then you most likely will not be responsible for workers’ compensation.
As the world and the U.S. take action on stopping the spread of the virus, many regulations and bills will be passed, like the Families First Coronavirus Response Act – which was signed by President Trump on March 18, 2020. The Families First Coronavirus Response Act will provide free screening, paid leave, and enhanced unemployment insurance benefits for people affected by COVID-19. Since the situation is changing rapidly, we have gathered a few resources below so you can stay up to date.
This information is for educational purposes only, and not to provide specific legal advice. This may not reflect the most recent developments in the law and may not be applicable to a particular situation or jurisdiction.
Viventium Software Inc. is a SaaS-based human capital management solution that provides a remarkable user experience and award- winning software. Viventium provides flexible software and expert guidance so clients can be sure their payroll is done right.
Viventium offers specialized solutions in the health services markets which include home care agencies and skilled nursing facilities. Viventium Software supports all fifty of the United States with payroll and HR solutions.
Relax – you’re with Viventium.
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Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 1
In the world of work, there’s a tale to be told, About overtime hours, and the payroll gold, A consistent paycheck, that’s the worker’s dream, But when it comes to overtime, it’s not as easy as it seems.
PRE-CHORUS
Oh, Susie worked hard in San Francisco town, But the rules around overtime, they had her feeling down, 42 hours this week, she gave her all, Now it’s time to calculate, let the numbers fall.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 2
Exempt or non-exempt, the title they hold, Where they work, where you’re based, it’s all in the fold, California or New York, the laws they diverge, For payroll admins, it’s a never-ending surge.
PRE-CHORUS
Oh, the DOL’s website, a labyrinth to explore, State regulations galore, it’s quite a chore, Staying compliant, it’s a tricky art, Missing out on requirements can break your heart.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
BRIDGE
But here’s a method that can save the day, A payroll software, to keep errors at bay, Input the info right, integrate with ease, No more manual labor, no more overtime fees.
VERSE 3
Back to Susie’s story, she’s owed her due, According to FLSA, it seems we have a clue, $860 on the table, that’s what we’d say, But California’s got its rules, changing the way.
PRE-CHORUS
Oh, California says, hours past eight, Are overtime-eligible, don’t underestimate, Now Susie’s owed $900, that’s the decree, In this overtime puzzle, you gotta set it free.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
OUTRO
So when it’s overtime, and the rules entwine, Choose a payroll software, let it all align, Viventium’s the name, we’ve got the key, To make overtime calculations a breeze, you’ll see.
ENDING
Don’t overwork yourself, don’t you fret, With Viventium by your side, it’s a safe bet, Relax, you’re with us, in this overtime fight, With the right tools in hand, everything’s gonna be alright.
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 1
In the world of care, where time slips away, Caregivers dedicate, every single day. But when the hours are missed, in the daily race, Retroactive pay, steps up to embrace.
PRE-CHORUS
A caregiver tired, at the week’s end, Forgot to log hours, a mistake to mend. Admins face the challenge, calculations to make, To set it right, for the caregiver’s sake.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 2
Manual calculations, prone to a flaw, Dealing with shifts, odd hours, and the law. As your business grows, the cost takes flight, Automated solutions, shining bright.
PRE-CHORUS
Compliance is key, with FLSA’s might, Calculate and compensate, get it right. Avoid the audit’s gaze, fines and the cost, Retroactive pay, no longer lost.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
BRIDGE
Employee satisfaction, a crucial part, Resolve mistakes, a work of heart. Relationships flourish, in pay’s embrace, A payroll software, creating a trace.
VERSE 3
Star caregivers, valued and strong, Retention and recruiting, where they belong. Automated solution, a total pay dance, Establish your business, a work-life romance.
PRE-CHORUS
A self-winding watch, Viventium’s grace, Optimizing payroll, in every case. No more struggles, in the payroll game, In it with you, time and time again.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
OUTRO
As your business grows, in the hustle and fight, Viventium by your side, making it right. No more worries, in the payroll chain, In it with you, time and time again.
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 1
In the world of business, we all aim to thrive, Year after year, our dreams taking flight. But as we soar higher, we start to see, More money, more problems, just like B.I.G. Outgrowing our shell, it’s an exciting phase, But it brings with it some challenging days. Solutions we had, now show their flaws, As we push the boundaries, breaking through the walls.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 2
Employees across states, in different localities, Tax laws aplenty, creating complexities. Our old software’s limits, we’ve begun to see, Scaling up our business, we need to break free. Calculating pay and taxes, where it all begins, Errors in this process, lead to countless sins. Employees rely on us, trust in our might, To withhold what’s needed, get it just right.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
BRIDGE
Taxes, they’re not simple, that’s for sure, A world of complexity, there’s always more. But Viventium stands with us, in this fight, Geo Tax, our ally, making everything right.
VERSE 3
CPAs may struggle, and admins too, Keeping up with taxes, what can they do? The rules keep changing, it’s hard to keep pace, But Viventium’s here, in this challenging space.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
OUTRO
So relax, dear business, and set your mind free, With Geo Tax on our side, we’re the best that we can be. Viventium’s got us, in this tax-filled fight, No more worries, no more sleepless nights.
REPEAT CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 1
In the world of admin tasks, where changes often arise, There’s a tool that’s been a savior, under office fluorescent skies. With flexibility and precision, it eases their daily strife, Let’s sing about this feature, it’s the pulse of our work life.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 2
Admins wear many hats, in their daily grind, Sometimes they need to adjust, leave no errors behind. Adding extra hours, bonuses, or fixing pay, They need a simple method, to make it all okay.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
BRIDGE
Custom views and filters, tailor it to your need, Focus on the important, no need for needless speed. A hundred-dollar bonus, a few clicks and it’s in flight, Admins get it done, making sure it’s right.
VERSE 3
In the admin’s world, where numbers have their say, This tool steps in gracefully, making tasks less gray. An interface so intuitive, like an Excel sheet, Changing data effortlessly, making work complete.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
OUTRO
So here’s to Payroll Grids, in our song of praise they gleam, For admins working diligently, they fulfill a dream. In the world of office hustle, they bring much-needed light, Let’s tip our hats to this tool, and its invaluable might.
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 1
In the world of payroll, a daily task we face, Admins work hard, in this complex space, They handle policies, with attention and care, But there’s a solution that’s beyond compare.
PRE-CHORUS
Oh, payroll admins, your role’s crucial and true, But there’s a tool we’ve got, just for you, Let’s explore rule-based automation, my friend, With Viventium, your tasks will gently mend.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 2
Standardize policies, that’s the key, For tenure, role, union status, you’ll see, PTO, bonuses, pay rates defined, Automation makes your workload more aligned.
PRE-CHORUS
Oh, payroll admins, the burden’s a load, But rule-based automation lightens the road, No more tiresome chores, no more dread, With Viventium, it’s smoother ahead.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
BRIDGE
In the world of payroll, where tasks repeat, We’ve got the solution, it’s oh so neat, “If this, then that,” it’s simple and sly, With Viventium by your side, you’ll reach for the sky.
VERSE 3
Tenure-based PTO, a common request, With Viventium, it’s passed the ultimate test, Set it up once, and then you’ll see, Automation handles the chore, oh so free.
PRE-CHORUS
Oh, payroll admins, take a breath, take a pause, With Rule-Based Automation, you’ll find no flaws, It’s easy, it’s simple, no programming in sight, Viventium’s got you covered, day and night.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
OUTRO
So if you’re a payroll admin, feeling the weight, Let Viventium’s Rule-Based Automation be your fate, No more worries, no more strife, With Viventium, you’ll transform your work life.
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 1
In the world of business, it’s a complex game, With factors and figures, it’s never the same. Decisions are key, they’ll determine your fate, So listen up closely, don’t be a bit late.
PRE-CHORUS
Gather your data, don’t let it fade, In the depths of spreadsheets, don’t let it cascade. Your HCM software, is it up to the task? To capture and store, to help you unmask.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 2
Once the data’s collected, it’s time to report, But it can be daunting, that’s the common retort. Pre-built solutions, they’re your guiding light, Turning raw data into visions so bright.
PRE-CHORUS
No more manual hours, no errors in sight, With report library’s might, everything’s right. Payroll summaries, tax liabilities, and more, All in a flash, you’ll have what you adore.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
BRIDGE
Viventium’s here, with a passion so true, Constantly improving, for folks just like you. A Report Library, a gift from the stars, For data-driven dreams, it’ll take you far.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
OUTRO
So remember this lesson, in the business terrain, It’s all ’bout decisions, don’t let ’em wane. With data as your guide, and Viventium’s grace, You’ll conquer the challenges you’ll face.
