Effective April 1, 2020, the Families First Coronavirus Response Act (FFCRA) creates some protections for employees and employers. Effective April 1, 2021, the American Rescue Plan Act (ARPA) expands this coverage. If you print a paycheck for an employee affected by COVID-19, make sure you select the appropriate FFCRA/ARPA option as described in step 6 below.
Also, make sure you do not mix pay types for regular hours and FFCRA/ARPA hours. The entire paycheck should be for FFCRA/ARPA.
Due to the Memorandum on Deferring Payroll Tax Obligations and with guidance from the IRS, there is a sub-type called Social Security-Deferred.
If an employee opts in to the deferral, add a line and select Social Security-Deferred each time you print a paycheck. Make sure you keep the Social Security line. These lines cancel each other out, so that percentage is not withheld from the paycheck. This allows you to track the deferral going forward.
You can print either one paycheck or the entire payroll.
- On the Transactions tab, click .
- In the Print Employee Paychecks Setup window, select the employer.
- Select which department(s) and position(s) to print paychecks for.
- Select which pay period(s) and date range(s) that this batch of paychecks is for, then click Next.
- To view an employee's paycheck record, click Pay next to the name or click Pay Employee. If an employee is hourly, the Gross Calculation dialog box displays.
- If this employee was affected by COVID-19, click Edit Paycheck Details, select the appropriate option in the FFCRA/ARPA drop-down list, then click Save and Close. For details on those options, see Paycheck Field Information.CAUTION: If you select an FFCRA/ARPA option, the entire paycheck will be marked as FFCRA/ARPA, and the employer Social Security amount will be deducted from the total amount. Also, be sure to keep track of the applicable limits for your employees based on the option you select.
- Click Next.
- Select the cash account and check style, and click Print Paychecks.
- If any employees use direct deposit, click Direct Deposit Process. For more information, see Process Direct Deposit.
- If there was a printer issue and you need to reprint, click Reprint/Void Paychecks. You can change the paycheck layout style if you want to change how the first paychecks look.
- After you print all paychecks for employees, click Finished.
- If you have PDS Employee Self Service set up, a message displays. Click Yes to upload the information to your ESS site.
After you print paychecks, they display in the Paychecks window, the cash account is credited, other accounts are updated, and the paychecks are voided or validated.
Paycheck Field Information
- Edit Paycheck Details
You can create a one-time paycheck during the procedure.If an employee was affected by COVID-19 during the time of this paycheck, select the reason in the FFCRA/ARPA drop-down list. Employee protections are divided into the following categories:
These categories are covered as follows:
- Quarantine or isolation order (1)—The employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19.
- Advised to self-quarantine (2)—The employee has been advised by a health care provider to self-quarantine related to COVID-19.
- Symptoms and seeking diagnosis (3)—The employee is experiencing COVID-19 symptoms and is seeking a medical diagnosis.
- Caring for an individual (4)—The employee is caring for an individual subject to an order described in category (1) or self-quarantine described in category (2).
- Caring for a child (sick leave) or Caring for a child (family leave) (5)—The employee is caring for his or her child where childcare is unavailable due to COVID-19 related reasons. Select either sick leave or family leave depending on the individual's situation.
- Other substantially-similar condition (6)—The employee is experiencing any other substantially-similar condition specified by the U.S. Department of Health and Human Services.
- Seeking or awaiting diagnosis (ARPA) (7)—The employee is seeking or awaiting results of a test for or a diagnosis of COVID-19.
- Obtaining immunization (ARPA) (8)—The employee is obtaining COVID-19 immunization.
- Recovering from immunization (ARPA) (9)—The employee is recovering from any injury, disability, illness, or condition related to COVID-19 immunization.
CAUTION: PDS does not track the hours and amounts that have already been used, so keep this in mind when issuing checks. Make sure you track the applicable limits for your employees.
- 100% for up to two weeks (80 hours) for categories (1), (2), (3), (7), (8), and (9), with a maximum of $511 daily and $5,110 total.
- Two-thirds for up to two weeks (80 hours) for categories (4) and (6), with a maximum of $200 daily and $2,000 total.
- Up to 10 weeks of additional paid sick leave and expanded family and medical leave paid at two-thirds for category (5), up to $200 daily and $10,000 total.
Employers will be eligible for reimbursements for these coverages. For now, employers paying for these types of leave will not be responsible for the employer portion of Social Security. For more information, visit the IRS website and the U.S. Department of Labor website.
- Delete Paycheck
Delete the selected paycheck line. This does not delete the master paycheck.
- Print Requirements
Print a list of the cash requirements, including regular, overtime, and special hours.
- Check Date
Displays on all of the paychecks. Once the paycheck is written, you can only change the date if you void and reissue the paycheck.
- Check Layout Style
Click Edit Style to create or modify the paycheck and stub styles. For more information, see Set the Check Layout.
- Print Batch Report
Print a report of all paychecks that are part of the batch. For more information, see View Paycheck Batches.
- Print Account Summary
Print a report of all accounts used in the distributions of the paychecks paid in this batch. For more information, see View Paycheck Batches.
- Print Tax Liability
Print a breakdown of the batch's employee and employer taxes.
- Print Employee FICA J.E.
Print the adjusting journal entry that was created for the employer portion of the FICA tax. This automatic journal entry is set up in the Employer window. For more information, see Set Up Employer Journal Entries.
- Direct Deposit Process
Prints employee receipts, a direct deposit summary, and creates the ACH file that you give to the bank. For more information, see Process Direct Deposit.
- Print Positive Pay Report
Create a file that can be used by Positive Pay to verify checks. You can set up multiple banks/accounts. The first one you set up is the Default account. To set up another bank/account, click Add New in the Choose Account drop-down list. Enter the name, and enter the Positive Pay Settings for that bank/account.