Families First Coronavirus Response Act (FFCRA)

For more information on FFCRA, please use the following link: https://www.dol.gov/agencies/whd/pandemic/ffcra-employer-paid-leave

The FFCRA requires certain employers to provide their employees with paid sick leave or expanded family and medical leave for specified reasons related to COVID-19.  The Department of Labor's Wage and Hour Division (WHD) administers and enforces the new law's paid leave requirements.  These provisions will apply from the effective date through December 31, 2020.

Three types of leave the Act covers:

  • All COVID amounts will appear on W2REPT as COVID-SELF, COVID-OTHERS, COVID-EMER.  
  • The COVID fields will appear on AUDRPT as Covid Self deduct, Covid Other deduct, and Covid Emer deduct.
  • The COVID values will print on the employee's W2 in Box 14.  If the employee has a leased vehicle amount and all three COVID amounts, the leased vehicle will print first followed by 2 of the 3 COVID amounts.
  • The COVID values are not included on the W2 submission files.

USPLOAD Instructions for Federal Deduction COVID Reporting

Using the USPLOAD/DEDSCN program, the 3 COVID reporting fields can be imported into the Federal Deduction with a spreadsheet. These amounts will appear on Box 14 of the employee's W2.

  1. Create a spreadsheet with the specific column headings are click here for a template. 
  2. Fill in the ID, code for Federal "001", and the amounts that you have tracked for each individual.
  3. The 3 COVID fields have max amounts.
  4. Save the spreadsheet as a .CSV.

    The format of the DED_CODE column needs to be 3 characters in length for the system to recognize the leading zeros in the 001 deduction. You can change the length to 3 characters by going to 'Format Cells', selecting Custom and typing in 000. 


  5. Transfer the .CSV file to Reflections using FileZilla or the File Transfer in Reflections

    Transfer type for CSV files is ASCII


  6. To upload the data go to USPLOAD, then the DEDSCN option. 

    MENU>USPLOAD

  7. View the COVID amounts in your employee's 001 Federal Tax Deduction Record.