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. 

Three types of leave the Act covers:

  • All COVID amounts will appear on W2 Report as Covid Self, Covid Otheres, Covid Emergency.  
  • 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.

Mass Load Instructions for Federal Deduction COVID Reporting

Using the Utilities/Mass Load 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 listed below. 

    If you have a large number of employees to load, another option would be to load the COVID Federal Deduction Fields.json file from the report repository into your reports manager to create your spreadsheet with the Employee ID and configuration code already populated.

  2. Fill in the ID, code “001” for the Federal Payroll Item, 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.

    Remember the format of the Federal Configuration Code column needs to be 3 characters in length for the system to recognize the leading zeros in the 001 deduction.

  5. Once your spreadsheet is complete you can upload the data through Utilities/Mass Load, using PayrollItem for the Importable Entities.