COVID-19 - Your myPay Solutions team is here to support you

Alerts and notices

This article provides information for our Payroll Partners about the COVID-19 virus situation and what myPay Solutions is doing to assist with all of your payroll needs.

myPay Letterhead

May 2020

Hello everyone. May 16th marks our 60th day working from home at myPay Solutions. It’s been quite a ride! I am happy to say we are all healthy and have pivoted to our current situation without missing a beat. Love our staff!

Please take note of our ever-changing Help & How-to Center resources. Thomson Reuters is committed to be your Answer Company and we are constantly looking for ways to keep you updated not only on payroll issues, but pertinent information for small and medium businesses (SMBs) in general. This week we have included a completely new website for SMBs specifically. Please see the reference below to the Small Business COVID-19 Resource Center that was recently launched. It combines data points from both our legal and accounting/tax resources.

Our Payroll Insider newsletter is coming out in about a month. As always it will contain lots of good articles and a poll question or two. We would like to know how you are doing.

Until then, stay healthy, strong and resilient.

Elena Hesse
VP, GM myPay Solutions
Thomson Reuters

New!Presidential Memorandum on Deferring Payroll Tax Obligations

On August 8, an executive order was issued by President Trump announcing that on September 1, employees could defer withholding their Social Security portion of Federal payroll taxes (6.2%) until the beginning of 2021.

Further clarification was provided by the IRS on August 28, outlining that employers can defer withholding and payment of the employee's portion of the 6.2% Social Security tax on wages paid from September 1 through December 31, 2020. The future due date for withholding and paying these taxes from employees who elect to defer them would be the 4-month period beginning January 1, 2021.

The employee Social Security tax deferral may apply to payments of taxable wages to an employee that are less than $4,000 during a bi-weekly pay period, with each pay period considered separately. No deferral is available for any payment to an employee of taxable wages of $4,000 or above for a bi-weekly pay period.

If you choose to defer the Social Security portion of payroll taxes for any employee, you can request this update by contacting your Payroll Specialist directly.

They will ask you to provide the employee name(s) and employee ID(s) for any individuals that are electing to defer the withholding of their taxes through the end of 2020.

In addition, a Tax Waiver will be provided for you to sign to acknowledge the deferral.

You can specify which employees are electing to defer their portion of social security taxes when you request this option from your Payroll Specialist.

No. The deferral can only be applied to future payrolls as the tax payment has already been made to the IRS.

The current guidance from the IRS is that the due date for withholding and paying the taxes for employees who elect to defer them would be the 4-month period beginning January 1, 2021. myPay Solutions will have further information about how this will be facilitated as it becomes available.

Many unanswered questions remain about the implementation of the new guidelines. The AICPA, in a letter to Treasury and the IRS on August 12, asked for guidance on many open issues regarding the presidential memorandum.

  1. If a client wants to defer these payroll taxes to end of the 2020, they must request this from their Payroll Specialist. The employee check box will be unavailable to the client in myPay Solutions Direct. The client must sign and return the tax waiver and supply the Specialist with the name of the employee(s) that want to participate.
  2. A Social Security Tax Waiver must be completed and returned by the client. The waiver can be downloaded here: LINK
    1. The waiver will be saved in FC under the 2020 Client Tax Information folder.
  3. A Social Security Tax Email Template that specifies which client and which employee they want to defer.
    1. Email Template: Tax Waiver will be attached.
  4. The Payroll Specialist will email the Supervisor box.
    1. Supervisor will confirm the tax waiver was received and reply back to the Payroll Specialist this has been approved.
    2. The Supervisor will save the email in the COVID – EE FICA-SS Deferral folder.
  5. Once the Payroll Specialist receives the approval, they can mark the box under the requested employee(s). See 2020 Employee FICA Tax Deferral Procedure for additional details on the checkbox and check entry.
    1. This feature is also available under Edit Multiple Employees.
  6. We have updated several custom reports in the Accounting CS Library to include the new Deferred FICA-SS tax information.
    • Depository Totals - COVID-19
    • EFTPS Payment Worksheet - COVID-19
    • EFTPS Phone Payment Worksheet - COVID-19
    • Payroll Tax Summary - Check Detail

Coronavirus Aid, Relief, and Economic Security Act (CARES Act)

Process:

  1. Specialist receives either the Form 7200, amount for Employee Retention Credit or amount for ER Sponsored health care.
  2. Specialist receives the signed tax waiver (See Attached). Waiver and details from step one are saved in FC under 2020 Client Tax Information.
  3. Email template is sent to MPS Supervisors/ Tracy/Dawn.
    1. MPS Supervisors will save the email in a separate folder to track if needed for future.
    2. Dawn will make the manual adjustments.
  4. Specialist submits amendment request via EMS.
    1. If it’s before July 15, fee for 941 amendment can be waived since they haven’t actually been transmitted yet.
    2. If it’s after July 15, the specialist will bill the normal 941 amendment fee since they are starting to be transmitted.

Tax Waiver Q2 941 Adjustments

Email Template to MPS Supervisors

myPay Solutions has added a 7200 Worksheet to assist you with completing the form.

Form 7200 Worksheet - COVID-19 custom report

  • A new report to assist clients in completing the Small Business Administration (SBA) loan forgiveness application is now available within the myPay Solutions Direct application.
    • To run the Paycheck Protection Program Loan Forgiveness Report, log into your secure portal, select Applications and open the myPay Solutions Direct application.
    • Once the program opens, choose Print Reports from the menu on the left, and select the report titled Paycheck Protection Program Loan Forgiveness Report. Show me.
      PPP Forgiveness Report
    • Select the appropriate date range based on your needs.
    • To get the information required on the application, you will need to run this report multiple times using various date ranges, all of which are specified in the SBA application instructions.
  • For detailed information about Report contents and calculations what the contains click here to Show me.

    Section headings

    The Paycheck Protection Program Loan Forgiveness Report includes sections that correlate to those on the loan forgiveness application. If a section doesn't apply to your business, it won't display on the report.

    • Employee compensation of less than or equal to $XX,XXX.XX for the XX week time period. Use the information in this section to fill out Table 1 of the loan forgiveness application. This table requires you to enter information for employees who were paid an annualized rate of less than, or equal to the cap of $100,000.00 for all pay periods in 2019.
    • Employee compensation capped at $XX,XXX.XX for the XX week period. Use the information in this section to fill out Table 2 of the loan forgiveness application. This table requires you to enter information for employees who were paid an annualized rate of more than the cap of $100,000.00 for all pay periods in 2019.
    • Employer paid contributions and state/local taxes. This optional section lists the employer contributions and employer paid state and local taxes for the reporting period. If you include this information when you run the report for the PPP loan coverage period or the alternate loan coverage period, it could help complete the Non-Cash Compensation Payroll Costs During the Covered Period or the Alternative Payroll Covered Period section of the SBA loan forgiveness application.

    Columns

    • Cash Compensation. This column displays the employees' gross pay, excluding leave covered by the Families First Coronavirus Response Act (COVID-19 self care, other care, and extended child care).
    • Average Full-time employee (FTE) calculations. For each employee, the average number of hours paid per week in the report date range is divided by 40. This is capped at 1.0 where average hours is over 40.
    • Simplified Average Full-time employee (FTE) calculations. This is the calculation used in the instructions for the SBA loan forgiveness application.
      • 1.0 - The employee's average number of hours paid per week in the report date range is 40 or greater
      • 0.5 - The employee's average number of hours paid per week in that date range is greater than 0 but less than 40

    Standard hours vs Actual hours

    The Paycheck Protection Program Loan Forgiveness Report assumes that an employee worked standard hours if all of the following conditions are true.

    • The employee used a pay item with a Salaried amount calculation type.
    • The Salaried amount pay item has an amount associated with it on the payroll check.
    • The Salaried amount pay item has 0 regular hours recorded on the payroll check.

    If one or more of those conditions are not true, the Paycheck Protection Program Loan Forgiveness Report uses the actual hours as recorded on the payroll check.

  • Thomson Reuters Employee Retention Credit Eligibility Tool may be used to determine if a business qualifies for the Employee Retention Credit.
  • Click here to learn more and obtain customized information: Employee Retention Credit Tool
  • President Trump Signs Paycheck Protection Program Flexibility Act: On 6/5/20, President Trump signed the Paycheck Protection Program Flexibility Act (PPPFA) of 2020 (H.R. 7010), which modifies provisions related to the forgiveness of loans made to small businesses under the PPP. The PPPFA (1) eliminates a CARES Act provision that prevented certain PPP participants from deferring the payment of payroll taxes; (2) requires borrowers to use at least 60% (rather than the original 75%) of PPP funds on payroll costs; (3) gives borrowers 24 weeks (rather than the original eight weeks) to spend PPP funds; (4) pushes back the original 6/30/20 deadline to rehire workers to 12/31/20; (5) provides additional exceptions if a borrower is unable to rehire the required number of employees; and (6) extends the minimum maturity date of the loan (for proceeds that are not forgiven) to five years. The full legislative text of the bill is available at www.congress.gov/bill/116th-congress/house-bill/7010/text
  • Use the Treasury’s website to obtain the latest guidance or to apply for forgiveness of your PPP Loan if you qualify: U.S. Dept of Treasury PPP Website
  • myPay Solutions has a report available that can help you complete your PPP Loan Forgiveness Application within the myPay Solutions Direct application. It can be found under Reports > Paycheck Protection Program Loan Forgiveness Report.
  • If you need to update your bank information due to an account linked to a PPP loan you received, please reference these steps on how to change your information with myPay Solutions: Changing or Updating Your Company Bank Account
  • If you have questions about your application or qualification for loan forgiveness, you should consult with your accountant or loan provider.

The Coronavirus Aid, Relief, and Economic Security Act (CARES Act), enacted on March 27, 2020, is designed to encourage Eligible Employers to keep employees on their payroll, despite experiencing economic hardship related to COVID-19, with an employee retention tax credit under the Employee Retention Credit and access to a federal loan for payroll purposes under the Paycheck Protection Program.

  • The Paycheck Protection Program is part of the CARES Act that allows small business to potentially receive 100% federally guaranteed loans for payroll purposes.
  • Employers could be eligible for a loan of up to 2.5 x their average monthly payroll costs.
  • To get more details about a Paycheck Protection Program Loan and to see if your business qualifies, read the U.S. Chamber's Guide to Emergency Coronavirus Loans.
  • The SBA website contains a copy of the Application for a Paycheck Protection Program Loan.
  • You should consult your accountant or lender for further guidance if you have any questions about obtaining a Paycheck Protection Program Loan.
  • myPay Solutions has made a Paycheck Protection Program Report available within the myPay Solutions Direct application to help determine your average monthly payroll costs.
    • To run the Paycheck Protection Program Report, log into your secure portal, select Applications and open the myPay Solutions Direct application.
    • Once the program opens, choose Print Reports from the menu on the left, and select the report titled Paycheck Protection Program.
    • You can select the appropriate date range and reporting options based on your needs. The report defaults to 2019 totals and total gross wages for the timeframe selected. Show me.
      COVID PPP Report Selection
  • The Paycheck Protection Program Report includes:
    • Paycheck Protection Program Report example. Show me.
      COVID PPP Report Preview
    • The ability to provide details by employee or as a company.
    • The following explanations listed at the top of the report:
      • Total Gross Wages include all wages except Independent Contractor Earnings, Reimbursements, and Federal Unemployment. The Monthly and 2.5 x Monthly Average calculations exclude compensation over $100,00.00.
      • Employer Paid FICA includes the Employer Portion of Social Security and Medicare.
      • State Unemployment includes any State Unemployment amounts.
      • Employer Contributions include any Employer Reported Health Insurance and Retirement Contributions.
    • Column Details for both Employee Details and Company Totals:
      • Total: This is the total amount as depicted for the specified row.
      • Compensation in Excess of $100,000: This is the earnings in excess of $100,000.
      • Monthly Average: This is the amount listed in the total column subtracting any Compensation in Excess of $100,000 divided by 12.
      • 2.5 X Monthly Average: This is the amount of the monthly average multiplied by 2.5.
  • The Paycheck Protection Program Report excludes:
    • 1099 wages paid
    • Reimbursements (Exclusion is done by name containing “REIM”)
    • Federal Unemployment Taxes
    • Costs over $100,000 on an annualized basis for each employee. The amount that is in Excess of $100,000 will appear in a separate column.
  • For purposes of calculating the average monthly payroll, most businesses will use the average monthly payroll costs for 2019, excluding costs over $100,000 on an annualized basis for each employee.

Note: Currently there is conflicting guidance from the government about whether to use calendar year 2019 information for the loan application or to use the 12 months data prior to the date of filing the loan application. If you wish to run the report for any specific 12-month period, you can modify the date ranges of the Paycheck Protection Program Report to fit your lender’s needs.

  • If you are a seasonal employer, you can run the report for the 12-week period beginning Feb. 15, 2019 or March 1, 2019 (decided by the loan recipient) and ending June 30, 2019 to obtain your average monthly payroll costs.
  • If your business was not in existence during previous periods, you can run the report for the dates of Jan. 1, 2020 to Feb. 29, 2020 to obtain your average monthly payroll costs.
  • You should confirm with your lender which specific look-back dates they require for your application.

We do not have forecasting reports available within myPay Solutions Direct; however, we do have alternative reports available that can help you determine the average number of full-time employees or your payroll costs for a specified period.

  • You can run the myPay Cash Requirements and Deposits Report within myPay Solutions Direct to see what your actual payroll costs were for a specified period and use those historical numbers to determine what your future payroll costs might look like.
  • In order to determine the number of full-time employees for a specific time period (defined as 30 or more hours per week per ACA guidelines) you can run the Average Fulltime Employee Worksheet Report within myPay Solutions Direct.
  • Both reports can be found within your myPay Solutions Direct application. Once you have launched the application, click on Print Reports from the menu on the left and choose a report from the list. Show me.
    PPP Cost Reports

Internal: If neither of these reports work for your client or RA, there is another option that you can walk them through to get updated numbers based on their current payroll situation.

  • You can explain how to create an On Demand payroll batch using myPay Solutions Direct. This will allow the client to enter different scenarios and use the preview payroll option to view the cash required. We are not providing this as a first option due to the risk of the client unintentionally submitting a payroll. Be sure to caution the client about this and recommend they always cancel the batch.
  • This option also has some limitations if they are using multiple payroll items and may require additional instruction if they want to run different scenarios based on hours worked.
  • Link to On Demand payroll: https://cs.thomsonreuters.com/ua/acct_pr/mypay_client/cs_us_en/topics/z_create_on_demand_payroll_dlg.htm
  • In order to change the bank account information for any account that funds your payroll, please contact your Payroll Specialist directly. They will send you the bank account change form to complete and request that you provide either a copy of a voided check, a bank statement, or an online screen shot specifying the routing number, account number, account type and name on the account.
  • Upload your completed bank account change form and accompanying bank documentation to File Exchange for your specialist to take action. We cannot accept banking information via e-mail or over the phone.
  • Internal: Click below to download a full email template that you can send to your client if they are requesting to update their funding bank account. You will need to copy the Word document and paste it into your myPay Solutions email. Remember to personalize that attached bank account change form for the client first before sending them the email template and form: Bank Account Change Outlook Email Template.
  • Internal: Click here for a blank copy of the bank change form that you can personalize by first adding their client ID and name as it is in EMS/SBPR, and indicating whether the client or accountant pays fees and then send to your client to complete the rest and return via File Exchange: Bank Change Form
  • Internal: See our internal HHTC article about how to handle bank account change requests: https://cs.thomsonreuters.com/ua/acct_pr/mypay_client/cs_us_en/payroll_specialists_internal/internal-bank-account-changes.htm
  • The Employee Retention Credit is part of the CARES Act designed to encourage businesses to keep employees on their payroll.
  • The Employee Retention Credit provides for a fully refundable tax credit equal to 50% of qualified wages (including qualified health plan expenses) paid between 03/13/2020 and 12/31/2020. The maximum amount of qualified wages taken into account for each employee is $10,000.00 (for the year) which makes the maximum tax credit $5,000.00 ($10,000.00 x 50%) per employee (for the year).
  • The credit is available to all employers regardless of size, including tax-exempt organizations. There are only two exceptions: State and local governments and their instrumentalities and small businesses who take small business loans (PPP).
  • You can use the COVID-19 sick pay items under the Family First Coronavirus Response Act in conjunction with the credit, however, COVID-19 sick pay items are excluded when calculating qualifying wages.
  • The calculation is a per employee calculation of gross wages up to 50% of $10,000, meaning a cap of $5,000 gross wages per eligible employee.
  • This amount can include employer paid health Insurance.
  • The offset of taxes is for employee and employer paid Social Security and Medicare taxes in addition to Federal Withholding.
  • Get the full details on the IRS website regarding the Employee Retention Credit under the CARES Act.
  • You should consult your accountant for further guidance if you have any questions about the Employee Retention Credit.
  1. The employer’s business is fully or partially suspended by government order due to COVID-19 during the calendar year.
  2. The employer's gross receipts (sales) are below 50% of the comparable quarter in 2019. Once the employer's gross receipts go above 80% of a comparable quarter in 2019, they no longer qualify after the end of that quarter.
    • This calculation is on a quarter by quarter basis.
    • The determination of eligibility for first quarter 2019 allows for the credit to be taken in second quarter 2020.
    • It is expected to have the second quarter 941 to have a line to reflect this credit.
    • Once the employer’s gross receipts (sales) go above 80% of comparable of the quarter in 2019 the credit is no longer able to take after the end of the current quarter.

Example: Accountant and Client determine employer’s gross receipts (sales) in Quarter 1, 2019 were 50,000. Quarter 1, 2020 gross sales were 22,500 the client would be eligible to take the credit in Quarter 2, 2020 ($22,500 divided by $50,000 = 45%).

Example: Accountant and Client determine employer’s gross receipts (sales) in Quarter 3, 2019 were 50,000. Quarter 3, 2020 gross sales were 62,500 the client would not be eligible to take the credit in Quarter 4, 2020 ($62,500 divided by $50,000 = 1.25%).

Qualification – Wage Determination

Qualifying wages are based on the average number of a business's employees in 2019. This falls into two separate categories:

  1. Employers with less than 100 employees: If the employer had 100 or fewer employees on average in 2019, the credit is based on wages paid to all employees, regardless if they worked or not. If the employees worked full time and were paid for full time work, the employer still receives the credit.

    Example: If an employer has 89 employees in which 75 of the employees are being paid wages but are not actively working and 14 of them are being paid for active work being conducted, all 89 employees would be eligible to be included in calculating qualifying wages.

  2. Employers with more than 100 employees: If the employer had more than 100 employees on average in 2019, then the credit is allowed only for wages paid to employees who did not work during the calendar quarter.

    Example: If an employer has 125 employees in which 100 of the employees are being paid wages but are not actively working and 25 of them are being paid for active work being conducted, only the 100 employees would be eligible to be included in calculating qualifying wages.

  • Only active employees who are being paid in the quarter are eligible for the credit up to the $5,000 cap.
  • Yes and No. The IRS has since clarified their guidance on this question.
  • YES if...

    An employer that applied for a PPP loan, received payment, and repays the loan by May 7, 2020 (in accordance with the Limited Safe Harbor With Respect to Certification Concerning Need for PPP Loan Request in the Interim Final Rules issued by the Small Business Administration effective on April 28, 2020) will be treated as though the employer had not received a covered loan under the PPP for purposes of the Employee Retention Credit. Therefore, the employer will be eligible for the credit if the employer is otherwise an Eligible Employer.  For more information, see Business Loan Program Temporary Changes; Paycheck Protection Program—Requirements—Promissory Notes, Authorizations, Affiliation, and Eligibility (PDF).

  • NO if...

    An Eligible Employer may not receive the Employee Retention Credit if the Eligible Employer receives a Small Business Interruption Loan under the Paycheck Protection Program that is authorized under the CARES Act (“Paycheck Protection Loan”). An Eligible Employer that receives a paycheck protection loan should not claim Employee Retention Credits.

Source: IRS - https://www.irs.gov/newsroom/faqs-employee-retention-credit-under-the-cares-act

  1. The Specialist downloads and personalizes the Tax Payment Deferral Waiver – CARES Act for the client that is requesting it. This waiver will be attached to an email template and sent to the client to sign.
  2. The Specialist sends the templated email to their client with personalized Tax Waiver attached.
  3. Once the client returns the signed Tax Waiver, the Specialist will log it in FileCabinet under the Client Tax Information 2020 folder.
  4. The Specialist next sends an email to the Supervisor Inbox with the following information:
    1. Subject: Action Required - Elect ER SS Tax Deferral
    2. Include the client ID and check date
    3. The supervisor will confirm that the signed document is logged in FileCabinet.
    4. The supervisor will go into SBPR - Custom Fields Tab and enter the first payroll date that this deferral will take effect under the ELect ER SS Tax Deferral. This should match the date on the Tax Waiver. The Defer payment of ERFICA-SS to the end of 2021 and 2022 box will also need to be marked on the COVID-19 Acts Tab.
    5. The Supervisor will reply to the Specialist’s email letting them know its approved.
    6. When the Specialist is ready to CPO the payroll, they will then forward their approved email to MPS Banking and CC Maren. The CPO must be done at least 30 min. prior to the batching windows at 11:00am and 4:00pm to ensure banking has time to remove the necessary files.
  • In these instances we will open a document presentation only portal for the client to obtain old data or access a copy of a PPP report. The payroll specialist will need to run the report for the client to obtain from their doc pres folder.
  • Before submitting any requests: Verify if anyone (client or RA) has access still - some termed clients may be still active.
  • Submit a portal request template internally requesting document presentation access. As long as they are the same person with the same email address as we show on file, no portal request form is needed from the client.
  • On your internal portal request, note in the notes COVID 19 PPP LOAN.
  • We can only provide this access to one of the following contacts, using the email address we show on file for them:
    • RA
    • Owner / Executive
    • Payroll Admin
    • Secondary Payroll Admin
  • The client will receive access to document presentation.
  • If the PPP report is needed, the specialist would need to run the report for the client and put it out in doc pres folder for the client.

Families First Coronavirus Response Act (FFCRA)

If your business is filing IRS Form 7200, here is what we need from you - please contact your Payroll Specialist ASAP:

  • Your company used Form 7200 to expedite a federal tax refund due to the aforementioned tax credits, please forward a copy of the completed Form 7200 to your Payroll Specialist BEFORE July 15th 2020, so we can ensure that your Q2-2020 941 return is compliant.
  • Your company paid out any qualified health plan expense amounts related to FFCRA COVID-19 wages during the 2nd Quarter. These can be listed for additional credit. (Note: Employee Retention Credit limit includes the health plan expense amount). If you have qualifying credits, and have not already reported them to your Payroll Specialist, please report them now so they can be accurately reflected on your return.

Both or either of these credits if applicable to you, MUST be reported to your myPay Solutions Payroll Specialist, no later than July 15th 2020.

The Family First Coronavirus Response Act (FFCRA) along with the Coronavirus Aid, Relief, and Economic Security Act (CARES ACT) provided much needed relief for many businesses in the form of qualified sick and qualified family leave wages, along with Employee Retention Credits.

In addition, Form 7200 provided the vehicle to request advance payment of tax credits that are claimed on form 941, the Employer’s Quarterly Federal Tax Return, much sooner than waiting for the quarterly return to be filed, accepted and any credits being refunded.

  • The FFCRA provided for expansions to Paid Sick Leave under Expanded Family and Medical Leave (EFMLA) and Emergency Paid Sick Leave (EPSL) for COVID-19 related reasons.
  • The FFCRA provides eligible businesses with a refundable payroll tax credit that reimburses them dollar-for-dollar for the cost of providing Coronavirus-related leave to their employees. The credit can be applied against any 941 liabilities including Employee and Employer paid Social Security and Medicare taxes in addition to Federal Withholding.

Visit this page to see how your payroll specialist can set up accruable benefit tracking for COVID-19 leave: Tracking COVID-19 Sick Leave

Payroll special item types

  • COVID – 19 Extended Child Care
  • COVID – 19 Other Care
  • COVID – 19 Self Care

Payroll Journal report

Once the above payroll item types are used on a live payroll they will show on in the following ways:

  • As a pay item on each Employee individual check that used the item for that payroll. Show me.
    COVID Reports PR Journal 1
  • As a pay item on the company totals page summarizing the total amount used for that payroll. Show me.
    COVID Reports PR Journal Co Totals

Cash Requirements and Deposits report

There are no changes to the Cash Requirements and Deposits Report as Development is anticipating the variables to be updated soon.

  • The tax liability will be reduced by the FICA-SS employer amount.
  • If a credit forward is available, it will not reflect here either. Show me.
    COVID Reports Cash Reqs Report

Depository Totals report

There are no changes to the Depository Totals Report as Development is anticipating the variables to be updated soon.

  • The tax liability will be reduced by the FICA-SS employer amount.
  • If a credit forward is available, it will not reflect here either. Show me.
    COVID Reports Depository Totals report

Tax Deposit report

  • This report will show the carry over amount the client has available for the next payroll.
  • If your client is asking for these Payroll Items to be setup add this report to their report profile to allow them to see the carry over. Show me.
    COVID Reports Tax Deposit report
  • Employers will be able to claim a payroll tax credit for wages paid for both the Expanded Family and Medical Leave and Emergency Paid Sick Leave.
  • A dollar for dollar credit is provided for Coronavirus-related sick leave and paid FMLA wages against the 941 tax liabilities (Employee and Employer paid Social Security and Medicare taxes in addition to Federal Withholding).
  • Employers will be able to claim these credits based on qualifying leave they provide between April 1, 2020 and December 31, 2020. Leave benefits and payroll credits will not be retroactive.
  • The IRS has released Form 7200 for employers to use to apply for payroll tax credits or anticipated refunds under the FFCRA.

COVID-19: Other Common Payroll FAQs

  • Quarterly Federal Tax Forms for the first quarter ending March 31, 2020 are due on April 30, 2020.
  • Our tax team is working diligently to get these posted as soon as possible, but please note if you see a Form 941 posted it may still be a preliminary copy and not the final.
  • Final returns will be filed by 4/30/20 and any form changes will be reflected on the portal.
  • After logging into your secure portal, select the client name on the left under Document Presentation. When the page loads, select the Accounting option. Show me.
    MPS Portal Accounting folder
  • The quarterly returns for both federal and state are available under the following folders: 3/31/19, 6/30/19, 9/30/19 and 12/31/2019
  • The annual returns for both federal and state are available under the 12/31/2019 folder.

Your company tax agency ID numbers can be found on your tax returns.

IMPORTANT: Please login to your myPay Solutions portal regularly. We post important information daily as we receive it, such as unemployment claim notices, that need your action and attention in the Urgent Correspondence, Action Required Folder. Show me.

COVID-19 Unemployment Claim Info

Due to the impact of COVID-19, many businesses are working with their employees to assist them in filing unemployment claims. myPay Solutions handles the unemployment tax filing, but the filing and processing of unemployment claims must be handled by the employee, the business and the unemployment agency.

Some businesses may have mistakenly listed myPay Solutions as the record of address for agency correspondence. To ensure prompt receipt of time sensitive correspondence, please make sure your business address is on file and up to date with the agency instead of ours.

The state of Michigan is asking that all unemployment claims are filed through MiWAM.

This affects both employers and employees

For Employees: https://miwam.unemployment.state.mi.us/ClmMiWAM/

For Employers: https://miwam.unemployment.state.mi.us/EmpMiWAM/

  • Employees can access check stubs online via our web employee portal options. Please click here for additional information on setting up and maintaining web employee portals.
  • Employees currently receiving live/paper checks are encouraged to setup direct deposit or paycard deposit. Direct deposit can be setup online through the myPay Solutions Direct payroll application. If you’d like to setup paycard deposit for your employee(s), please contact your payroll specialist.
  • If direct deposits or paycard deposits are not viable options, please contact your payroll specialist to discuss additional options for distributing live paper checks.

At this time SUTA taxes will continue to be paid and are not delayed nor a credit provided.

At this time we are still awaiting for the State agencies to pass laws that will encompass how they will provide credits or incentives.

We are actively monitoring for updates from state agencies and will implement necessary changes in the program as required. 

Georgia

The Georgia Department of Labor (GDOL) has adopted an emergency Rule 300-2-4-0.5 Partial Claims, effective March 16, 2020. The rule mandates all Georgia employers to file partial claims online on behalf of their employees for any week during which an employee (full-time/part-time) works less than full-time due to a partial or total company shutdown caused by the COVID-19 public health emergency. Any employer found to be in violation of this rule will be required to reimburse GDOL for the full amount of unemployment insurance benefits paid to the employee. Download the How Employers File Partial Claims Desk-Aid found on the GDOL Alert Page and follow the step-by-step instructions.

Filing partial claims results in your employees receiving unemployment insurance (UI) benefit payments faster, usually within 48 hours for claims filed electronically. Employees for whom you file a partial claim are NOT required to report to a Georgia Department of Labor career center, register for employment services, or look for other work.

Michigan

  • PER THE STATE of Michigan: If an employer is laying off employees due to COVID-19, the individual filing the claim would list COVID-19 as the reason of separation. The Seeking Work Waiver is NOT REQUIRED. Employers are not required to take additional steps prior to laying off employees due to COVID-19.
  • This waiver is only required if Employers are laying off employees for general business purposes. NOT DUE TO COVID-19.
  • Seeking Work Waiver - If you are an employer temporarily laying off workers, you can request a waiver of the work registration and seeking work requirements for your laid off worker(s). This waiver can only be requested if you expect work to be available within 45-days of the individual’s last day of work and must be requested prior to the individual becoming payable for benefits. To request this waiver, employers can log into their Michigan Web Account Manager (MiWAM) at www.michigan.gov/uia and click on the Seeking Work Waiver link. Employers will be required to enter the employee’s last day worked and back to work date. If the laid off worker does not return to work within 45-days of the last day worked, the individual will need to register for work and begin looking for work. The waiver cannot be extended and late waiver requests or requests submitted without the required information will not be granted.
  • Unfortunately, this is outside myPay Solution’s services and abilities to assist with. The client should contact the state unemployment office or their accountant for guidance or further information.
  • Waiver Notice : https://www.michigan.gov/leo/0,5863,7-336-78421_97241_90031-509752--,00.html
  • How To Steps to Request Waiver : https://www.michigan.gov/leo/0,5863,7-336-78421_97241_89981-100433--,00.html
  • SwipeClock (Workforce Management) will provide temporary billing hiatus for companies in distress due to the COVID-19 crisis.

    In recognition of this need, SwipeClock has created an emergency billing hiatus program that will allow companies with zero punch activity to keep their accounts without minimum fees.

    This will allow us to assist our clients to keep their accounts in place without having to cancel their account. This is important since our Workforce HUB clients are using this to access their paycheck stubs which they need to file for unemployment.

    Clients who are requesting this must have zero punches on their account for the entire month.

  • If a client requests the suspension of their Workforce Management client, please do the following:
    • Inform them that no punches must occur on their account for the entire month to meet the requirements for this billing hiatus. Please let them know that they will not be billed for Workforce Management until they run another payroll with us.
    • Send an email to the Workforce Management Inbox (Workforce Management Workforce.Management@thomsonreuters.com), requesting a billing hiatus. This email must include:
      • MPS ID
      • Client Name
      • Payroll contact at company requesting the billing hiatus
    • Please record in FLASH using COVID 19 in notes.
    • The request will then be forwarded to Rachelle Caldwell (Rachelle.caldwell@mypaysolutions.com) to enter into the official request form to SwipeClock where it will be processed.

We became aware yesterday that IRS is not currently taking live calls. SSA is experiencing heavy delays and reduced staffing of their phone lines due to COVID-19 per their phone recording.

We have heard the same story from many state and local agencies as well.

These developments are causing delays in the our handling time of any notices we receive, however we are diligently working to address them as quickly as the agencies allow.

  • Clients who are currently eligible for direct deposit can transition any non-direct deposit employees to direct deposit employees can view their paystubs via the Employee Self Service option.
  • Clients can hand write checks to employees or print checks from the portal if the functionality is there.
  • If needed, we can ship check stock to the temporary business location/payroll admin’s temporary address as long as UPS is delivering.
  • Clients can also check with their accountant to see if the checks can be printed and disbursed to the payroll admin or employees from their office. Clients need to inquire about this option directly with their accountant.
  • We can transition clients who are remote check printing to print and ship clients if they would like and we can ship all checks to the temporary business location/payroll admin address as long as UPS is delivering. If you have a client who wants to make this change, please see your Supervisor.

Related Resources

  • The economic ramifications of COVID-19 continue to evolve. At Thomson Reuters, we hope this simple collection of resources will help small businesses make important decisions during this unprecedented time.
  • Click this link to access the Resource Center: Small Business COVID-19 Resource Center

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This course covers the tax relief provisions for individuals and business as well as a few miscellaneous provisions. A few of the major provisions include the individual recovery rebate/credit, waiving RMDs for 2020, above-the-line charitable deduction, employment retention credit, temporary repeal of NOL limitation, temporary NOL carrybacks, temporary increase in deductible interest expenses, and technical correction for qualified improvement property. This update course provides a general review of new developments in tax legislation.

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We are fully functional to setup and process shipments for Rapid Pay Cards. A few things you need to know are bulleted below:

  • Rapid Pay Card setups will be completed between the hours of 10:00 am and 3 pm.
  • If you request a Rapid Pay Card after 3 pm it will be setup the next business day.
  • Once the Rapid Pay Card is setup you will receive a response to your request email asking you to do the following:
    • Add the direct deposit information to the employee
    • Log a shipment in EMS printing a label and a pack out to the pack out room.

Please keep in mind that we will do our best to setup Rapid Pay Cards the same day they are submitted if they are submitted by 3 pm est. However, please set the expectation that it may take a few days for this process to be completed.

Given our quickly changing environment, we are looking to proactively contact all print and ship clients to discuss different options. We’ve outlined some instructions below. Please have this completed by noon on Thursday, March 26.

  1. Contact your clients listed on the spreadsheet. Clients may be listed more than once for multiple payroll schedules.
  2. Update/modify columns I – M in the spreadsheet as necessary. If the information is the same for both payroll schedules, please only update one line.
  3. We have included the script below to help initiate these conversations and provide options available.

Communication to have with clients

Hello _______,

I am calling you today to make sure you know about our additional options for getting your employees paid. Today, we happily offer you the print and ship service. As it stands today, we have no indication that we cannot continue this service. We did however want to be proactive just in case you are finding it difficult to route the checks to your employees now. Here are the options we can do for you:

  1. Move any or all of your employees to direct deposit
    1. No additional fee
    2. Straightforward process
    3. You would save money as well
    4. (If the client does not submit payroll 48hrs out, you need to move them to that if they choose this option)
  2. You have the option to print the checks at your own location.
    1. No additional fee from us, though you would need to get proper check stock
    2. We would send you enough to cover your needs for a month
    3. I will send you the contact information for our supplier, and you can order more going forward directly from them.
  3. You can choose Pay Cards for some or all of your employees.
    1. Great option for employees who do not have a bank
    2. We charge no extra fees, however the Pay Card company has a chart of theirs, pretty reasonable, I will send information for Rapid!

Since clients may no longer be available at the normal shipping address we have on file, verify the address listed in the EMS Shipment screen with the client to ensure we are shipping to the correct address. In column M, please put Yes once the shipping address has been verified if we will continue to print and ship their checks.

I just want to reiterate it’s not currently mandatory for clients to stop our print and ship service. However, if they want us to continue we need to ensure someone will be available at the location we are delivering checks. We also want to ensure clients are considering alternative options.

Please contact your supervisor if you have any additional questions.

We want to confirm the details of our AutoPay client payrolls prior to processing them during these uncertain times for the businesses we serve.

  1. Reach out to your autopay client to confirm their payroll is still accurate and should be processed before the processing date/time.
  2. If you cannot not reach them before processing, contact them via every channel you have, email, phone, secondary PR Admin, and finally RA.
  3. If you still get no response, let your supervisor know the following so we can assess how to proceed client by client:
    • What business is the client in
    • How much is the payroll funds/direct deposit
    • How long have they been in business

Related articles

Tags

C-19, Coronavirus, ERC

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