Emergency Paid Sick and Emergency Paid FMLA Forms and Administrative Processes

Emergency Paid FMLA Administration

Emergency Paid FMLA At-A-Glance

  • Employer receives an immediate tax credit against FICA
  • Provides up to 12 weeks of job-protected leave
    • first 2 weeks could be unpaid
    • up to 10 weeks are paid.
  • Applies to employees who have been employed for at least 30 calendar days
  • Paid portion no less than 2/3rds of the employee’s regular rate of pay
  • Paid number of hours must follow the employee normally scheduled work.
  • Caps the amount of the paid leave, per employee, no more than $200 per day or $10,000 in the aggregate.

Emergency Paid Sick Leave Administration

Emergency Paid Sick At-A-Glance

  • Two weeks (up to 80 hours) of paid sick leave at the employee’s regular rate of pay where the employee is unable to work because the employee is quarantined and/or experiencing COVID-19 symptoms and seeking a medical diagnosis; or
  • Two weeks (up to 80 hours) of paid sick leave at two-thirds the employee’s regular rate of pay because the employee is unable to work because of a bona fide need to care for an individual subject to quarantine, or care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19, and/or the employee is experiencing a substantially similar condition.
  • Applies to employees who have been employed for at least 1 day

The U.S. Department of Labor (DOL) has published new frequently asked questions (FAQs) about whether employees qualify for paid leave under the Families First Coronavirus Response Act (FFCRA) in different school reopening situations, including those that blend in-person with distance learning. The DOL’s three new FAQs were added to existing FFCRA FAQs on Aug. 27, 2020.

The new FAQs address employee eligibility for expanded family and medical leave and paid sick leave when:

  • A child attends a school operating on an alternate-day basis;
  • A parent chooses remote learning when in-person instruction is available; and
  • A school begins the year with remote learning but may shift to in-person instruction if conditions change.

In general, according to the FAQs, parents qualify for FFCRA leave only on days when in-person learning by the child is not permitted by the school. Parents may be eligible for FFCRA leave if the child has been advised to quarantine or isolate.

The FFCRA allows certain employees to take up to two weeks of paid sick leave and up to 12 weeks of expanded family and medical leave, 10 of which are paid, for specified reasons related to COVID-19. An eligible employee can take both types of paid leave because of a need to care for the employee’s son or daughter whose school or place of care is closed, or whose child care provider is unavailable, due to COVID-19 related reasons.

Processing “How Tos”

Once the manager has reviewed and accepted the employee’s sick leave request form, the following steps need to be done to enter the employees eligible rate of pay for E-SICK or E-FMLA leave.

Step 1. Find the report in the manager portal

  • Login to the Manager Portal
  • Click on the report icon at the top of the page
  • Under “HR | Report” look for “COVID-19 Leave Estimate Report


  • using the search filed at the top of the page, search for “COVID”
  • Select “COVID-19 Leave Estimate Report”

Step 2. Run the report

Run the COVID-19 Report to obtain the employees pay rate and hours by typing in the search bar COVID, pick COVID-19 Estimate Leave Report:

Select the following parameters

  • The “As of Date” is the end of the last full pay period for the employee

The report returns the results needed to enter on the employee details screen.

The Employee Rate of Pay will need to be entered on the Employee Details Tab under the alternate pay rate.

The average hours obtained from the report will need to be entered onto the Other tab: 

Step 3. You are now ready to enter the time into the timesheet. 

On the timesheet, enter applicable paycode by leave type, hours and select a project in the column for the reported. 

Examples are:                                                                                                                          Paycode
Emergency Paid Sick Leave (employee)                        Up to 80 hours                               CO19-100
Emergency Paid Sick Leave for Dependent Care         2/3rds pay up to 80 hours               CO19-2/3
Emergency Paid FMLA (Dependent)                           2/3rds pay up to 80 hours               EFMLA-CO19

Be sure to pick the applicable paycode according to leave type and also insert a project of CO19-SICK.  This will assist in later reporting to COVID-19 related payments.