Greetings!

Your monthly updates are here! We hope you find the following employer topics and reminders useful, and encourage you to reach out should you have any questions. As always, feel free to pass this along to anyone who may also find this information of value to their business.
- CA Pay Data Report -
Deadline: March 31, 2021
CA SB 973 requires employers that file EEO-1 reports and employ more than 100 employees to submit data to the California Department of Fair Employment and Housing (DFEH) annually — sorting pay by employee race and gender. Submissions of the pay data report will be through the DFEH's Pay Reporting Portal and may be entered manually, or by utilizing the state-provided template. Reporting is due by March 31, 2021, unless approved for an Enforcement Deferral.

Note: Easily access this data in iSolved with the Federal Reporting Data feature! If you have enabled the EEO Self-Identification feature in Onboarding, you will have access to this information under Reporting > Client Reports > HR: EEO1 Report. In Report Writer, look for Federal Reporting Data > Ethnic Origin and Gender fields to add this data to your report.

- RESOURCES -
(NEW!) USER GUIDE

NEED EXTRA TIME TO FILE?
For the first time, OSHA has published comprehensive recommendations on specific workplace COVID-19 prevention policies. This guidance went into affect as of January 29, 2021 and will be updated throughout the progression of the pandemic.
VIEW GUIDANCE HERE
OSHA RELEASES OFFICIAL COVID-19 GUIDANCE
Beware of W-2 Scams
Tax Season = Phishing Season
What do these scams look like?
Emails are typically sent to HR or accounting employees asking them to forward company W-2's to the sender. These "to" and "from" email addresses are legitimate email addresses, with accurate employee names - making it appear as an actual request.

What does the scammer do with the information?
Hackers obtain employee W-2 information to file fraudulent tax returns, seeking large refunds. Consequences of a successful scams are leaked data and possible employee class litigation.
How do I prevent phishing in my organization?
Cyber security experts agree that the best self defense is employee awareness. This includes ongoing security awareness training for all levels of employees, internal procedures for verifying transfer of sensitive information, and even simulated phishing exercises.
CDC Issues Revised COVID-19 Mask Guidance
On February 10, 2021, the Centers for Disease Control and Prevention (CDC) issued updated guidance and a report of mask-wearing to slow the spread of COVID-19. These publications further explain the best ways to wear masks amid the pandemic, and also address improper forms of wear. Employers are advised to review the latest guidance to ensure proper safety in the workplace for both staff and customers.
Here are the main do's and don'ts from the reports:
MASK DO'S
  • Choose a mask with a nose wire
  • Use a mask with a mask fitter or brace
  • Check for a snug fit over the nose, mouth, and chin
  • Add layers of material: multilayered cloth mask or one disposable mask underneath a cloth mask
  • Knot and tuck ear loops of a 3-ply mask
MASK DO NOT's
  • Combine two disposable masks
  • Combine a KN95 mask with any other mask
  • Choose cloth masks or KN95 masks with exhalation valves or vents

✔ 1095's and W-2's now available for download and print in ESS.
✔ NEW! Employee Analytics tab. Access Employee Birthdays, Emergency Contacts, Hires and Terms, and I-9 Audit.
✔ Self Service Employee List Update. Customize to display selected column headings and corresponding data in Client Management > Client Utilities > Client > Employee List Settings.
THIS MONTH'S
NEED-TO-KNOWS
Incentivizing Vaccinations:
What Employers Should Consider
As the COVID-19 vaccine becomes more accessible, employers are creating incentives to encourage employees to get vaccinated. These incentives range from extra pay, paid time off, or even gift cards. Though the intent is to create a safer workplace, employers need to be wary of the legalities behind such reward programs. According to the National Law Review, here are the main things to consider:

  • When an employer provides/pays for employees’ medical care (which a vaccine would fall under), the employer has likely unintentionally created a group health plan under ERISA. Many employers may decide to wrap the vaccine incentive programs into their existing medical plans for ERISA compliance purposes.
  • HIPAA requires that employees who cannot receive a vaccine due to an adverse health status factor (such as an allergy to the vaccine) be provided with an alternative method for earning the incentive. 
  • If an employer asks why an employee did not receive the vaccine, the EEOC has indicated that such a question would be a disability-related inquiry subject to the ADA.
  • The EEOC advises employers to warn employees not to provide genetic information as part of the proof of vaccination, as it could lead to compliance challenges under GINA.
PAYARC PARTNER FEATURE
We’ve partnered with ZayZoon to bring Wages On-Demand and financial education to your employees! There’s no cost or liability to you and, as we are already integrated, the service can be enabled in minutes.

Take care of your employees at www.zayzoon.com/21/payarc

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