The Families First Coronavirus Response Act (FFCRA) requires many employers to provide additional paid time off when the absence is related to the COVID-19 virus in 2020. Although public school districts are exempt from many aspects of the act, districts may wish to report time paid off due to COVID-19 in Box 14 of each employee’s W-2.
We have provided a tool that will estimate how much was paid to each employee due to COVID-19 time off and semi-automatically populate that data into the W-2’s Box 14. While this tool can help estimate the time off wages, it is the bookkeeper’s duty to review the calculations for accuracy. If COVID-19 time off was not recorded as expected or if wages have been altered, or if time off was not processed through the payroll, SchoolInsight’s estimates may be inaccurate.
To estimate FFCRA wages and populate Box 14:
- Go to Financials Main > Human Resources > Employee Attendance/Time Off/Substitutes > Estimated Time Off Wage Report
- Choose the appropriate time frame
- Add Covid Time Off to W-2 Box 14
- Click into the Current FFCRA box next to any employee you would like to add box 14 information for. The amount from the Estimated Covid Wages column will copy over but can be edited. Only the data in the Current FFCRA box will populate the W-2.
- Save Changes
Note that you will not be redirected to another page after saving your changes. Click Back or navigate to another page to leave.
To manually review and edit each employee’s Box 14 data:
- Go to Financials Main > Employee - Single View
- Search for an employee
- Select the Payroll tab
- Choose the W-2 view in the upper-right corner
- Select the correct Calendar Year
- Edit Codes
- Enter a description and amount that should appear in Box 14
- Add up two additional rows using the blue sign
- Save