This means that all payroll professionals must follow the official government recommendations to confirm their key worker status with their employer and proceed with any business continuity arrangements that are in place.
As this is an unprecedented situation, many companies are now looking to develop a clear contingency plan for their payroll services. Paying every member of staff accurately and on time remains essential for all businesses, which is why employers must put sufficient measures in place to cover every eventuality if they are to keep payroll running smoothly over the coming weeks and months.
With that in mind, here are several key considerations that both payroll professionals and their employers need to be aware of as the coronavirus situation unfolds.
Who will look after my children?
As their work is deemed critical to the coronavirus response, payroll professionals can continue sending their children to school for educational provision during working hours. It’s worth noting that any household with at least one parent deemed as a key worker can send their children to school if required.
In view of social distancing recommendations, parents should not send their children to be looked after by grandparents, friends or other relatives, or to mix socially in any way that could continue to spread the virus.
Can I commute to work as normal?
The government strongly recommends that people avoid non-essential use of public transportation, including trains, buses, trams and the London Underground. Only key workers are permitted to use necessary public transport links, though even then they should look to make alternative arrangements wherever possible.
Many companies are now taking advantage of cloud solutions to avoid the need for employees to commute to work and risk any unnecessary social interactions – and that goes for payroll too. Providing that they are supported by the right payroll software, departments can run cycles and key processes from home with no disruption to their normal routine. This flexibility is proving invaluable in current circumstances as it safeguards employee health and engagement, and ultimately puts people’s minds at ease.
Can I request flexible working?
Despite their key worker status, payroll professionals still have a legal right to request to work remotely providing that resources allow and that they can demonstrate due cause. This could include working from home in order to self-isolate, or to care of sick relatives.
In most cases, this is only an option for departments that are supported by cloud solutions that enable employees to access key programs and files from anywhere with an internet connection. Of course, not all payroll departments have made the jump to cloud computing, in which case it may be a good time to evaluate legacy systems and processes and look to invest in the mobility and welfare of their workforce.
Top businesses understand the need to have a payroll contingency plan that prepares for the possibility that a key member of staff is absent from work for an extended period. If internal resources are lacking, companies may decide to organise the services of an expert external provider in order to guarantee that staff continue to be paid the correct amount on time. This also allays any problems regarding legacy systems and the need to physically be in the office to run payroll accurately and securely.
Am I entitled to Statutory Sick Pay (SSP)?
Given the context of the current situation, all employers and their payroll departments must be fully aware of current statutory rights around sick pay – particularly as certain aspects have changed in the wake of the coronavirus outbreak.
All employers are legally required to pay £94.25 per week to ill employees for up to 28 weeks, though this requirement now starts on the first day if the employee’s illness is related to COVID-19, not the fourth day as per usual. Payroll professionals should be aware of this change in order to continue processing accurate payments on each cycle.
Do I need to wear a face mask or gloves to work?
Many people are debating the efficacy of wearing face masks or gloves for added protection from the virus, though the official guidelines from the World Health Organisation (WHO) state that healthy people should only wear a mask if:
- They display symptoms of coughing or sneezing
- They are taking care of a person with a suspected coronavirus infection
The WHO underline the fact that masks are only effective when combined with frequent hand-cleaning and correct usage and disposal. However, it is recommended that any common work spaces should be thoroughly disinfected and cleaned on a regular basis.
As for disposable gloves, a Public Health England spokesperson recently told The Independent: ‘PHE is not recommending the use of gloves as a protective measure against COVID-19 for the general public. ‘People concerned about the transmission of infectious diseases should prioritise good personal, respiratory and hand hygiene.’
What should I do if I develop coronavirus symptoms?
Regardless of their key worker status, if a payroll worker is displaying symptoms of coronavirus such as coughing, sneezing or fever, it’s essential that they follow the recommendation to avoid work, social contact and self-isolate for at least two weeks.
From a business perspective, it always pays to put sufficient measures in place to ensure that payroll continues to run with as little disruption as possible in the event of staff illness. Payroll contingency services can help to manage some or all of the responsibility when internal resource is lacking, whether that’s on an ad-hoc or long-term basis, or whenever urgent emergency cover is needed. These services often prove crucial in avoiding late or inaccurate payments and the major knock-on effect that has on employee engagement, financial wellbeing and organisational trust.
Monitoring the situation
By following these guidelines closely, payroll departments can minimise disruption to their essential duties whilst maximising their own health and safety. We understand these are trying times for every business, which is why we’ll continue to post free informative articles geared towards payroll and HR professionals as the situation develops over the coming days, weeks and months.
Stay up to date in the changing landscape by visiting our COVID-19 support hub, where we’ll continue to add free resources with the best practice guidance. Our dedicated Access People Solutions team are also on hand to discuss any challenges you may currently be facing with your payroll or HR services.