Information for COVID-19 Changes

During this difficult time you may need to make some changes to your setup for 21st Century Accounting.

SICK TIME PAY FACTOR

We hope you are keeping safe and healthy. The federal government has released some guidance regarding the recently enacted Families First Coronavirus Response Act. This law requires employers with less than 500 employees to compensate employees with paid sick leave apart from their regular sick pay if they are affected by state or city enacted quarantines. Qualifying sick pay starts April 1, 2020 and lasts until December 31, 2020. Employers with fewer than 50 employees may be exempt from these requirements. Please visit the IRS site for more information.
 
The Emergency Paid Sick Leave Act applies to employees that are experiencing the following conditions. Please check the IRS website for more information or consult your accountant.

  • Government quarantine related to COVID-19
  • Caring for individuals subject to COVID-19 quarantine
  • Caring for children under the age of 18 due to school closures due to COVID-19

To offset the cost of this required sick pay, the federal government will provide relief in the form of Tax Credits which can be retained in the amount of payroll taxes due now and then the difference refunded at an as yet to be determined time. To determine the amount you can retain, consult your accountant or the IRS for more information. The Taxes Activity Report in Payroll/Print/Taxes Activity is a useful tool to help determine these amounts.

The Tax Credit compensation amounts for paid sick leave are as follows. Please check the IRS website or consult an accountant if you are unsure how to compensate your employees.  

  • Employees quarantined due to COVID-19 related illness are entitled to up to $511/per day for a total of $5,110 and up to 80 hours of leave.
  • Employees caring for individuals quarantined due to COVID-19 illness or children if schools are closed are entitled to up to two-thirds of wages up to $200/per day for a total of $2,000 up to 80 hours. 

For current information related to which employees qualify, please visit the IRS site at https://www.irs.gov/newsroom/news-releases-for-current-month.

To keep track of this paid sick leave, we recommend that you set up a separate Sick Pay Factor for any eligible sick pay. Please follow these steps:

  1. From your C21 menu, go to Payroll/Configure/Income.
  2. Select New.
  3. Give this new pay factor some meaningful name such as COVIDSICK or FMLASICK.
  4. In the Earnings subject to section, select the taxes this sick pay is subject to. Please check with the IRS or your accountant to select the appropriate taxes.
  5. Click OK and Save changes.  

After you have created this new sick pay factor, assign the pay factor to any eligible employees.

  1. Go to Payroll/Configure/Employees.
  2. Select an employee that qualifies for this sick pay.
  3. In the Pay factors section, select New.
  4. Select the new Pay Factor you created.
  5. Click OK and save changes.
  6. You can either enter an amount for this factor at the time of setup or when you run Calculate Payroll.

TELEWORK OPTIONS

If your employees will be working from home and need to access 21st Century Accounting (C21), you have two options outlined below.

Before proceeding with either of these recommendations, please do the following:

  1. Make a copy of your C21/data and C21/Reports/custom folders to some portable storage device. Use File Explorer to access these folders on your main or server computer.
  2. Note your C21 serial number and Tax Table as you will need this information when you install on your other computer. You can find this information from the C21 Menu under Help/About.
  3. We recommend you make a backup of your companies as well in System/Company/Backup for safekeeping.

Please select the appropriate option for your installation:

Option 1 - Deauthorize your PSQL Key and temporarily reauthorize on another computer. This option requires you to install PSQL on your home or other computer and use your current PSQL key there. You will first need to deauthorize your PSQL key at your main computer. You will not be able to access c21 once you deactivate your license until it is reauthorized.

  1. Go to Start/Programs/Actian/License Administrator.
  2. Copy and paste your PSQL key onto an email or some other program that you will have access to so that you can use it on your other computer. Make sure you know which version of PSQL you use so that you can select the correct installer below.
  3. Highlight your key and click deauthorize. Once you have done this procedure, you will not be able to access your C21 on that computer.
  4. Next, install PSQL and C21 on your new computer using the links below.
  5. Reauthorize your PSQL key in the License Administrator as instructed above.

Option 2 - Install C21 with a temporary license for 30 days. This option allows you to run C21 on another computer without deactivating C21 at your work location for up to 30 days on a temporary license. During this crisis, we are offering a 50% discount on an additional permanent C21 license for telework needs for the cost of $345.00. If you decide to purchase a permanent license, please let us know before your temporary license expires. Please send us a message if you would like to make this purchase. Use the links below to install.

Installation Instructions:

Step 1: Choose the PSQL version you need. If you are using Option 1, choose the PSQL installer based on what you currently have installed at your office.

PSQL Version 13

www.c21accountingsoftware.com/Special/PSQL-Workgroup-13.30.exe
Install as a Workgroup and Run as a Service for your server. If you need to install on a client computer as well, use Client during installation.

PSQL Version 12

www.c21accountingsoftware.com/Special/PSQL12Workgroup12.1.exe

Install as a Workgroup and Run as a Service for your server. If you need to install on a client computer as well, use Client during installation.

Step 2 - Install C21 to your home or other computer:

http://c21accountingsoftware.com/software-full.php
Download this installation with your serial number and contact information. You will need your serial number during installation.

Step 3- Install the appropriate Tax Table based on what you had before.

April 1, 2020 Payroll Tax Update - If you have had the following Tax Tables installed on your office computer and have reconfigured your employees for 2020 W-4s, select this Tax update.

  • January 16, 2020
  • Februrary 1, 2020
  • February 3, 2020
  • March 1, 2020
  • March 15, 2020
  • April 1, 2020

March 31, 2020 Payroll Tax Update - If you had the following Tax Tables installed on your office computer C21 and do not wish to reconfigure your employees for the 2020 W4s, select this Tax Update.

  • January 1, 2020
  • January 10, 2020
  • January 31, 2020
  • February 29, 2020
  • March 31, 2020

Step 4 - Copy your company data into your new installation. Please read over the instructions for this step here.

If you have C21 Add-ons such as Direct Deposit, please contact us for the appropriate installer. We will email you the necessary files as soon as possible.