Travel—for both business and leisure—worldwide has virtually come to a standstill during the coronavirus pandemic. At this point, nobody knows when it will come back. Whenever that time comes though, travel will certainly be different than it was before. Airports, airlines, hotels and car rental companies will likely be taking new precautions as companies start greenlighting business travel after COVID-19.
The Global Business Travel Association (GBTA) estimates that the coronavirus potentially costs the travel industry $46.6 billion each month as people stay home. A GBTA survey found that employers canceled or suspended nearly all previously booked or planned international business travel. Ninety-two percent of respondents said all or most domestic business travel had been canceled or suspended.
Will Travel Return?
The short answer is yes. After safer-at-home orders are lifted and companies move into recovery mode, business travel is likely to return—just as leisure travel will. In the corporate world, it may be tough to establish a business relationship with someone you’ve never met in person. Video conferencing has been helping fill that gap during lockdown, but it doesn’t necessarily replicate face-to-face meetings.
Major events and tradeshows are continuing to be canceled or postponed throughout the summer. Some organizations have even switched their events to be in a virtual setting. As in-person events start getting put back on the calendar, attendance and travel will pick up.
After months of no traveling or not being in the office, there may be a pent-up desire to travel. Business travelers often are known to grumble about frequent travel and living out of a suitcase, but after the coronavirus pandemic, there’s a chance everyone is looking forward to the opportunity to pack a carry-on bag or book a red-eye flight.
What Will Business Travel Be Like?
There’s no way to know exactly what business travel will look like once the threat of COVID-19 subsides. But we can start thinking about the ways that travel may be different:
Affordability—Not all travel industry companies will make it through the global pandemic, and revenue losses may impact companies for several years to come. Just as those companies have been taking a financial hit, financial pains happen at a personal level, too. Overall, it may be tough for companies and individuals to afford to travel frequently again.
Transportation—Post-coronavirus, leisure travelers may opt for automobile or train trips and stay closer to home. However, business travelers will most likely not shift their behavior and return to flying as their main mode of transportation.
Destination—Additionally, there’s a prediction that business trips will be focused on shorter trips within the same region. That means that Americans will focus on traveling within America and limit going overseas.
Cleaning—Cleaning and other health safety precautions will be critical for travelers to feel comfortable in an aircraft, airport or hotels. Cleaning and sanitization standards will improve overall. Safety is going to be critical to get travelers back on the road or in the air.
Communication—As travelers are getting used to frequent and transparent communications from travel industry companies, there will be an expectation for that to continue as people are more comfortable traveling again. Companies should provide the same timely, factual and transparent communications to employees and be proactive about revising travel policies.
Some business travel may disappear altogether due to company failure. Additionally, businesspeople are learning during this period of severe travel restrictions that some travel can actually be replaced by teleconferencing technology. As people quickly adapted to working from home, teleconferencing became a staple in today’s workplace, and—as we move into recovery mode—it may be the new norm. Technology will likely evolve with more functionality and higher quality as time goes on and demand stays high. Businesspeople are learning that they can still get work done with teleconferencing, and at a much lower cost.
What’s Next for Business Travel?
Right now, it’s a waiting game as states and employers move into recovery mode from COVID-19. Safety is going to be the main priority for all travelers. Therefore, decision-makers should lean on travel advisories from the Centers for Disease and Prevention and the World Health Organization. Companies will do well to err on the side of caution and keep in mind that it’s not just the destination, but the trip itself where business travelers are at risk for exposure.
Travel agencies can help when the time is right to travel again by providing guidance on locations and logistics. To learn more about the future of business travel, contact GDI Insurance Agency, Inc. today.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive insurance quote!
In response to the debilitating effect the coronavirus (COVID-19) pandemic has had on small businesses across the country, the federal government funded a program under the Coronavirus Aid, Relief and Economic Security Act (CARES Act) called the Paycheck Protection Program (PPP). What should you do after receiving a PPP loan?
Approximately $670 billion has been allocated to the PPP fund, and small businesses across the country have sent in their applications to hopefully receive assistance from this loan program. If your business secured a PPP loan, you may be wondering what your next steps should be. This article provides a general overview of PPP loans and what employers should do if they receive an approved PPP loan.
Review PPP Loan terms
The PPP is designed to get cash in the hands of suffering small businesses quickly, with less stringent eligibility requirements than the existing U.S. Small Business Administration (SBA) loan programs. PPP loans are designed to incentivize business owners to keep employees on payroll. These loans provide 100% federally guaranteed loans to small businesses, through Jun. 30, 2020. Importantly, these loans may be forgiven if borrowers maintain their payrolls during the crisis.
The terms of a PPP loan are as follows:
The amount of a PPP loan available to each borrower is 2.5 times the borrower’s average monthly payroll costs, not to exceed $10 million.
PPP loans require no collateral, have a maximum 10-year term, and an interest rate of no more than 4%.
The loans are available to eligible companies to be used for the following costs incurred from Feb. 15, 2020, through Jun. 30, 2020:
Payroll (e.g., salary, wage, parental, family, and medical or sick leave)
Health care benefits and related insurance premiums
Employee compensation
Mortgage interest obligations
Rent and utilities
A borrower of a PPP loan is eligible for loan forgiveness equal to the amount spent during the eight-week period after the date of the original loan for rent on a leasing agreement, payroll costs (including wages for U.S. employees capped at $100,000 per employee), mortgage interest and utilities. The amount forgiven may be reduced if the borrower reduces the number of employees, or salaries and wages of employees. Borrowers must apply through their lender for forgiveness on the loan.
Employers should work with their SBA-approved lender for any questions related to their PPP loan.
Using Funds Appropriately to Remain Eligible for Forgiveness
U.S. small businesses that were able to secure financial relief through the SBA’s Payroll Protection Program should consider the following to help their cause for qualification of forgiveness of the full principal amount of the loan and any accrued interest:
Use the loan funds only toward: payroll, including salary, wages, tips and covered benefits for employees; rent or mortgage interest; and utilities.
Ensure at least 75% of loan funds are allocated for payroll costs.
Maintain the level of full-time employee (FTE) headcount without reduction during the eight-week covered period.
Maintain the salaries and wages of your workforce during the eight-week covered period. Any reduction of more than 25% for any employee who makes less than $100,000 will reduce the amount forgiven.
Preserve proper documentation to support the amount of proceeds used for payroll costs, rent or mortgage, and utilities.
Prior to June 30, 2020, restore all full-time employment and salary levels back from any reductions made between Feb. 15, 2020, and April 26, 2020.
As mentioned above, preserving proper documentation is important, as this information will be used by your lender when evaluating whether an employer qualifies for PPP loan forgiveness. For more information regarding loan forgiveness eligibility, click here.
Applying for PPP Loan Forgiveness
The CARES Act requires employers to apply for loan forgiveness with the same lender they applied for the PPP loan at the end of the eight-week period following the disbursement of their loan. When applying for loan forgiveness, employers will need to provide the following information:
The total requested amount to be forgiven
Documentation verifying the number and pay rate of FTEs on payroll, including:
Payroll tax filings with the IRS
State income, payroll and unemployment insurance filings
Documentation verifying covered mortgage interest, rent or lease obligations, and utilities
Certification from an authorized representative for the employer that all supplied documentation is true to the fullest extent possible
Certification from an authorized representative for the employer that the amount requested to be forgiven complies with PPP guidelines
After submitting an application, lenders must make a decision on whether an employer’s PPP loan will be forgiven, or how much of the loan will be forgiven, within 60 days. In some cases, a lender may ask for additional information. Employers should monitor their application and pay attention to any requests for additional information. For questions on your company’s loan forgiveness eligibility or application, contact your lender.
Repaying a PPP Loan
If your lender does not approve your loan for forgiveness, or only approves part of your loan for forgiveness, you will be required to repay your loan. While payments for the loan principal and interest are deferred for six months, interest will continue to accrue. Loan repayment is due in two years, and any forgiven amounts are considered nontaxable.
Best Practices
If your company has received a PPP loan, there are a few things you can do to prepare your company for applying for loan forgiveness:
Review your employee data—Understanding and documenting your FTE headcount is essential, as this data needs to be documented for your forgiveness application. Be sure to review the number of FTE employees you had on Feb. 15, 2020, and how many you have on June 30, 2020.
Meticulously document and retain information—All expenses paid for with PPP funds should be documented, and receipts should be retained. Keep this information as organized as possible, as you’ll need to provide it when you apply for forgiveness.
Understand forgiveness is not guaranteed—PPP loan forgiveness isn’t guaranteed, as it is at the discretion of each lender. Additionally, it’s possible that part, but not all, of your PPP loan will be forgiven. Your company should be prepared to repay your loan should it not be forgiven.
For further guidance about your specific PPP loan, consult with your lender.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive insurance quote!
The COVID-19 pandemic has forced many restaurants and food service businesses to shift to survival strategies like carryout or delivery service. Some even had to close their doors for an extended period. As the COVID-19 threat shifts, several states have officially begun implementing reopening measures. However, as restaurants prepare to open their dining rooms, there are numerous factors to consider in order to preserve the health and safety of both employees and guests. A restaurant reopening will need to update existing policies and procedures.
Review the following guidance to help keep your employees and guests safe as you resume normal operations and ensure a successful restaurant reopening. Keep in mind that this guidance is general in nature. Depending on the location of your business, you may need to account for additional state and local requirements or restrictions.
Your Restaurant Reopening and Employee Health and Safety
It’s important to check that employees are healthy as they report to work and come into contact with other employees, food or guests. It doesn’t matter if the employee works in the front or back of the house—per the Centers for Disease Control and Prevention (CDC) guidance, any employee who is sick should stay home. Similarly, if an employee becomes ill or shows symptoms during a prework screening, they should be sent home.
Make sure your policies clearly indicate when ill employees can return to work. At a minimum, you should follow CDC guidelines and have employees self-quarantine for seven days from the onset of their symptoms.
It should be noted that the CDC has not mandated taking employees’ temperatures. If your establishment chooses to do so, it’s best to adopt policies that align with proper procedures and consult local health officials if you have questions. To further protect your employees’ health and safety, consider the following measures:
Provide clear instruction and guidance so employees know what is expected during opening, prep, service and closing procedures.
Train all employees on the importance of frequent hand-washing, the use of hand sanitizers and avoiding touching their hands to face.
Require employees to wear a mask or face covering. Provide all personal protective equipment required for employees to do their jobs, including masks and gloves.
Limit the number of employees allowed simultaneously in break rooms or other communal areas.
It’s understandable that policies may need to evolve as local regulations change, so frequent and transparent communication to employees will be vital to the success of your restaurant’s reopening. Be upfront with employee expectations and consequences, and continue to document protocols and procedures.
Importance of Cleaning and Sanitizing For Your Restaurant Reopening
Familiarize yourself with requirements from your local health department, and make sure you are adhering to them. It’s important to train employees on cleaning and disinfecting procedures and protective measures per the CDC and Food and Drug Administration. Additionally, consider these measures:
Sanitize and deep clean your entire facility, especially if it’s been closed due to the COVID-19 pandemic. Don’t overlook seldom-touched surfaces either.
Utilize appropriate cleaning chemicals in food preparation and contact areas.
Sanitize high-contact areas in the front and back of the house (e.g., touch screens, doorknobs, buttons, cooler doors and checkout counters) every two hours or after each guest leaves the area, if possible.
Clean and sanitize table condiments, digital-ordering devices, check presenters, self-service areas and tabletops between guests. Additionally, consider providing condiments by request or offering single-use, disposable containers.
Sanitize restrooms frequently. Sinks in restrooms should have running water and be stocked with hand soap, disposable paper towels and a plastic-lined waste container.
Clean and sanitize reusable menus after each use. If using paper menus, discard them after each use.
Do not use disinfecting wipes to clean more than one surface. Use one wipe per item or area, and discard them after each use or when they are visibly soiled.
Provide hand sanitizers at entrances, exits, service counters and any other guest touch points. Consider touchless solutions as well.
Restaurant Reopening and Food Safety
Food safety has always been a priority for the restaurant industry. Follow and maintain food-safety practices carefully as you consider new COVID-19 safety protocols. Specifically, keep in mind the following measures:
Change, wash and sanitize utensils frequently. Use rolled silverware and napkins stored in sealed bags. Employees should roll silverware in designated sanitary areas and should not preset tables.
Use single-use gloves or deli tissue when handling food, if appropriate.
Discard all out-of-date food items.
Wrap food containers to prevent cross contamination.
Stock coolers at minimum levels if providing grab-and-go service.
Close all self-service food and drink stations (e.g., coffee carafes, fountain soda machines, salad bars and buffets).
Ensure the person in charge of food service operations is ServSafe certified, and that their certification is up to date.
Provide a food handling training refresher to all employees upon reopening. Ongoing education protects your business, employees and guests.
Social Distancing
Guests, as well as employees, should practice social distancing. Social distancing is an important strategy to reduce the spread of COVID-19. Consider the following guidance to protect everyone who walks through your doors:
Consider separate entrances and exits to limit customer contact with other patrons.
Post signage at the entrance stating that no one with a fever or symptoms of COVID-19 can enter the restaurant.
Base social distancing measures on square footage in both service and guest areas.
Update floor plans and seating arrangements as follows:
Maintain 6 feet of separation between tables.
Leave two bar stools empty between guests who are not in the same party.
Apply similar rules to outdoor patio areas.
Limit party sizes based on recommendations provided by your local and state government.
Monitor the number of guests on your premises.
Limit contact between wait staff and guests.
Consider a reservations-only or call-ahead-seating process to better space guests and control party sizes.
Ensure guests stay separated while waiting for seating and don’t congregate in waiting or bar areas. For example, you could create floor markings or have guests wait outside—6 feet apart—or in their vehicles.
Ensure employees and guests adhere to social distancing guidelines when using the restroom.
Install physical barriers where practical, (e.g., booth seating or partitions).
Use technology to reduce person-to-person interactions (e.g., cashless payments, mobile ordering, menu tablets, contactless payment and mobile texting for waiting and seating updates).
Remind outside partners or suppliers about internal distancing requirements.
Delivery and Carryout
During the COVID-19 pandemic, many restaurants focused on being able to provide carryout and delivery service. As dining rooms open up, you can continue offering online sales, pickup and delivery to reduce the number of guests coming inside to limit face-to-face interaction. You may also consider allowing guests to preorder dine-in meals to reduce guests’ time on site. If you’re offering carryout options:
Establish a designated pickup zone.
Provide guides (e.g., tape on floor) or signage to inform customers of food pickup protocols.
Offer curbside pickup.
Practice social distancing by offering to place orders in vehicle trunks.
Remind third-party delivery drivers about internal distancing requirements when they are picking up orders. If you’re offering delivery options:
Encourage no-touch deliveries.
Provide order updates via text messages or phone calls.
Ensure coolers and other transport containers are cleaned and sanitized.
Maintain time and temperature controls.
Avoid cross contamination (e.g., wrap food during transport).
Carry hand sanitizer or wipes to clean hands often.
Continued Safety
By following these precautions, your restaurant can benefit from providing quality food and service to your community once again. As stay-at-home mandates are loosened, it’s important for restaurants and other food service businesses to keep their employees and customers as healthy and safe as possible.
For additional reopening resources and guidance as businesses move into COVID-19 recovery mode, contact GDI Insurance Agency, Inc. today.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive restaurant insurance quote!
Prevent Remote Employee Burnout During the COVID-19 Pandemic
The shift to telecommuting has made it possible for employees to work while staying safe and preventing the spread of the coronavirus disease 2019 (COVID-19) pandemic, but it has also created a few challenges, including increased levels of workplace stress and employee burnout. Find out what you can do to prevent your remote employee burnout.
What is Remote Employee Burnout?
According to the World Health Organization, doctors can diagnose an employee with burnout if they exhibit the following symptoms:
Exhaustion or energy depletion
Decreased engagement at work, or feelings of negativism or cynicism related to one’s job
Reduced productivity or efficacy
For some employees, the negative effects of burnout extend beyond their work life and into their home and social life. Moreover, burnout can increase an employee’s risk for getting sick or developing a chronic condition.
How to Prevent Burnout in Remote Employees
Since burnout is the result of prolonged and chronic workplace stress, it’s important to know how to recognize the signs of workplace stress.
While it may not be possible to eliminate job stress altogether for your employees, you can help them learn how to manage it effectively. Common job stressors include:
Heavy workload
Long work hours
Lack of work-life balance
Concerns over job security
While dealing with stress is a normal part of everyday life, and these uncertain times may be elevating your employees’ overall stress levels, it’s important to watch out for prolonged stress. Here are some early warning signs of burnout:
Anxiety or depression
Low morale
Short temper
Headache
Stomach or back problems
Fatigue
You can implement various activities to help reduce employee stress, which can improve health and morale—and productivity.
Make sure that workloads are appropriate.
Have managers regularly check in with employees to facilitate communication.
Recognize and celebrate employees’ successes. This contributes to morale and decreases stress levels.
Encourage a positive work-life balance.
Train managers on strategies to keep employees engaged and motivated at work.
Educate managers on the signs of employee burnout.
Set clear expectations for working hours and productivity.
Keep in mind that some employees will have to balance caregiving and telecommuting responsibilities.
Be flexible and understand that not all employees will thrive while telecommuting.
Don’t task out busy work during these times to prevent heavy workloads.
While these strategies can help prevent burnout, they’re not right for every organization. Be sure to carefully review each tip before implementing a mitigation strategy at your business.
For More Information
Burnout is a serious syndrome that may be affecting your employees. As such, it’s important that you recognize the signs of burnout and take steps to prevent it while your employees are working from home during the COVID-19 pandemic.
For more information on stress reduction resources for employees, contact GDI Insurance Agency, Inc. today.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive insurance quote!
OSHA Enforcement Priorities During the Coronavirus Pandemic
Due to complaints related to a lack of personal protective equipment (PPE), insufficient training on appropriate standards and possible coronavirus illness (COVID-19) transmissions in the workplace, the Occupational Safety and Health Administration (OSHA) has issued temporary guidance for its area offices to use in their efforts to enforce the agency’s workplace safety and health mandates. These mandates require employers to take prompt actions to mitigate hazards and protect employees during the COVID-19 pandemic. OSHA enforcement priorities have changed, see below for more information.
The new guidance, issued on April 13, 2020, directs OSHA compliance officers to process most complaints from non-healthcare and non-emergency response establishments as “non-formal” and to conduct investigations via phone or fax whenever possible. However, employers should know that after receiving a serious incident report, OSHA area directors will determine whether to conduct an inspection or a rapid response investigation (RRI). RRIs are intended to identify any hazards, provide abatement assistance and confirm abatement, and OSHA generally encourages area directors to recommend them.
This Compliance Bulletin provides a summary of the enforcement guidance provisions that relate specifically to COVID-19 issues.
Exposure Risk Levels
High Risk
Jobs with high potential for exposure to known or suspected sources of COVID-19 in specific medical, postmortem or laboratory procedures.
Medium Risk
Jobs with frequent or close contact with people who may be infected.
Low Risk
Jobs that do not require contact with people known or suspected to be infected and do not involve frequent or close contact with the general public.
Action Steps
Employers should use this Compliance Bulletin to become familiar with the procedures and guidelines OSHA will use to enforce workplace safety and health laws during the COVID-19 pandemic. Employers are encouraged to contact their local OSHA area office if they have concerns or need clarification on how to comply with specific OSHA standards.
OSHA EnforcementCOVID-19 Inspections
Under the guidance issued on April 13, 2020, OSHA’s area offices will prioritize their resources in coordination with their regional offices to determine whether an on-site inspection of the workplace is necessary. If an on-site inspection is warranted, compliance officers will evaluate the risk of COVID-19 exposure before the inspection takes place. Employers should note that OSHA is encouraging their compliance officers to maximize the use of electronic means of communication (including remote video surveillance, phone interviews, email correspondence, facsimile and email transmittals of documents and video conferences) and to consult with their regional solicitors when appropriate.
If an on-site inspection is warranted, compliance officers will coordinate with their regional office and contact the Office of Occupational Medicine and Nursing (OOMN), as necessary, whenever they identify a workplace with potential for high-risk exposure to COVID-19. The OOMN may serve as a liaison with relevant public health authorities and can facilitate Medical Access Orders (MAOs) to obtain worker medical records from employers and healthcare providers.
COVID-19 inspections will be treated as novel cases. The Directorate of Enforcement Programs (DEP) must be notified of all proposed citations and federal agency notices that relate to a COVID-19 exposure. State Plan designees should report any COVID-19 inspections to their regional offices.
All activity related to enforcement and compliance assistance must be appropriately coded to allow for tracking and program review. This includes COVID-19 activity, which should continue to be coded in the OSHA Information System (OIS) with the specific code: N-16-COVID-19.
Workplace Exposure Risk Levels and OSHA Enforcement
To determine the risk of exposure for compliance officers, OSHA has defined three risk categories—high, medium and low. These risk levels stem from the Occupational Risk Pyramid described in the OSHA’s Guidance on Preparing Workplaces for COVID-19.
High Risk of Exposure
Jobs considered to be at high or very high risk of exposure are those that involve known or suspected sources of COVID-19 during specific medical, postmortem or laboratory procedures.
Workplaces considered to have job duties with high risk of exposure to COVID-19 include:
Hospitals treating suspected or confirmed COVID-19 patients;
Nursing homes;
Emergency medical centers;
Emergency response facilities;
Settings where home care or hospice care are provided;
Settings that handle human remains;
Biomedical laboratories, including clinical laboratories; and
Medical transport companies.
Aerosol-generating procedures, in particular, present a very high risk of exposure to workers. The aerosol-generating procedures for which engineering controls, administrative controls and personal protective equipment (PPE) are necessary include, but are not limited to: bronchoscopy, sputum induction, nebulizer therapy, endotracheal intubation and extubation, open suctioning of airways, cardiopulmonary resuscitation and autopsies.
Medium Exposure Risk
Medium exposure-risk jobs include those with frequent or close contact with people who may be (but are not known to be) infected with COVID-19. “Close contact” refers to a distance of less than six feet. Workers in this risk group may have frequent contact with travelers returning from international locations with widespread COVID-19 transmission.
In areas where there is ongoing community transmission, workers in this category include, but are not limited to, those who have contact with the general public (such as in schools, high-population-density work environments and some high-volume retail settings).
Low Exposure Risk
Lower exposure risk jobs are those that do not require contact with people known to be, or suspected of being, infected with COVID-19 nor frequent close contact with the general public.
Workers in this category have minimal occupational contact with the public and other co-workers.
Complaints, Referrals and Rapid Response Investigations (RRIs)
Complaints and referrals for any operation alleging potential exposures to COVID-19 will be handled in accordance with established procedures, except that employers will be notified of alleged hazards or violations by telephone, fax, email or letter.
Through their phone or fax communications, area offices will direct employers to publicly available guidance on protective measures, such as OSHA’s COVID-19 webpage. As it deems appropriate, OSHA will forward complaint information to federal partners with concurrent interests.
OSHA EnforcementFatalities and Imminent Dangers
Fatalities and imminent danger exposures related to COVID-19 will be prioritized for inspections, with particular attention given to health care organizations and first responders.
During the outbreak, formal complaints alleging unprotected exposures to COVID-19 for workers with a high or very high risk of transmission may warrant an on-site inspection. Area offices will prioritize resources and consider all relevant factors, including whether a complainant alleges inadequate PPE due to supply issues, in determining whether to perform a non-formal phone or fax investigation instead of an on-site inspection.
Other Formal Complaints
In general, most other formal complaints alleging COVID-19 exposure will not result in an on-site inspection if employees are engaged in tasks that involve medium or lower risk of exposure. In these cases, area offices will use the non-formal procedures for investigating alleged hazards.
However, employer-reported hospitalizations will be handled using RRIs in most cases.
Finally, employers should keep in mind that workers requesting inspections, complaining of COVID-19 exposure or reporting illnesses may be covered under one or more whistleblower statutes.
OSHA Enforcement of Inspection Scope, Scheduling, and Procedures
Inspection activities resulting from COVID-19-related complaints, referrals and employer-reported illnesses will primarily focus on facilities with jobs involving high and very high risk of exposure. OSHA aims to reassure employers that, during on-site inspections, compliance officers will take care to avoid interfering with any ongoing medical services.
Compliance officers will inspect facilities in a manner that minimizes or prevents exposure, such as by avoiding potential exposure to suspected or confirmed COVID-19 patients. It is not generally necessary for compliance officers to enter patient rooms or airborne isolation areas. If compliance officers must enter a vacant, airborne-infection-isolation room (AIIR), sufficient time must lapse to allow for proper clearance of potentially infectious aerosols before they enter. Before entering an occupied AIIR or a recently vacated AIIR that has not been adequately purged, a compliance officer must discuss the issue with his or her area director.
Opening Conferences
To avoid unnecessary exposure, compliance officers may decide to conduct opening conferences over the phone. However, if an on-site opening conference is deemed appropriate, officers will attempt to use a designated, uncontaminated administrative area. If available, officers may also ask to speak to a facility’s infection control director, safety director or the health professional responsible for controlling occupational health hazards. Individuals who are responsible for providing records pertinent to an inspection may also be included in the opening conference or interviewed early in the inspection. These individuals may include, for example, facility administrators, training directors, facilities engineers, nursing directors and human resources personnel.
Program and Document Review
Compliance officers will strive to conduct the following electronically or remotely:
Determining whether an employer has a written pandemic plan as recommended by the Centers for Disease Control and Prevention (CDC). If an employer’s plan is a part of another emergency preparedness plan, a compliance officer’s review does not need to be expanded to the entire emergency preparedness plan. The evaluation of an employer’s pandemic plan may be based on other written programs and, in a hospital, a review of its infection control plan.
Reviewing the facility’s procedures for hazard assessment and protocols for PPE use with suspected or confirmed COVID-19 patients.
Determining whether a workplace has handled specimens or evaluated, cared for, or treated suspected or confirmed COVID-19 patients. This will include a review of laboratory procedures for handling specimens and procedures for decontamination of surfaces.
Reviewing other relevant information, such as medical records related to worker exposure incidents, OSHA-required recordkeeping and any other pertinent information or documentation deemed appropriate by a compliance officer. This includes determining whether any employees have contracted COVID-19, have been hospitalized as a result of COVID-19, or have been placed on precautionary removal or isolation.
Reviewing a respiratory protection program and any modified respirator policies related to COVID-19 to assess compliance with respiratory protection standards.
Reviewing employee training records, including any records of training related to COVID-19 exposure prevention or made in preparation for a pandemic, if available.
Reviewing employer documentation of provisions made to obtain and provide appropriate and adequate supplies of PPE.
Determining whether a facility has airborne infection isolation rooms or areas and gathering information about an employer’s use of air pressure monitoring systems and any periodic testing procedures. This also includes reviewing any procedures for assigning patients to those rooms or areas and procedures to limit access to them by employees who are not trained or adequately outfitted with PPE.
Reviewing an employer’s procedures for transferring patients to other facilities in situations where appropriate isolation rooms or areas are unavailable or inoperable. This includes reviewing procedures for transferring COVID-19 patients from other facilities.
Establishing the numbers and placements of confirmed and suspected COVID-19 patients under isolation at the time of an inspection.
Establishing patterns of placements for confirmed and suspected COVID-19 patients in the preceding 30 days.
Determining and documenting whether an employer has considered or implemented a hierarchy of controls for worker protection. This documentation can be done with photos or design specifications.
Walkaround
Based on information from program and document review and interviews, compliance officers will use professional judgment in determining which areas of a facility will be inspected. Compliance officers will avoid entering patient rooms or treatment areas while high-hazard procedures are being conducted.
Where practical, photographs or videotaping may be used for case documentation. However, compliance officers will take all necessary precautions to assure and protect patient privacy and confidentiality. Throughout their engagement with facilities treating a significant number of COVID-19 patients, compliance officers should take care to avoid interference with the facilities’ provision of ongoing medical services.
Private Interviews
As appropriate to an inspection, compliance officers may conduct private interviews with affected employees in uncontaminated areas. However, interviews will not take place in a room or area where a high-hazard procedure, such as bronchoscopy or sputum induction, is being or recently has been conducted. To the extent possible, compliance officers will practice social distancing during employee interviews. Also, when possible, officers may choose to conduct these interviews over the phone.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive insurance quote!
Screening Employee Temperatures Upon Return to Work
The coronavirus pandemic has upended nearly every industry and has every employer wondering, “When will it be safe to bring employees back to work?” Many employers are considering taking employee temperatures as a precaution upon returning to work.
Government guidance can shift rapidly, sometimes within the same week. Shelter-in-place orders have been extended by some officials, with others questioning why restrictions are still in place.
With all this uncertainty, many employers are wondering how they can protect their employees once they’re allowed to return to work. Even if the government gives the OK to return, that doesn’t ensure the coronavirus won’t continue to spread. This is causing many employers to consider taking employee temperatures as a precaution upon returning to work.
This article features guidance primarily from the Equal Employment Opportunity Commission (EEOC) to help employers navigate potential concerns related to taking employee temperatures.
When may an ADA-covered employer take the body temperature of employees during the COVID-19 pandemic?
Generally, measuring an employee’s body temperature is a medical examination. Because the Centers for Disease Control and Prevention (CDC) and state/local health authorities have acknowledged community spreading of COVID-19 and issued precautions, employers may measure employees’ temperature. However, employers should be aware that some people with COVID-19 do not have a fever.
May an employer take an applicant’s temperature as part of a post-offer, pre-employment medical exam?
Yes. Any medical exams are permitted after an employer has made a conditional offer of employment.
May an employer store in existing medical files information it obtains related to COVID-19, including the results of taking an employee’s temperature or the employee’s self-identification as having this disease, or must the employer create a new medical file system solely for this information?
The ADA requires that all medical information about a particular employee be stored separately from the employee’s personnel file, thus limiting access to this confidential information. An employer may store all medical information related to COVID-19 in existing medical files. This includes an employee’s statement that they have the disease or suspect they have the disease, or the employer’s notes or other documentation from questioning an employee about symptoms.
If an employer requires all employees to have a daily temperature check before entering the workplace, may the employer maintain a log of the results?
Yes. The employer needs to maintain the confidentiality of this information.
As government stay-at-home orders and other restrictions are modified or lifted in your area, how will employers know what steps they can take consistent with the ADA to screen employees for COVID-19 when entering the workplace?
The ADA permits employers to make disability-related inquiries and conduct medical exams if job-related and consistent with business necessity. Inquiries and reliable medical exams meet this standard if it is necessary to exclude employees with a medical condition that would pose a direct threat to health or safety.
Direct threat is to be determined based on the best available objective medical evidence. The guidance from the CDC or other public health authorities is such evidence. Therefore, employers will be acting consistently with the ADA as long as any screening implemented is consistent with advice from the CDC and public health authorities for that type of workplace at that time.
For example, this may include continuing to take temperatures of everyone entering the workplace and asking questions about symptoms (or requiring self-reporting). Similarly, the CDC recently posted information on return by certain types of critical workers.
Employers should make sure not to engage in unlawful disparate treatment based on protected characteristics in decisions related to screening and exclusion.
Best Practices for Implementing Temperature Testing
If an employer decides to conduct employee temperature testing, they should be sure to comply with all official rules including, but not limited to, the ADA and Title VII of the Civil Rights Act. Here are some other tips to keep in mind:
Communicate the plan to take employee temperatures well in advance and explain why.
Be sure employees understand the implications of such a test (i.e., a high temperature means being sent home).
Have a set temperature threshold and stick to it. For instance, 100.4 F is the CDC’s measurement of a fever. Employers should consider using that as the threshold for when to bar an employee from entering the workplace.
Consider using no-touch thermometers to avoid spreading illness.
Ideally, employers will utilize properly trained medical staff or facilitators to administer the temperature checks.
Make sure the temperature checking stations are far enough from the workplace entrance and have proper social distancing setups (e.g., a waiting area where individuals are no closer than 6 feet together).
Maintain proper disinfecting procedures at the testing station and within the workplace as a whole.
The coronavirus pandemic, like every other hardship, will eventually pass. Together, we can implement strategies to create a safe and productive workplace for employees to return to.
Speak with GDI Insurance Agency, Inc. for more workplace guidance.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive insurance quote!
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