This webpage provides information for employers about the evolving COVID-19 outbreak. The information on this page includes links to interim guidance and other resources for preventing exposures to, and infection with, the novel coronavirus, as well as resources to assist employers who have elected to permit some or all employees to work from remotely, or to otherwise temporarily modify work processes to minimize COVID-19 exposures.
Disclaimer: The information provided on this website does not, and is not intended to, constitute legal advice; instead, all information, content, and materials available on this site are for general informational purposes only. Information on this website may not constitute the most up-to-date legal or other information. This website contains links to other third-party websites, and such links are only for your convenience, and does not constitute a an endorsement by Midwestern Insurance Alliance.
Mandatory California Employer COVID-19 SB1159 Reporting
SB 1159 is a new California law that imposes new mandatory reporting requirements on California employers.
SB 1159 took effect on September 17, 2020, the day it was signed by Governor Gavin Newsom. SB 1159 requires any employer with five or more employees to report to their insurers certain information about each California employee who has tested positive for COVID-19 since July 6, 2020, and going forward. The deadline to report this information depends upon the date the employee provided a specimen for testing (the “testing date”).
If the testing date for an employee is July 6, 2020, through September 16, 2020, you have 30 business days to report this information.
If the testing date for an employee is on or after September 17, 2020, you have three business days to report this information.
To satisfy above-defined reporting requirements, you may use the online reporting tool. Alternatively, you may download the printable form and email it to COVIDReporting@mwiainsurance.com.
- Online Reporting Form
- Downloadable Reporting Form
The Families First Coronavirus Response Act Paid Leave Notice is a workplace posters poster by the Federal Department Of Labor. This is a mandatory posting for all employers in the United States, and businesses who fail to comply may be subject to fines or sanctions. To download this poster, chose from the available language options listed below.
- Chinese (Traditional)
- Chinese (Simplified)
CLICK HERE for frequently asked questions regarding the The Families First Coronavirus Response Act Paid Leave Notice
Policyholder Impact Assistance
Midwestern’s concern for the health and safety of our entire nation impacted by the COVID-19 is a top priority. Our sympathy goes out to anyone directly affected by this virus. We know the virus has indirectly affected everyone in this country and that many are not only worried about their health, but also their economic situation. Midwestern understands this has impacted many of our insureds and wishes to work with you to keep your workers’ compensation policy active so when the crisis passes you may resume your business without additional burden.
If your workers’ compensation policy has canceled, or if you have received a notice of cancellation and need assistance reinstating your coverage, please complete our online Impact Assistance Form. Additionally if you are not on a monthly-reporting payment plan and the COVID-19 crisis makes it necessary to adjust your payroll, please complete this form.
COVID-19 Safety Resources
We are here for our policyholder and agents with resources and answers to help understand and manage emerging COVID-19 employee health and safety issues. Several new COVID-19 resources are available to help deliver information to employees and prevent the spread of illness.
Our Risk Management Center offers free, 24/7 online access to a full suite of industry specific risk mgt. and safety resources, training programs, compliance tools, and HR management best practices. With an easy to use search feature, you can quickly find general and industry-specific COVID-19 guidance and resources on infection control and related topics like employee work from home policies, sample furlough letters, or safe use of cleaning chemicals.
CLICK HERE to access our Risk Management Center or to request login credentials.
Coronavirus Hygiene Resource Pack
Download this packet to learn more about Coronavirus and personal and workplace hygiene. The pack includes Focus on Safety: Coronavirus & Workplace Hygiene, Facility Hygiene & Readiness Checklist, and Personal Health & Readiness Checklist.
OSHA GUIDANCE: Preparing Workplaces for COVID-19
The Occupational Safety and Health Administration (OSHA) developed this COVID-19 planning guidance to help identify risk levels in workplace settings and to determine any appropriate control measures to implement.
WEBINAR: Embracing Remote Work During COVID-19
The Coronavirus is creating a huge, stressful experiment in working from home with many employers left wondering how to properly implement and manage a remote workforce. In this webinar you will learn how to proactively manage risk exposures, develop effective workplace safety programs, and reduce claims, losses, and associated costs
WEBINAR: How to Manage Coronavirus Anxiety and Safety At Work
Coronavirus anxiety has steadily increased. Join our EHS and Human Resources experts to navigate some of the common safety and HR-related issues when it comes to handling the issue of COVID-19 at work.
FULL RECORDINGS OF WEBINARS AVAILABLE TO POLICYHOLDERS
Full recordings of the webinars listed on this page are available to policyholders of Midwestern Insurance Alliance in our Risk Management Center. To access recorded, educational webinars, log into the Risk Management Center, then go to Help > Training Center > Educational Webinars. If you do not yet have login credentials, you may request them HERE
Sample Telecommuting Policy
LEGAL ALERT: Comprehensive FAQs For Employers
Fisher Phillps is one of the countries leading labor and employment law firms and has created an comprehensive and updated list of Frequently Asked Questions (FAQ’s) to help employers manuever the legal challenges associated with their response to the COVID-19 crisis.
TRAINING SHORT: Coronavirus & Workplace Hygiene
Provided in both English and Spanish, this training short can be used to distribute to employees or to lead a discussion about workplace hygiene as the primary means to prevent transmission of the coronavirus. This resource is in MS Word format as to allow employers to modify the content to make it company-specific.
TRUCKING INDUSTRY RESOURCES
Although many businesses are transitioning to have some or all of their employees work from home, that is simply not an option for truck drivers who the country is dependent upon for food and other supplies. While engaged in work, drivers still have to interact with others at customer locations, gas stations and rest areas. The following resources are intended to address the needs of the trucking industry specifically.
Recommended strategies for employers
Actively encourage sick employees to stay home:
- Employees who have symptoms of acute respiratory illness are recommended to stay home and not come to work until they are free of fever (100.4° F [38.0° C] or greater using an oral thermometer), signs of a fever, and any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants). Employees should notify their supervisor and stay home if they are sick.
- Ensure that your sick leave policies are flexible and consistent with public health guidance and that employees are aware of these policies.
- Talk with companies that provide your business with contract or temporary employees about the importance of sick employees staying home and encourage them to develop non-punitive leave policies.
- Do not require a healthcare provider’s note for employees who are sick with acute respiratory illness to validate their illness or to return to work, as healthcare provider offices and medical facilities may be extremely busy and not able to provide such documentation in a timely way.
- Employers should maintain flexible policies that permit employees to stay home to care for a sick family member. Employers should be aware that more employees may need to stay at home to care for sick children or other sick family members than is usual.
Separate sick employees:
- CDC recommends that employees who appear to have acute respiratory illness symptoms (i.e. cough, shortness of breath) upon arrival to work or become sick during the day should be separated from other employees and be sent home immediately. Sick employees should cover their noses and mouths with a tissue when coughing or sneezing (or an elbow or shoulder if no tissue is available).
Emphasize staying home when sick, respiratory etiquette and hand hygiene by all employees:
- Place posters that encourage staying home when sick, cough and sneeze etiquette, and hand hygiene at the entrance to your workplace and in other workplace areas where they are likely to be seen.
- Provide tissues and no-touch disposal receptacles for use by employees.
- Instruct employees to clean their hands often with an alcohol-based hand sanitizer that contains at least 60-95% alcohol, or wash their hands with soap and water for at least 20 seconds. Soap and water should be used preferentially if hands are visibly dirty.
- Provide soap and water and alcohol-based hand rubs in the workplace. Ensure that adequate supplies are maintained. Place hand rubs in multiple locations or in conference rooms to encourage hand hygiene.
- Visit the coughing and sneezing etiquette and clean hands webpage for more information.
Perform routine environmental cleaning:
- Routinely clean all frequently touched surfaces in the workplace, such as workstations, countertops, and doorknobs. Use the cleaning agents that are usually used in these areas and follow the directions on the label.
- No additional disinfection beyond routine cleaning is recommended at this time.
- Provide disposable wipes so that commonly used surfaces (for example, doorknobs, keyboards, remote controls, desks) can be wiped down by employees before each use.
Advise employees before traveling to take certain steps:
- Check the CDC’s Traveler’s Health Notices for the latest guidance and recommendations for each country to which you will travel. Specific travel information for travelers going to and returning from China, and information for aircrew, can be found at on the CDC website.
- Advise employees to check themselves for symptoms of acute respiratory illness before starting travel and notify their supervisor and stay home if they are sick.
- Ensure employees who become sick while traveling or on temporary assignment understand that they should notify their supervisor and should promptly call a healthcare provider for advice if needed.
- If outside the United States, sick employees should follow your company’s policy for obtaining medical care or contact a healthcare provider or overseas medical assistance company to assist them with finding an appropriate healthcare provider in that country. A U.S. consular officer can help locate healthcare services. However, U.S. embassies, consulates, and military facilities do not have the legal authority, capability, and resources to evacuate or give medicines, vaccines, or medical care to private U.S. citizens overseas.
Additional Measures in Response to Currently Occurring Sporadic Importations of the COVID-19:
- Employees who are well but who have a sick family member at home with COVID-19 should notify their supervisor and refer to CDC guidance for how to conduct a risk assessment of their potential exposure.
- If an employee is confirmed to have COVID-19, employers should inform fellow employees of their possible exposure to COVID-19 in the workplace but maintain confidentiality as required by the Americans with Disabilities Act (ADA). Employees exposed to a co-worker with confirmed COVID-19 should refer to CDC guidance for how to conduct a risk assessment of their potential exposure.
A Guide to Managing Your (Newly) Remote Workers
Communication is critical all of the tiome, but perhaps even more when employees are thrust into remote work arrangements. This article from Harvard Business Review identifies specific, research-based steps that managers can take without great effort to improve the engagement and productivity of remote employees, even when there is little time to prepare.
Work from Home Safety Checklist
Employers are now faced with the challenging task of ensuring safety of employees who are out of sight, working remotely from a home office. This safety checklist is intended to help employees self-evaluate their home office to minimize hazards.