R&R Insurance Blog

With the stay-at-home order in effect until May 26^th  in Wisconsin, it is important to stay safe while running essential errands. If you must visit essential businesses such as the grocery store, pharmacy, or bank there are guidelines you can follow to remain healthy and limit your exposure risk.

First and foremost, if you feel ill always stay home. Otherwise, please follow these precautions from the Centers for Disease Control and Prevention (CDC):

• Order online or curbside pick for your items (if applicable) to limit in-person contact.
• If items cannot be ordered online, wear a cloth mask in public. Make sure it rests above your nose and covers your entire mouth.
• Disinfect high touch surfaces and items such as shopping cart, car steering wheel, purse, keys, etc.
• Avoid visiting the businesses at ‘rush hour’ times and utilize contact-less pay.
• Apply hand sanitizer with at least 60% alcohol and wash hands immediately upon returning home.
• Avoid touching your eyes, nose, and mouth.

If you are feeling stir-crazy, lonely or isolated there are still ways to help your community and provide safe social interaction. Consider donating blood, especially since supply is low. Blood donation is an essential service and proper health and safety precautions have been taken by blood centers.

You could support a local food pantry by donating items to fill their shelves. Many families are suffering from unemployment and rely on donations to support their family’s next meal.  Last but not least, don’t forget to practice self-care by eating well, exercising and obtaining 7-8 hours of adequate sleep. Stress levels may be heightened, but don’t forget to do things that will help you have a sound mind and body.

All in all, it is important to remain safe and healthy, so if you have to go out, please use these precautions accordingly.

Guidance for your business practices while navigating COVID-19

With all the information available, what actions should be taken to keep our employees well?  How can our company assure we implement an effective written plan to keep our employees safe without being overwhelming?

Follow these steps to implement an effective written infectious disease plan:

1. Exposure
   1. Understand the risk based on business type/job/position to determine complexity of your plan
   2. Conduct a hazard assessment, thinking about employees interaction with others that require
      1. Working within 6 feet physical distance and/or
      2. Share equipment, common space, vendor, customer etc.
2. Prevention
   1. Outline available measures to control the spread of germs until a vaccination is released using a hierarchy of injury prevention
      1. Substitution – work at home practices, temporary suspend some job functions, etc.
      2. Engineering – add physical barriers, increase air exchange, utilize high efficiency filters, etc.
      3. Administrative – sick at home policy, daily symptom monitoring, cleaning/disinfecting, stagger shifts/lunches, etc.
      4. Personal Protective Equipment – utilize face covers, exam masks, filtering face piece respirators i.e. N95, gloves, eye protection, face shields, etc. depending on the risk

3. Preparedness
   1. Determine resources needed and estimated time frame, various actions can be implement at different times to still remain effective i.e. revision to sick policy can be implemented before monitoring body temperature due to supply chain demands
   2. Develop a plan for positive employee test, i.e. trace contact, employee notice, deep disinfect, etc.
4. Response
   1. Outline company plan and review with leadership
   2. Conduct supervisor education of COVID-19 and company plan
   3. Communicate with employee company plan and leave room for modifications as needed, promote 2-way communication

Resources

• OSHA Guidance on Preparing Workplaces for COVID-19
• OSHA COVID-19
• CDC Interim Guidance for Businesses COVID-19
  • Contact R&R Insurance Services
• Looking for a risk assessment for your business operations
• Need assistance implementing best practice controls that match your risk
• Additional questions about your business situation and COVID-19

Guidance for your business practices while navigating COVID-19.

We never required masks before, what are the considerations from regulations (i.e., federal, state, local) to best practices?

Evaluate your business’ level of risk for exposure to COVID-19 according to OSHA. Think about the sequence of individual job duties, this will vary depending on the tasks that interact with others.

If within 6 feet of contact with others cannot be controlled through physical barrier guards, then some type of PPE that covers the mouth and nose is needed.  Also, if within 6 feet (close contact), then gloves and glasses should be part of the PPE approach to further protect against the spread of COVID-19.

Face Covers and Examination Masks

• Loose fitting (snug, but comfortable).
• They decrease spray of air molecules carrying the COVID-19 virus found in saliva that occurs while talking, coughing or sneezing.  Face covers and Examination or Surgical Masks are easily used in the marketplace, have multiple use, and accepted as good practice that is not regulated by OSHA. Face Covers can be hand washed.  Examination Masks are disposable and offer more protection.  Examination masks are more available for purchase every week.

N95 or Filtering Face Piece (FFP) Respirators

• Tight fitting and offer a higher protection against inhalation of air molecules carrying the COVID-19 Virus.  
• At this time, the supply of FFP Respirators are in short supply and should be reserved for first responders and healthcare workers.  This option (if you require your employees to wear FFP respirators) is regulated by OSHA and requires a written program, medical evaluation and annual fit testing.  At this time FFP can be sanitized up to 3 times using an approved process.

All nose/mouth PPE requires storage in a clean paper bag when not in use.  Inspection of the PPE should be done prior to each use by the employee.

Resources:

• Information for development of your business practices/educate employees CDC Face Covers CDC Examination Masks and N95 Respirators
• Contact R&R Insurance Services if you
  • Would like to discuss alternate strategies
  • Need clarification on using the right PPE
  • Looking for a PPE Assessment
  • Have additional questions about your business situation and COVID-19

When the CARES Act was passed and signed into law on March 27^th of this year, it provided employers the opportunity to extend their employees a potential lifeline to navigate the COVID-19 pandemic, and more notably the economic challenges that it presented.  Specifically, these tools included:

• Increasing the amount that an employee can borrow from their 401(k) plan from 50% of the vested balance, with a $50,000 maximum, to 100% of the vested balance with a $100,000 limit.
• Making any 401(k) loan tied to COVID-19 interest free if paid back within five years.
• Allowing hardship withdrawals to COVID-19 affected employees younger than age 59 ½ without the standard 10% federal premature withdrawal penalties (state tax codes should be reviewed).
• Allowing employees to repay any hardship withdrawal distribution within a three-year period to avoid creating a taxable event.

These are unprecedented opportunities for employees that have been hit by COVID-19 circumstances, but there is one key stipulation.

In order for an employee to benefit from these provisions, their employer’s ERISA qualified plan must have a plan document that allows these benefits.  Until March 27^th there would have been no reason for them to be listed in a plan, and as such they were not.  At this point, every retirement plan provider should have proactively reached out to every company with an employer-sponsored plan and recommended, or at very least initiated, an amendment to the plan to help their employees.

Has your retirement plan provider contacted you and taken the steps necessary to make your plan CARES Act ready?  If they haven’t, why?  While the deadline for employers to make amendments is generous, your employees only have until September 23, 2020 to take advantage of the loan provisions of the CARES Act, so every day counts. 

If your plan provider is NOT helping you to make your 401(k) plan the most effective plan for your employees that it can be, contact your R&R Insurance Agent, and let them put you in contact with the in-house Wealth Management team that can make you a hero to your employees.  We are prepared to make a difference for your employees, and to make sure that they know that you are always watching out for their best interests.

COVID-19 is certainly challenging businesses on "best practices" these days.  One of the newest recommendations for businesses that remain open and/or are planning to re-open soon is for employees to take their temperature upon entering the building each day.  (It's something we at R&R Insurance are doing as well - see photo to the right)

Is it ok to monitor employees’ temperatures?  If so, how should it be done?

Monitoring of temperature is a practice in alignment with EEOC and CDC guidance for pandemic outbreaks.

If your business is a low or medium level of risk for exposure to COVID-19 according to OSHA, employee self-monitoring is an acceptable risk practice.

Be mindful of where and how to set up a self-monitoring temperature station.  For employer monitoring station use a no touch, NO CONTACT THERMOMETER. At time of rollout, explain to employees the safety procedures and policy if temperature is outside of normal range. Employees will appreciate their organization’s practice of maintaining a safe work environment.

If a designated employee is responsible for monitoring other employees they will be within the 6 ft. physical distance zone so Personal Protective Equipment - PPE gloves, face cover, and eyes is necessary.

Resources:

• Information for development of your business practices/educate employees CDC Care Kit and CDC Stop The Spread of COVID-19 If You Are Sick
• Contact R&R Insurance Services if you
  
  • Would like to discuss alternate strategies
  • Need clarification on using the right PPE
  • Looking for a Body Temp log and instruction
  • Additional questions about your business situation and COVID-19
    
    

While it may seem like a non-essential priority, during COVID-19, it is more important than ever to maintain a healthy and happy body, mind, and spirit. There are many ways you can manage this from the comfort of your own home.

It is important to change your perspective from “why is this happening,” to “how can I embrace the changes?” Three areas to focus on are nutrition, exercise, and mental health. Below, are provided resources you can utilize—not just during a pandemic.

Nutrition

You may find yourself binge eating or snacking more than ever. Notice if you are and try to curb your stress eating.

• Consume healthy snacks such as yogurt, string cheese, a hardboiled egg, protein bar, fruit, and/or vegetables.
• Track your food consumption in an app such as MyFitnessPal to stay accountable.
• Cook that healthy meal you’ve been meaning to try.
• Drink plenty of water.
• Utilize food you already have in your pantry and get creative!

Exercise

Just because gyms are closed doesn’t mean exercise is canceled. There are plenty of at-home ways to stay active with minimal equipment.

• Check out You-Tube for free content.
• Peloton, Beach Body, FitOn and many more apps have extended their free trial policy.
• Take plenty of outdoor walks while maintaining distancing from neighbors.
• Complete virtual runs if yours has been postponed or canceled.

Mental Health

There is a lot of uncertainty right now which can bring to mind doubtful and hopeless feelings. It is important to remain positive and calm, as eventually this too will pass.

• Try free meditation apps like Headspace.
• Dive into a book you’ve been meaning to read.
• Connect with a therapist via TalkSpace, Telehealth, or another platform.
• Stay connected with friends and family through Zoom, Facetime, and Skype.
• Contact a free public crisis hotline (866) 342-6892.

Overall nutrition, exercise, and mental health are possible to maintain and improve during this time. With technology continuing to evolve, there are plenty of resources to try and utilize. Take care of yourself and stay as healthy as possible. The world may seem uncertain right now, but when we look back on this time in a year or two, what will you remember?

April is financial literacy month. This comes during a time where many individuals have to adjust finances due to COVID-19. Financial roadblocks come unexpectedly, and can cause quite a deal of stress; so it is important to be prepared for the next round. Shannon Spence, in this article, writes about five key steps to financial wellbeing:

1. Get rid of high interest debt
2. Track your spending and create a realistic budget
3. Create an emergency fund
4. Save for retirement
5. Know where your credit stands

COVID-19 is showing just how critical creating an emergency fund is. With stay-at-home orders many businesses are closed, some have children at home, and income may be limited. Having an emergency fund can help you not retract money from other funds, such as retirement, which could have penalties associated. An emergency fund can be kept in a low maintenance account such as a savings.

What does an emergency fund look like?

Well, it varies for each individual based on how many are in your household, monthly expenses, and more. However, it is recommended to have about three to six months of monetary value saved for a time of need. This should help one cover basic expenses such as mortgage, food, and other necessities to stay afloat.

Having a financial cushion will help reduce stress and protect you for the next time finances become an issue. In the event that you have to utilize the emergency fund, remember to build it back up slowly and surely for the next time it’s needed.

The Wisconsin Compensation Rating Bureau (WCRB) has established a new unit statistical code for reporting certain payroll for this unprecedented event:

Unit Statistical Code 0012 - Paid Furloughed Workers during a Governmental Emergency Order Impacting Employment

There is a $0.00 rate for this new code, as there is no justification for charging premium based on payroll that creates no workers compensation exposure. 

By definition, a furloughed employee is one who is still being paid where they have been given a temporary layoff, an involuntary leave or another modification of normal working hours for a specified duration.  

Keeping and maintaining accurate, verifiable payroll records will be very important.   If these wages cannot be confirmed and verified, 100% of the wages will be assigned to the employee’s normal classification code. 

For additional information, please view the link to information below, or contact a R&R Commercial Insurance Consultant for more details.

For more information and FAQ's from the WCRB, https://www.wcrb.org/misc/WCRBCovid19.pdf

Personal lines automobile policies do not typically provide coverage for vehicles used for commercial purposes, like food delivery. As a result, in the absence of any other action, many of the anticipated temporary food delivery drivers would be uninsured.

However, it would be impractical and untimely for these drivers to temporarily obtain coverage for this limited purpose. Therefore, the Office of the Commissioner of Insurance (OCI) orders that Insurers shall not deny a claim under a personal auto policy solely because the insured was engaged in delivering food on behalf of a restaurant impacted by the restaurant closure.

This order shall apply to all personal auto policies in effect on or after March 17, 2020, and shall apply to all claims that arise from an occurrence beginning on March 17, 2020. This order shall remain in effect until the public health emergency order is lifted, in whole or in part, to permit restaurants to resume normal operations.

This coverage is not required to be afforded to drivers who otherwise have coverage for deliveries through their personal policy or another policy. This coverage also does not apply to drivers working for a transportation network company or similar delivery company. This coverage is only afforded to delivery drivers who do not have such coverage and this coverage does not stack with any coverage that is currently afforded.

Hired and Non-owned Auto Coverage

It is common for restaurants who employ delivery drivers who use their own car to obtain hired and non-owned auto coverage for liability incurred by those drivers. This is often offered as a rider to a commercial general liability policy. Since many of the restaurants who may begin delivery services did not anticipate the need for this coverage, it is likely that their commercial general liability policy will not include a hired and non-owned auto coverage rider. OCI further believes that it would be impractical and untimely for these restaurants to shop for coverage that includes coverage for non-owned autos.

For these reasons, all insurers who provide commercial general liability coverage to a restaurant to notify their restaurant insureds that hired and non-owned auto coverage is available if requested. If the insured restaurant requests hired and non-owned auto coverage, the insurer shall, either through a rider or stand-alone policy, provide this coverage to any insured restaurant.

This order shall apply to all commercial general liability policies in effect on or after March 17, 2020. The coverage afforded shall be effective upon the date it is requested. Insurers who offer retroactive coverage may request that the insured certify that they have not incurred any potential claims in the period of retroactive coverage. This order shall remain in effect until the public health emergency order is lifted, in whole or in part, to permit restaurants to resume normal operations.

Have questions?  Talk to your agent or contact a KnowledgeBroker.

In this time of great uncertainty, it is more critical than ever for business owners to watch out for cyber-crime.  Unfortunately, criminals are and will be using this time to increase cyber-crime and prey on organizations as more and more people work remotely.

The following steps are simple risk mitigation tools that all organizations can spread to their teams and begin implementing immediately to help lower exposure.  We strongly urge you share these steps internally with your teams and make everyone a part of your cyber security team! 

1. NEVER respond to emails asking for information or log on information from outside of your domain name.
2. Be cautious every time you do enter your username and password to enter your systems and sites.  Criminals will spoof legitimate sites to trick you to log in.  Hover over the link to confirm it’s the intended destination.  
3. Finance departments should physically call and talk on the phone or verify in person, FaceTime etc. that you can absolutely guarantee the financial transaction is not only legitimate to the correct person, correct dollar amount AND correct account number.  Read all of these back with double checks.  
4. When in doubt, see something, say something.  Alert your management team and IT team immediately, if you suspect any mischievous cyber activity.   
5. Activate your Cyber Crime continuity plan or make sure one is being built and in place.  

One IT step to greatly help alert your team and users, if possible.  

• Work with your IT vendor or IT team to implement an “external” email banner/tag on all emails generated from outside of your organization. This is a great security step and tool to use to help mitigate outside actors from tricking or deceiving your employees.  

We are here to help with questions and options during this time!   Stay Safe!