Marshall Islands Social Security Administration

Published 10 May 2020

MISSA Board approves COVID-19 Protocol

During its special meeting on April 13, 2020, the MISSA Board of Directors has approved the COVID-19 Protocol that was recommended by the MISSA Administrator, Saane K. Aho.

As reported by the Ministry of Health & Human Services (MOHHS) in March, there were two individuals in the country, a local resident of Ebeye and another one in Majuro, who were identified as “Persons under Investigation (PUI). Fortunately, after tests conducted by  Hawaii State Laboratory and Guam Public Health Laboratory, both results turned out to be negative from the corona virus. Last week, MOHHS announced that there was a new “Person Under Active Surveillance (PUAS). He was already put into quarantine for observation.

These local developments, coupled with the ongoing outbreak in Guam, Hawaii and other Pacific Island countries prompted the MISSA Administrator, Saane K. Aho, to put the Administration on a “high preparedness” mode and recommended a COVID-19 Protocol.

The protocol starts with MISSA adopting the following 5 Condition levels in the Pandemic Preparedness and Response Plan that was approved by the RMI President and Cabinet, as the basis for considering what action to take:

  1. Conditions 3, 4 & 5. Preparedness, no confirmed case but PUI identified:

    MISSA’s position: In the absence of any specific advice from the RMI Disaster Management Committee (DMC) or the Ministry of Health & Human Services (MOHHS), MISSA shall maintain “BUSINESS AS USUAL”. MISSA will continue to open its offices on Majuro and Ebeye, from 8:00am to 5:00p.m., Monday through Friday.

  2. Conditions 2 through 1c.  First initial case identified and confirmed positive – first generation of case (high risk) to widespread transmission throughout outer-islands and atolls.

    MISSA’s position:  Immediate lockdown: offices in Majuro and/or Ebeye will be totally closed until MOHHS declares that COVID-19 is totally contained.

Reasons:

  1. Majuro and Ebeye are geographically small in area and no matter what the general public will do to comply with social distancing protocols, it is still highly probable that MISSA employees, more particularly our front desk personnel, tax compliance officers and tax auditors, and claims/benefits personnel who interact with employers, workers, retirees and the general public on a daily basis, will be in direct contact with asymptomatic person(s) unknowingly carrying the virus. Opening the office to the public during COVID-19 outbreak will expose front-line staff to the highest level of risk.
  2. On a normal working day, there are about 30-50 walk-in customers coming to the Majuro office and about 15-25 people visiting the Ebeye office, on the average. This heavy traffic of people coming in to the MISSA offices on Majuro and Ebeye increases the chance of infection.
  3. Processing and distribution of monthly benefits are done only once a month. Other basic services that MISSA provide to the public can wait until everything turns to normal. During lockdown, MISSA will ensure that distribution of benefits will remain uninterrupted and paid on time.
  4. Even if there is a lockdown for 3 months, MISSA will have enough money to pay its beneficiaries on time without dipping into its investments (see attached projected cash flow until September 30, 2020).
As of April 6, 2020, MISSA has the following cash balances:
BOMI                                   $2,086,792
Bank of Guam                     1,429,994
Total                                   $3,516,786
 

The nearest quarterly deadline is just a few days away. MISSA is expected to collect another $2.26 million between April 7 and 10 from both the RMI Government and the private sector.

The first 2 quarters of subsidy from the RMI Government is expected to be released in the next two months amounting to $793,600. It will help the Administration maintain a positive cash flow until October 10 when the next quarterly contributions become due.

MISSA has $2.0 million TCD in BOMI that can be withdrawn anytime to supplement whatever cash MISSA has.

The RMI Government through the Min. of Finance and a number of private employers can pay directly to the bank and file their returns online.

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MISSA's Preparedness Guidelines

Conditions 4-5

While the RMI is still under conditions 4-5 wherein there is still no confirmed cases of COVID-19 in the country, MISSA shall remain on “Preventive Mode”, and the following measures shall be strictly observed by each employee:

RESPONSIBILITIES

  1. The safest approach is to have a mindset that, “the corona virus is already in Majuro and Ebeye.”
  2. Always read and understand the regular updates on Facebook from the “RMI Ministry of Health and Human Services”.
  3. Every staff is expected to show concern to his/her co-workers. If you are not feeling well (i.e. has fever, sore throat, repeated coughing), PLEASE STAY AT HOME, but notify your supervisor or a co-employee by text message or through messenger.
  4. Door knobs from both side and main entrances, and inside the MISSA office, including toilet bowls, sinks and handrails must be cleaned/sanitized regularly. Damien will be responsible for the ground floor and Rusin on the second floor.
  5. Our individual work stations: tables, computers, keyboard, printers, etc. must be sanitized regularly. It will be the responsibility of each of us to do this consistently and strictly.
  6. Bleach must be used when mopping floors.
  7. The 3 Deputy Administrators shall ensure that we have enough supply of food stuff for at least one month. We will buy it in bulk at wholesale prices.
  8. The I.T. Manager must ensure that the integrity of MISSA’s computer system is maintained and remains fully protected; must also monitor and ensure that the CCTV cameras installed outside and inside the MISSA building are working properly at all times. Further, cellphones of managers with Wi-fi connection shall be connected to the CCTV cameras installed at the MISSA office; anything out of the ordinary must be reported immediately to the Administrator and Deputy Administrators:
    Saane    455-1975
    Bill        456-5292
    Ave        455-1959
    Bryan    455-2158

SANITATION AND SAFETY

  1. Face masks, face shields, hand sanitizers, rubbing alcohol, bath/hand soap and latex gloves shall be made available to all MISSA personnel. Everyone is encouraged to use them as often as necessary. Due to shortage of face masks, improvised face masks made of cloth may be used.
  2. All front desk staff, including tax compliance and claims personnel inside the front desk are required to wear face masks, face shields and gloves when necessary.
  3. The middle gap in the glass counter in the front desk shall be covered with plastic to minimize exposure to the virus.
  4. Social distancing must be strictly practiced.
    – Only MISSA personnel and students/interns shall be allowed entry inside the 2nd door from the main entrance.
    – A public notice about the MISSA protocol shall be posted in front of the main entrance (in Marshallese and English).
    – The Tax Compliance and Claims offices shall be off-limits to customers, retirees, applicants for retirement benefit and even immediate family members. Instead, a staff from Tax Compliance and Claims Departments shall work in the front desk.
    – Front desk personnel must maintain a distance of at least 6 feet or 2 arm’s-length when transacting business.
    – Allotments approval must be done fast to lessen exposure with retirees.
  5. Before transacting business, a customer shall be advised to use first the sanitizer or alcohol (to be provided by MISSA).
  6.  In case a customer coming in is noted to be coughing or not feeling well, that person must be advised POLITELY not to proceed inside.
  7. Handshake with co-employees or customers is discouraged.
  8. Transacting business with a customer must be short and brief; avoid unnecessary conversation.
  9. MOHHS to be requested to send a trainer who can orient MISSA staff on how to sanitize parts of the office which are prone to the virus.

PAYROLL

  1. MISSA shall encourage its employees to avail of the deferment of allotment program being offered by BOMI and BOG. This will increase their cash reserves to purchase food and supplies in preparation for a lockdown.
  2. Employees will be required to open a debit card account with BOMI. Debit card use minimizes exposure to the corona virus as cash are more susceptible to contamination.
  3. A separate guideline and procedures will be released as soon as these banks and lending institutions give clarification on the issue on which payroll period will be covered.

RETIREE ALLOTMENTS

  1. MISSA shall issue written guidelines and procedures to retirees so they can avail of the deferment of allotment program of BOMI, BOG, MIDB, Ajejdrikdrik and other lending institutions. This will start with April benefits which will be released end at the end of the month.

DISTRIBUTION OF BENEFITS UNDER GENERAL DELIVERY:

  1. If possible, those under general delivery must be instructed to open a bank account (joint account not allowed) with BOMI or BOG, and open also a BOMI debit card.

EMPLOYEE AWARENESS

  1. The Administrator shall always conduct regular meetings with the 3 Deputy Administrators at least twice a week to share information about current events on Majuro, Ebeye and the rest of the other Pacific island countries.
  2. Once this protocol is approved by the Board, the Administrator shall immediately call a staff meeting to orient them in detail on what to do and identify individual and group responsibilities.

Condition 3

When a person under investigation (PUI) suspect is identified and the alert level is raised to Condition 3, The Administrator shall immediately call a staff meeting, to include Ebeye staff who will join via Zoom teleconference.

  1. Review the duly approved protocol.
  2. Revisit individual and group responsibilities
  3. Share information about current events and threats detected
  4. Review present supply of food and supplies; identify high priority items to be purchased
  5. Maintain a higher level of preparedness

Condition 2

When the first initial case is identified and confirmed positive, MISSA shall shift to ‘Lockdown” mode. Offices in Majuro and Ebeye shall immediately be closed until MOHHS declares that COVID-19 is totally contained.

MANPOWER AND PAYROLL

  1. All employees will be required to impose self-quarantine inside
    their own homes. This includes the 2 security guards assigned at night.
  2. All MISSA employees shall be granted administrative leave during the entire lockdown period.
  3. Certain staff and managers may only be required to report for work if urgently needed. This includes:
    – Bi-weekly payroll processing
    – Bank deposits when there is a collection
    – Remittance of monthly benefits via wire transfer, Moneygram or Western Union
    – Printing and sorting of monthly benefit checks
    – Delivery/deposit of allotment checks if applicable
    – ACH processing
    – Preparation of board materials if there is a need to call a board meeting
    – Processing of payments to vendors
    – Logistics, janitorial, maintenance work
    – I.T. maintenance and troubleshooting
  4. Any employee who will be required to work during a total lockdown will be provided transportation and entitled to a fixed hazard allowance of $50 per day, regardless of the total hours worked.
  5. To minimize exposure to the virus, payroll checks shall be deposited to the employees’ account with BOMI. Employees are encouraged to use their BOMI debit cards.
  6. If extremely necessary, employees with internet connection shall “work from home”. Managers may be issued laptops and must make a copy of their files in their laptops just in case information are needed urgently. 
  7. Consideration shall be given to employees who are more vulnerable to COVID-19 and at a higher risk: those with pre- existing medical condition like asthma, weak immune system, chronic diabetes, hypertension, and heart ailment. If there is an alternative employee who can do the work, they should not be required to work and expose themselves outside the confines of their homes.

DISTRIBUTION OF BENEFIT CHECKS

  1. The date of release of monthly benefit checks shall be announced over the radio.
  2. Beneficiaries shall be encouraged to use the BOMI debit card to minimize handling of cash which is a potential contaminant.

NEW CLAIMS FOR BENEFITS

  1. All claims that remain pending at the start of the lockdown period shall be put on hold.
  2. The Administrator shall have the discretion to retroactively approve new claims that were not filed on time due to the lockdown.

COMMUNICATION

  1. All communication channels between the Administrator and managers, including Ebeye personnel shall be open at all times:
    – Those with 4G accounts with NTA shall be covered up to September 30, 2020 to ensure continuity of internet connection.
    – Those eligible for cellphone card allowances shall be issued 3 months-worth of minutes.
    – Group chats via Messenger, Skype or Viber shall be done on a regular basis
  2. The Administrator shall keep the Board Chairman and the rest of the members updated on a timely basis.
  3. The CFO and Finance Manager shall maintain close communication with Frank Armstrong and Richard Feldman on matters related to MISSA investments.
  4. The CFO and Finance shall closely monitor MISSA’s cash position and ensure that the Administrator is updated regularly.

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In case of a partial lockdown...

In case the Government requires certain agencies like MISSA to continue delivering basic public services during lockdown, the Administration shall continue to function and operate on a daily basis but on a “restricted” capacity:

  1. MISSA shall maintain a “no-entry policy”. This means that the main door will remain closed to the public and locked during office hours. Transactions shall be conducted electronically:
    – Allotment forms for approval must be sent to MISSA by email. Once approved and signed, the allotment form shall be sent to the bank by email.
    – Those applying for social security number must send the requirements (i.e. birth certificate for RMI citizens, passports, employment contract, work permit, RMI visa, etc.) by email. Once approved, the SS number is sent to the applicant by email. The MISSA card will be issued when the lockdown is over.
    – Claims for benefits must be sent by email to MISSA.
    – Filing of quarterly returns shall be done electronically and payment may be deposited directly to the bank.
    – Application of EIN and Tax clearances shall be processed electronically.
  2. Telephone calls will be answered by a MISSA staff and inquiries through email shall be answered accordingly by email, too.
  3. No documents shall be received physically by any MISSA employee. They may be scanned and sent to MISSA by email.
  4. Other transactions may be handled differently depending on the urgency and importance, and on a case-by-case basis. The Administrator’s attention may be called on matters of utmost importance and needing high level authorization.  
  5. Benefit checks shall be released on time, or at an earlier date subject to approval by the Administrator.

MANPOWER AND PAYROLL shall be the same as during total lockdown

SAFETY MEASURES

  • Employees are required to wear mask while travelling to and from the MISSA office.
  • Only MISSA personnel shall be allowed entry to the 2nd door from the main entrance. Employees are prohibited from bringing in relatives or friends inside the office.
  • Social distancing among MISSA employees shall be enforced
  • Thorough handwashing by soap and water must be strictly observed, as often as necessary.
  • Other safety measures must be applied consistently.

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