*Editor’s note: This article has been updated to reflect the changes outlined in the Paycheck Protection Program Flexibility Act from June 4, 2020.
The best part of the Paycheck Protection Program is that 100% of the loan can be forgiven—if you meet certain criteria.
Here’s our comprehensive guidance on setting yourself up for full loan forgiveness.
Note: in order to get your loan forgiven, you’ll need to fill out a PPP Forgiveness Application Form.
The conditions of the Paycheck Protection Program
Let’s first review the terms of the PPP.
The loan amount is based on your average monthly payroll cost for 2019. You can receive 2.5 times that amount, to help cover eight weeks of payroll.
The funds from the PPP can be used for the following purposes:
Payroll—salary, wage, vacation, parental, family, medical, or sick leave, health benefits
Mortgage interest—as long as the mortgage was signed before February 15, 2020
Rent—as long as the lease agreement was in effect before February 15, 2020
Utilities—as long as service began before February 15, 2020 (here’s what’s included in utilities)
All expenses that fall under those categories are eligible for forgiveness. The following conditions will also apply:
1. 24 weeks of coverage
Eligible expenses are those that are incurred over 24 weeks, starting from the day the first payment was made by your lender. This is not necessarily the date on which you signed your loan agreement.
You do not need to adjust your payroll schedule. All payroll that your employees incur over the 24 weeks is eligible, even if the actual payout date falls outside the eight weeks.
December 31, 2020 is the final cutoff date for eligible expenses. For loans being disbursed July 16 and later, this means that you will not be able to take full advantage of the 24 weeks.
2. The 60/40 rule
At least 60% of your loan must be used for payroll costs. Payments to independent contractors cannot be included in the payroll costs. Your forgivable amount will scale in proportion to the amount you spend on payroll, up to the total loan amount.
3. Staffing requirements
You must maintain the number of employees on your payroll.
Here is the calculation you can use to determine if you’ve met this requirement:
First, determine the average number of full-time equivalent employees you had for:
The 8-week period following your initial loan disbursement, (A)
February 15, 2019 to June 30, 2019, (B1)
and January 1, 2020 to February 29, 2020. (B2)
Take A and divide that by B1. Do the same with B2. Take the largest number you obtain. If you’re a seasonal employer, you must divide by B1.
If you get a number equal to or larger than 1, you successfully maintained your headcount and meet this requirement.
If you get a number smaller than 1, you did not maintain your headcount and your forgivable expenses will be reduced proportionately.
Further reading: PPP Rules on Rehiring (FAQ)
Exemptions on rehiring employees
Employees who were employed as of February 15, 2020, and were laid off or put on furlough may not wish to be rehired onto payroll. If the employee rejects your re-employment offer, you may be allowed to exclude this employee when calculating forgiveness.
To qualify for this exemption:
- You must have made an written offer to rehire in good faith
- You must have offered to rehire for the same salary/wage and number of hours as before they were laid off
- You must have documentation of the employee’s rejection of the offer
If any of these conditions apply to an employee, you can also qualify for an exemption:
- They were were fired for cause
- They voluntarily resigned
- They voluntarily requested and received a reduction of their hours
You may also be required to demonstrate you were unable to hire similarly qualified employees for unfilled positions, or document that due to safety requirements, you were unable to return to normal operating levels. Note that employees who reject offers for re-employment may no longer be eligible for continued unemployment benefits.
4. Pay requirements
You must maintain at least 75% of total salary.
This requirement will be individually assessed for every employee that did not receive more than $100,000 in annualized pay in 2019.
If the employee’s pay over the 8 weeks is less than 75% of the pay they received during the most recent quarter in which they were employed, the eligible amount for forgiveness will be reduced by the difference between their current pay and 75% of the original pay.
5. Rehiring grace period
You can rehire any staff that were laid off or put on furlough and reinstate any pay that was decreased by more than 25% to meet the requirements for forgiveness. You have until June 30th to do so.
If your eight-week forgiveness period ends before June 30, you can still use the grace period if you reinstate headcount and/or pay. Just be sure to apply for forgiveness after June 30.
Reductions in your forgiveness amount (examples)
Spending your PPP funds on the right things is straightforward enough. But things get more complicated when you don’t keep your headcount and employee pay levels the same.
Let’s say you have three full-time employees and they each made $3,000 per month, meaning your PPP loan amount was $22,500 (3000 x 3 x 2.5). You had to lay them off in February due to COVID-19.
If you only hire back two out of the three employees, your workforce is 67% (two thirds) of your original headcount.
Over the 24 weeks of the PPP period, you spend $36,000 on your employees, more than your PPP loan amount. You claim the full $22,500 of your loan for forgiveness.If we assume you do not qualify for any rehiring exemptions, when it comes to calculating your forgivable amount, because your workforce is smaller, your forgivable amount will be multiplied by 0.67. You would be able to have $15,075 forgiven.
Let’s say you have three employees and they each made $3,000 per month, meaning your PPP loan amount was $22,500 (3000 x 3 x 2.5). You had to lay them off in February due to COVID-19. You hire back all three of your employees, but you only pay them $2,000 a month.
Over the 24 weeks of the PPP period, you spend $36,000 on your employees, more than your PPP loan amount. You claim the full $22,500 of your loan for forgiveness.
When it comes to calculating your forgivable amount, we look at each employee’s individual compensation. The 75% minimum salary is $2,250, so you’re paying each person $250 less than that each month. The difference is scaled up to a 24-week period, ($250 * 6), so $1,500 would be deducted from the forgivable amount. Repeating that for each employee would result in a total of $18,000 forgiven.
Forgiveness for self-employed individuals
You are entitled to use the PPP loan to replace lost compensation due to the impacts of COVID-19. However, you are not entitled to use the full amount to replace pay. Eight weeks worth of your 2019 net profit will be eligible for forgiveness.
If you have mortgage interest, rent, or utilities expenses, you must have claimed or be entitled to claim a deduction for those expenses on your 2019 Form 1040 Schedule C in order to claim them for forgiveness.
For example, if you worked in an office space in 2019 and did not have a home office, you could not have claimed a deduction on your home mortgage interest. Even if you are currently working at home now, you are not eligible to claim home mortgage interest payments for forgiveness.
Forgiveness for partnerships
As a general partner in a partnership, you are eligible to claim the same amount you claimed as partner compensation expenses when you applied for the PPP.
The maximum partner compensation is capped at the 2019 Schedule K-1 net earnings from self-employment (reduced by claimed section 179 expense deduction, unreimbursed partnership expenses, and depletion from oil and gas properties), all multiplied by 0.9235.
Further reading: PPP for Partnerships (What You Need to Know)
After the 24 weeks: applying for loan forgiveness
Applications for loan forgiveness will be processed by your lender. You will need to fill out a PPP Forgiveness Application form and submit that to your lender.
If you had a PPP loan prior to the Paycheck Protection Program Flexibility Act being signed, you can choose to use the original 8-week period instead of the 24-week period.
After you submit your application for forgiveness, your lender is required by law to provide you with a response within 60 days.
Recordkeeping and required documents for forgiveness
These are the required documents you will need to collect to provide with your PPP forgiveness application. Your lender may have additional requirements.
Documents verifying the number of full-time equivalent employees on payroll and their pay rates, for the periods used to verify you met the staffing and pay requirements:
Payroll tax filings (Form 941)
Income, payroll, and unemployment insurance filings from your state
Documents verifying any retirement and health insurance contributions
Documents verifying that your eligible interest, rent, and utility payments were active in February 2020
Documents verifying your eligible interest, rent, and utility payments (canceled checks, payment receipts, account statements)
If you’re a sole proprietor, you can have eight weeks of the loan forgiven as a replacement for lost profit. But you’ll need to provide documentation for the remaining two weeks worth of cash flow, proving you spent it on mortgage interest, rent, lease, and utility payments.
Good recordkeeping and bookkeeping will be critical for getting your loan forgiven—you’ll need to keep track of eligible expenses and their accompanying documentation over the eight weeks. Your lender will likely require these documents in digital format, so take the time to scan any paper documents and keep backups of your digital records.
If you don’t have a reliable bookkeeping solution in place, Bench can do your bookkeeping for you, all online. Learn more.
What happens if I’m not approved for forgiveness?
Your lender may allow you to provide additional documentation so they can reevaluate your request.
Otherwise, your outstanding balance will continue to accrue interest at 1%, for the remainder of the 5-year period.
There is no prepayment penalty. You can pay off the outstanding balance at any time with no additional fees.
How to apply for forgiveness
In order to get forgiveness, you’ll need to complete a Forgiveness Application form and submit it to your lender. Here’s our step-by-step guide to filling out your PPP Forgiveness Application form.
What were the main changes of the Paycheck Protection Program Flexibility Act?
The two biggest changes are:
- The eight-week period to use your PPP funds has now been extended to 24 weeks.
- Previously, you had to spend at least 75% of the funds on payroll. You now need to spend only 60% of the funds on payroll.
Here is a full breakdown of the PPP Flexibility Act.
Can I get PPP expenses forgiven and deduct them from my taxes?
No. Any expenses that you claim for forgiveness under the PPP cannot then be deducted from your expenses. A forgivable PPP loan is already tax-free, so the IRS wants to prevent double-dipping (getting free money from the same source twice).
What counts as a utilities expense?
Business expenses on electricity, gas, water, transportation, telephone, or internet access are eligible uses of PPP funds and qualifies for forgiveness.
Further reading: What Are Utility Costs for the PPP?
My bills are due outside the 24-week covered period. Can I claim these expenses?
Yes, as long as you pay it on the next regular billing date, any of those eligible non-payroll expenses (utilities, rent, mortgage interest) can be claimed for forgiveness, prorated to the end of the covered period.
How long do I need to keep my documents?
You must retain your supporting documents for six years after the loan is fully forgiven or fully repaid, and provide them to the SBA or the Office of Inspector General if requested.
Further reading: PPP Audits (What You Need to Know)
Can I prepay my rent or mortgage?
No, prepayment is not an allowed use of the PPP and is not eligible for forgiveness.
What counts as mortgage interest?
Any interest paid on mortgage on property used for business purposes is an eligible expense that the PPP can be used for, and qualifies for forgiveness.
Acceptable examples include:
- Mortgage interest on a warehouse you own to store business equipment
- Auto loan interest on a car you own to make business deliveries
How is eight weeks of net profit from 2019 calculated?
Your net profit that was reported on your Form 1040 Schedule C is multiplied by 8/52.
More PPP resources
- How to Spend Your PPP Funds (FAQ)
- PPP Common Misconceptions
- The Paycheck Protection Program and Health Care Enhancement Act: What You Need to Know
- After the PPP: Your Next Steps After Getting Approved
- How to Calculate Your PPP Loan Amount
- Required Documents for Your PPP Application
- PPP Lenders: Where to Get a Paycheck Protection Loan
- Owner Draws and the PPP
- How to Calculate FTE for the PPP
- Unemployment Benefits and the CARES Act
- PPP Rules on Rehiring Employees
- COVID-19 Resources for Small Businesses, State by State