How do employer agents report and remit for clients?

  • Do employer agents need a power of attorney to report for a client?

    Agents may file reports and amendments and pay premiums for clients without a signed power of attorney (POA). However, you will need a signed POA before our staff can provide you any information about your client’s account, reports or employee-level data. You will also need a POA to represent your client in audits or appeals.

    If you do need POAs for your clients, download the form, complete and sign it, and upload it using your employer agent Paid Leave account. Please note: We must review the form before you can access your client's account. We are receiving a high volume of POA forms, so processing times may be delayed. We will waive penalties for late reporting if we are unable to process your POA in time.

    Without a POA on file, you may:

    • Bulk file for your clients in a single ICESA file, or report for individual clients with an ICESA file.
    • Link to individual client accounts to report using a CSV file upload or manual entry.
    • Amend your clients’ reports via ICESA or CSV file upload.
    • Bulk pay using ACH credit (to get the instructions for ACH credit payments, email our Care Team with "Request: Bulk Payment Instructions" in the subject line).
    • Pay for individual clients by credit or debit card, ACH debit or check/money order.

    Paid Family and Medical Leave has different file specifications than other state agencies. We recommend that you test your file format before submitting quarterly reports.

    If you have a POA on file with Paid Family and Medical Leave, you may also:

    • Link to a client and view details about their account, reporting history and payments.
    • File manual amendments.
    • Get information from us about your clients’ accounts.

    back to top
  • How do employer agents create an account?

    Before you continue: the person who completes this process becomes the account administrator and will need to add additional users to the account before anyone else can have access. Read more about adding additional users.

    You will need an active SAW account and you will need to add Paid Family and Medical Leave to your SAW services before you can log-in and establish your Paid Leave account. Read more about creating a SAW account and adding Paid Family and Medical Leave to your services.

    Once you’ve logged in and selected Paid Family and Medical Leave from your list of services in SAW, you’ll click “Continue” to proceed to creating your Paid Leave employer agent account.

    1. On the “Create an Account” page, select the “Create an Account” button to the right of “Employer Agents”.
    2. Enter your business’s legal entity name and EIN and click “Next”.
    3. On the “Enter Contact Information” screen, enter the name, phone number, email address and mailing address you would like us to use for questions about your employer agent account.
    4. Once you’ve entered your contact information, click “Next”.
    5. Confirm the information displayed is correct by clicking, “Submit” or click “Previous” to go back and make changes.
    6. On the “Employer Agent Registration Confirmation” page, you’ll see “Your Employer Agent ID”. Make note of this number. You may need it when submitting power of attorney documents for your clients.
    back to top
  • How do agents link to a client's account?

    If you submitted a POA for your client, we will link their account to yours after reviewing your POA.

    You can link to a client with limited access to file and pay without a POA or before your POA has been reviewed.

    To link to clients, log-in to your employer agent account through SAW. Then:

    1. Click on the “Manage Clients” tab.
    2. From the drop-down menu, select “Linked to a Client.”
    3. Enter the client’s UBI number and click "next."
    4. Select “Request Limited Access” below the Manage Roles title.
    5. After clicking, “Submit”, select “Home”.

    To view which of your clients are linked:

    1. From your employer agent homepage, select “Manage Clients”, then select “Search for Linked Clients” from the drop-down menu.
    2. Click “Search”. You should see a list of your linked clients. Under the word "Actions", select "Manage" for the client you want to select. You will be brought to that client's dashboard, where you will be able to report and remit premiums. Note: you will see your client listed as “limited access” if you linked without a POA.

    Once you select your client, you will switch to viewing their employer account instead of your employer agent account, so note that some menu options will be different than they appear within your own account.

    back to top
  • How do employer agents submit ICESA reports?

    To submit an ICESA file

    Filing with an ICESA file is done the same way regardless of whether you have POAs for your clients.

    Log-in to your Paid Leave employer agent account through SAW and select “Submit Quarterly Wages” from the “Wage Reporting” menu.

    Throughout the reporting screens, there’s a bar at the top of the page that shows you where you are in the process.

    Select Filing Method

    1. Under “Reporting Period”, use the drop-down menus to select the quarter and year for which you are reporting.
    2. Under “Filing Methods”, select “File Upload”.

    Provide Wage Details

    1. Under “Choose a File”, click “Browse”, then locate and select your ICESA file on your computer.
    2. Click, “Next”.

    Submission Confirmation

    1. Note the confirmation number for your records and click, “Home”

     

    back to top
  • How do employer agents file reports for individual clients?

    Before you can report for individual clients, you need to link your employer agent account to their employer account.

    Once you’ve done that and you’re viewing their individual account details, select “Submit Quarterly Wages” from the “Wage Reporting” menu.

     

    Select Filing Method

    1. Under “Reporting Period”, use the drop-down menus to select the quarter and year for which you are reporting.
    2. Under “Filing Methods”, select the method you intend to use.

    Provide Wage Details: Manual Entry

    1. If you select “Manual Entry”, you will see a new section called “Wage Detail Records”. Required fields are marked with a red asterisk. You can click on the blue “i” icon next to any field to get more information about what should be entered. Enter the required information for your first employee and click “Save”.
    2. Continue entering each employee, up to 50 total, in the “Wage Detail Records” section, clicking “Save” after each entry.
    3. All employee information will be listed in a table below the “Clear” and “Save” buttons. If you need to edit or delete an employee record, you can do so by selecting the blue “Edit” or “Delete” link in the right columns of the table.
    4. When you have finished entering all employees and have reviewed the summary table for accuracy, click “Next”.
    5. In the “Employment and Wage Detail Report Summary” section, enter the total premiums withheld for all employees in the “Total Employee Premiums Withheld” field.
    6. Read the “Employment and Wage Detail Certification”, click the checkbox next to the certification statement, and click “Submit.”

    Provide Wage Details: File Upload

    1. If you select “File Upload”, you will see a new section called “File Format”. Select the radio button next to, “Delimited”.
    2. Under “Choose a File”, click “Browse”, then locate and select your wage report file on your computer.
    3. After selecting the file, enter the total premiums withheld for all employees in the “Premium Withholding” section, then click “Next” to submit your report.

    Submission Confirmation

    1. Note the confirmation number for your records and click, “Home”
    back to top
  • How will I know when my client's report is processed?

    After you submit your report, you can check the status by selecting “Wage Submission History” from the “Wage Reporting” menu option.

    On the “Wage Submission History” page, each of your reports will be listed in a table where you can see the submission date, submission type, year, quarter and status, and other details. Depending on the number of employers submitting reports at any point, it may take some time for the status of your report to change. There are three possible options under “Status”:

    Submitted: The report was successfully submitted, and the system is processing it.

    Rejected: The system attempted to accept the file but found an error. You will need to download the error report by clicking the blue link in the “Record Errors” column,  correct your report and upload again. Read more about common report errors and how to correct them.

    Processed: The report was successfully submitted, and the system completed processing it.

    back to top