How do employers submit reports?

Once you’ve created an employer account, there are two options for submitting quarterly reports:

Manual entry. You will manually enter the name, SSN or ITIN, hours worked, and wages paid separately for each employee. You can do this for up to 50 employees. 

File upload. You will compile the name, SSN or ITIN, hours worked, and wages paid of each employee into a single CSV file (like an Excel spreadsheet). Download the CSV file specifications and instructions for creating your file, and then test your file on our testing page

Download CSV File Format

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To submit reports, log-in to your Paid Leave account. From the employer homepage, click “Wage Reporting” in the menu bar and select “Submit Quarterly Wages”.

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 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”

 

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, among other details. There are two or three possible options under “Status”. Depending on the number of employers submitting reports at any point, it may take some time for the status of your report to change.

  • 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. (This status applies to reports submitted through file upload only). Read more about common report errors and how to correct them.
  • Processed: The report was successfully submitted, and the system completed processing it.