Reporting

UPDATE: The timeline for Q1 Paid Family and Medical Leave reporting has been revised. Employers will now submit both Q1 and Q2 reports and premium payments in July. Download our revised timeline FAQ for details or continue reading for general reporting information.

Starting July 1, 2019, employers will report employee information to the department quarterly. Reporting periods follow calendar quarters and are aligned with reporting periods for Unemployment Insurance (UI). However, reporting for Paid Family and Medical Leave is separate from UI and will be completed through a different online tool.

Reporting fields

  • UBI number
  • Business name
  • Total premiums collected (if any) from employees
  • Name of the report preparer

Then, for each employee:

  • SSN or ITIN
  • Last name
  • First name
  • Middle initial
  • Wages paid in the reporting quarter and the associated hours

Reporting periods follow calendar quarters and are aligned with the reporting periods for Unemployment Insurance.



Reporting quarter Report due
Q1: January, February, March April 30*
Q2: April, May, June July 31
Q3: July, August, September October 31
Q4: October, November, December January 31

* Q1 report will be due July 31 for 2019 only.


Reporting process

NOTE: for 2019 only, reporting for quarters one and two will be due July 31.

Beginning July 1, 2019, employers will create Paid Leave accounts in our new system. To create an account, employers will need their UBI number, business name and contact information. Our system does not assign ESD account numbers--once an account is established, the UBI number will become the Customer ID.

For most employers, Paid Family and Medical Leave will offer two reporting methods:

1. Manual filing. 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.
2. Single filing. 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.

Additionally, employer agents (like payroll companies, CPAs, and other third-party administrators) can report using an ICESA file. This is the method you will use if you need to report for multiple UBI numbers in a single report. Get more information on the ICESA format and validate your test file on the bulk filing page.