Reporting

Reporting for Paid Family and Medical Leave is now open!

Get ready now:

Para recibir información en su idioma sobre programas y servicios de esta agencia comuníquese con el departamento de Paid Family and Medical Leave al 833-717-2273, lunes a viernes de 8:30 a 4:30 p.m.  



When do employers report and remit premiums?

  • Reporting dates

    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 and Q2 reports will be due August 31 for 2019 only.

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What information do employers report?

  • What do employers report?

    Employers will report the following information:

    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

    No payroll? No report required. You do not need to submit a report for quarters where you did not have payroll expenses.

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  • What do I include when reporting employee wages?

    In Paid Family and Medical Leave, wages are generally referred to as gross wages without tips. Wages are defined in statute as the remuneration paid by an employer to an employee (up to the Social Security cap for premium assessment). Please note that ongoing rulemaking impacts this list. 

    Premium assessments must include gross wages such as:

    • Salary or hourly wages
    • Cash value of goods or services given in the place of money
    • Commissions or piecework
    • Bonuses
    • Cash value of gifts or prizes
    • Cash value of meals and lodging when given as compensation
    • Holiday pay
    • Paid time off (vacation, sick leave, associated cash outs)
    • Bereavement leave
    • Separation pay such as severance pay, termination pay, or wages in lieu of notice
    • Value of stocks at the time of transfer to the employee (if part of a compensation package)
    • Compensation for use of specialty equipment, performance of special duties or working particular shifts
    • Stipends and per diems (unless provided to cover a past or future cost incurred by the worker as a result of the worker’s expected job functions).

    You can estimate your premiums now with our premium calculator.

    Estimate Premiums

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  • What do I include when reporting employee hours?

    Employers must report the number of hours worked for the wages paid each quarter, rounded up to the nearest whole number. Ongoing rulemaking will impact this section.

    Here is what to include for each type of hours worked:

    • Hourly employees. Report the total number of hours worked by each employee.
    • Employees on salary. Report forty hours for each week in which a full-time salaried employee worked.
    • Vacation pay, sick leave pay, paid time off. Report the number of hours an employee is on paid leave. Do not report hours for a cash-out of leave. (Ongoing rulemaking will impact this section.)
    • Overtime. Report the number of hours actually worked for which overtime pay or compensatory time is provided, without regard to the amount of wages or compensation paid.
    • Commissioned or piecework employees. Report the actual number of hours worked by employees paid by commission or by piecework. If there are no reliable time keeping records, report a full-time commissioned or piecework employee at forty hours worked for each week in which any of their duties were performed.
    • Wages in lieu of notice. Report the actual number of hours for which an employee was paid.
    • Faculty employees. (Ongoing rulemaking will impact this section.)
      • To be considered full time, faculty members of community and technical colleges must meet the definition of "full time" as defined in RCW 28B.50.489.
      • For full-time faculty members, report thirty-five hours per week.
      • For part-time faculty members, multiply thirty-five hours by the percentage that is equal to the percentage of hours worked in relation to a full-time faculty member consistent with RCW 28B.50.4891.
      • Example: A technical college deems a teaching workload of fifteen hours per week to be full time. An instructor teaches a workload of twelve hours per week. Twelve divided by fifteen is eighty percent. Eighty percent of thirty-five is twenty-eight. Report twenty-eight hours per week.
        Part-time faculty members may overcome the presumption of hours established by this formula by providing the department with sufficient evidence of hours worked that exceeds the hours reported by employer.
    • Severance pay. Do not report hours for severance pay.
    • Payment in kind. Report the actual hours worked for performing services which are compensated only by payment in kind.
    • Practice, preparation, and rehearsal time. If an employee who is part of a performing group is paid for a performance but is also required by the employer to attend practice, preparation, and rehearsal on an organized group basis, report the hours spent in the required practice, preparation, and rehearsal as well as the performance.
    • On-call and standby hours. (Ongoing rulemaking will impact this section.)
      • Report the number of actual hours for which an employee receives wages for being on call or on standby with the employer. Do not report hours for which an employee is scheduled to check in before work, and if not required to work, has no further obligations.
      • For the purpose of this section, "on-call" and "standby" hours are defined as paid hours when employees must comply with employer requirements, such as maintaining physical or mental status, remaining in a specified location, or being required to report to work within a specific time frame.

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  • Do I report zero wages or no payroll?

    No payroll? No report required. If you did not have employees in the reporting quarter, you don't need to submit a report. And, if you have a continuing employee who had no hours and no wages in the quarter but may have hours or wages in a future quarter (like a seasonal employee), you don't need to include them on your report. 

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How do employers submit reports?

  • What is the reporting process?

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

    Employers will create Paid Leave accounts in our new system. Like most Washington state agencies, we use SecureAccess Washington (SAW) to manage access to customer accounts. You will need an active SAW account to log-in to Paid Family and Medical Leave and establish your account. SecureAccess Washington is managed by WaTech. If you have questions about your SAW account, go to SecureAccess.wa.gov and click the "GET HELP" button in the menu bar.

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  • How do I create a SAW account?

    If you don’t already have one, create a SAW account by going to secureaccess.wa.gov and clicking the “SIGN UP!” button. After entering your first and last names and your email address, and confirming that you’re not a robot, you should receive an email with a link to activate your account. Once your account is active, you’ll need to add Paid Family and Medical Leave to your SAW services.

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  • How do I add a new service in SAW?

    Log-in to your SAW account at secureaccess.wa.gov, select “Add A New Service”, then:

    1. Select "I would like to browse a list of service".
    2. Scroll through the list to “Employment Security Department” and select “Paid Family and Medical Leave” from the drop-down menu.
    3. When you see the confirmation screen that lets you know the service has been added to your list, click “OK”, then select “Paid Family and Medical Leave” from your list of services to access your account.
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  • How do employers create their Paid Leave account?

    Watch the Register as an Employer tutorial video or find written instructions below.

    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 account.

    On the “Create an Account” page, select the “Create an Account” button to the right of “Employers”.

    Enter your business’s UBI number and click “Next”. If the UBI is valid, the screen will indicate there was a record found and will display your UBI and the legal entity name associated with your business. If the information displayed is correct, you’ll click “Next”. If it’s incorrect, select “Previous” and reenter your UBI number.

    Once you’ve located your business by UBI number and have confirmed the legal entity name, there are two possible next steps:

    • If the email address associated with your SAW account matches the email address on your business license, your account will be automatically verified, and you’ll continue to enter your business’s contact information. 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.
      1. On the “Enter Contact Information” screen, enter the name, phone number, email address and mailing address you would like us to use if we need to contact your about your employer account, quarterly reports, balances, payments, etc.

      2. Once you’ve entered your contact information, click “Submit”.

      3. If you have multiple businesses with separate UBI numbers, you will need to complete the account registration process for each one. You can do that by selecting “Add/Switch Account” on the upper right-hand side of the screen, just below the menu bar. Read more about adding businesses to your account.

    • If the email address associated with your SAW account does not match the email address on your business license (or if no email address was listed when you initially applied for a business license), you’ll need to verify your account with a PIN. 

      1. On the “Verify Your Account” screen, if the mailing address displayed is correct, select “Continue” to have a PIN mailed to that address. An informational message will appear at the top of the screen telling you a PIN has been sent. You should receive the PIN in three to five days. Read more about what to do when your PIN arrives.

      2. You can still file your quarterly reports and pay premiums now by continuing with limited access.

      3. If the address on the screen is incorrect, select the blue “limited access” link to continue to file your quarterly reports and pay premiums with a limited access employer account. You will be able to return to update your address in the future.

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  • What is a limited access employer account?

    When you initially create your employer account, you will probably have limited access until you verify your account with a PIN. With limited access you will be able to submit your quarterly reporting and make payments. By completing the PIN process and verifying your account, you will get access to more account features, like adding and managing additional users, viewing your report history and submitting amendments, and editing the contact information on your account. 

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  • How do I verify my employer account with a PIN?

    Watch a tutorial about verifying your account with a PIN, or read the instructions below the video. 

    When you receive your PIN in the mail, log back in to your Paid Leave account through SAW. You will return to the “Create an Account” page where you will select the “Create an Account” button to the right of “Employers”. 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.

    1. Repeat the same steps you completed when you first logged in and requested your PIN: Enter your business’s UBI number, confirm you’re the legal entity name and click “Next”. On the following screen, enter your PIN and click, “Next”.
    2. 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 account, quarterly reports, balances, payments, etc.
    3. Once you’ve entered your contact information, click “Submit”.
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  • 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. Watch the tutorial video or read the instructions below.

    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. Watch the tutorial video or read the instructions below.

    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”. Find more information about CSV file formats and how to format your report.
    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.
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  • How do employers correct errors in a report?

    Before you begin, please note:

    • You will need to verify your account with a PIN before you can file an amendment; amendments are not an option with limited access. Read more about the PIN verification process.
    • Your amended report will replace your original submission, so it must include all the details from your initial report, not just the corrected information.
    • Your initial report needs to be processed before it’s possible to submit an amendment. (Once your report has been processed, its status in the table on the “Wage Submission History” page will say, “Processed”.)

    There are a couple of methods for submitting amendments, and they depend on how you initially reported.

    Begin by selecting “Amend Wage Report” from the “Wage Reporting” drop-down list on the menu bar.

    1. Under “Prior Quarter Search”, select the year and quarter of the report you need to amend.
    2. In the “Search Results” table, locate the report and click the blue “Amend” link in the first column of the table.
    3. Under “”Filing Methods”, select the filing method you would like to use for your amendment and click, “Next”.
      • If you filed the initial report using manual entry, you can amend using either manual entry or CSV file upload.
      • If you filed the initial report using file upload, you need to use file upload for your amendment.
    4. Submit your amendment; refer to the reporting instructions when needed.
    5. On the “Wage Detail Adjustment Reason Verification” page, use the drop-down menu to select the reason for your amendment. Options include:
      • Employer and Wages amended because of incorrectly reported wages or hours
      • Wages amended because employee(s) were mistakenly included/excluded
      • Employment and wages amended to correct computer system, data entry or accounting errors
      • SSN or name changed
      • Employment and Wages amended as a result of an audit
      • Other
    6. Click “Next”. Note the confirmation number for your records. Click “Home” to return to your homepage.
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  • How do employers add users to their account?

    Before you begin:

    • You will need to verify your account with a PIN before you can add or manage additional users. Read more about the PIN verification process.
    • You will need the first and last name, SAW username and email address for the person you want to add to your account.

     

    To add or manage users, log-in to your Paid Leave account. From the employer homepage, click “Manage Account” in the menu bar and select “User Maintenance”.

    1. Click the “Add User” button.
    2. On the “Manage Internal User” screen, enter the name, SAW username and email address for the person you need to add.
    3. Under “Roles”, select the appropriate roles for this user. Options are:
      • System administrator
      • Employment and wage detail
      • Payments
      • Account maintenance
      • User maintenance
    4. Under “Account Status”, select “Active”, then click “Save”.
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  • How do employers remove users from their account?

    Before you begin:

    • You will need to verify your account with a PIN before you can manage users. Read more about the PIN verification process.
    • Once your account is verified, you need to have either “System Administrator” or “User Maintenance” access to the account before you can manage other users.

    To remove a user, log-in to your Paid Leave account.

    1. From the employer homepage, click “Manage Account” in the menu bar and select “User Maintenance”.
    2. In the table under “User Maintenance”, click the blue “Edit” link in the last column next to the user you want to remove.
    3. Under “Account Status”, select “Inactive”, then click “Save”.
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  • How do employers add another business to their account?

    Log-in to your Paid Leave account. From the employer homepage, click “Add/Switch Account”, which is located on the far right of the screen, under the menu bar.

    1. On the “Choose an Account” screen, click “Create a New Account”.
    2. You will return to the “Create an Account” page like when you first registered your initial employer account. Read more about creating an account.
    3. Once you create the account, click “Add/Switch Account”, and the new account will be listed under “Employer Accounts”.
    4. Switch to another account by clicking the link in the list of “Employer Accounts”.
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How do employers remit premiums?

  • How do employers make premium payments?

    Once your report has been processed (its status in the table on the “Wage Submission History” page will say, “Processed”), your updated balance will be displayed on the “Payments” page which you can access by selecting “Payments” from the menu bar on the employer homepage.

    You have three options for payments:

    • ACH (electronic check): You will need to provide your billing name and address, routing number, account number, account types (personal or business and checking or savings), and your payment amount and payment date. Please note that because we are a new program, some banks have been rejecting ACH payments to us in testing. You can ensure your bank will process your payment by calling them and providing them the filter information that allows them to identify us as an authorized transaction: Company ID: 1916001099 and Company name: PAID FAMILY MED.
    • Debit/credit card: You will need to provide your billing name and address, card information, and payment amount and payment date. Please note that debit/credit card payments incur a 2.9% processing fee.
    • Check/money order: You will need access to a printer so that you can print the payment coupon that must accompany your check or money order.

    Payment processing times vary by payment method and the payment date you select when submitting your payment. If you have questions, please contact the Customer Care Team.

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How do employer agents report and remit for clients?

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

    PLEASE NOTE: Employer agents must either have a signed power of attorney (POA) or file via ICESA.

    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.

    If you file via ICESA you do not need a Paid Family and Medical Leave POA to report, amend reports or pay premiums on your client's behalf.

    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.

    With or without a POA on file, you may:

    • Bulk file for all of your clients in a single ICESA file, or report for individual clients with an ICESA file.
    • Amend your clients’ reports via ICESA
    • 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)

    Paid Family and Medical Leave has different bulk filing 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:

    • Link to a client
    • File via CSV or manual entry
    • Pay for single employers via ACH debit, credit or debit card, or check/money order
    • File amendments to your manual, CSV or ICESA file
    • Get information from us about your clients’ accounts
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  • How do employer agents submit reports?

    PLEASE NOTE: Between July 1 and the end of July, to file and pay on behalf of a client, employer agents must either have a signed power of attorney (POA), or file via ICESA.

    Employer agents without signed Paid Family and Medical Leave power of attorney (POA) forms for their clients can still submit quarterly reports using an ICESA file. Read more information on the specifications for your ICESA file.

    Once your ICESA file is formatted according to our specifications, 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”

     

    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.

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