File your quarterly report and pay premiums

Business:

• United business identifier (UBI) number (if you don’t know your UBI number, look it up)
• Business name
• Total premiums collected (if any) from employees
• Name of the report preparer

Employee:

• Social Security number (SSN)
• First name, last name, middle initial
• Date of birth
• Wages, which are generally referred to as gross wages without tips. Wages are defined in statute (RCW 50A.05.010) as the remuneration paid by an employer to an employee (up to the Social Security cap for premium assessment).
  • For premium assessment and quarterly reporting, gross wages include:
    • 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)
    • 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)
  • Wages may not include:
    • Tips
    • Supplemental benefit payments
    • Payments provided to cover a past or future cost incurred by the worker as a result of the worker’s expected job functions
    • Payment into retirement or disability plans
• Hours, rounded up to the nearest whole number, each employee worked during the reporting quarter. This includes paid time off (sick, vacation, etc.) but does not include supplemental benefits.

Employers report Paid Leave and WA Cares premiums from employees at the same time on the same report. Learn more about WA Cares reporting.

Log in to your Employer account through SecureAccess Washington (SAW). (Create an account if you don’t already have one and watch this video to learn how to set up your account.)

• If you are setting up your account for the first time, have your UBI number on hand. (If you don’t know your UBI number, look it up.)

Choose a reporting format: manual entry (you can do this for up to 50 employees) or complete and upload a .CSV file.

• Use the Paid Leave and WA Cares .CSV File Specifications (v8) and the Paid Leave and WA Cares .CSV Template (v8). Make sure to test it before uploading it.

• If a third-party employer agent will be reporting on your behalf, confirm that they will be submitting reports.

Employer agents who bulk file (ICESA) should use the ICESA file specifications (v8) for Paid Leave and WA Cares.

Log in to your account to file your quarterly report and pay your premiums.

Premium payments for Paid Leave and WA Cares are separate because they must be deposited into different trust funds.

Payments can take several days to post to your account depending on your payment method.

Some common reasons for delay include:

• Not enclosing the correct program payment coupon when mailing your payment
• Postdating your payment to a date later in the month
• Sending your payment to the wrong program

If it’s been more than a week since you made your payment online and your balance isn’t updated, please contact the Customer Care Team at paidleave@esd.wa.gov or (833) 717-2273.