How do employers submit reports?

  • What is the reporting process?

    NOTE: Quarter 3 reports were due Oct. 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. 

    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

    ______________________________________________________________________________________________________________________________

    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.
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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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