Manage your employer account

Manage your employer account

Once you receive your PIN and enter it you will gain full access to your employer account. Full access allows you to manage who has access to your account and what they can do. You can have multiple people in your organization managing tasks like wage reporting or making payments.

User roles

When adding users you can assign one or more role, depending on what tasks they will be doing. Users with the Account Administrator and User Maintenance roles can add users, assign roles, and inactivate users as needed.

You can select from the following account roles:

  • Account Administrator: Full access to all functionalities
  • Quarterly Wage Reporting: Can file and view quarterly wage reports and amendments
  • Payments and Refunds: Can make payments and request refunds
  • Paid Leave Benefit Claims: Can access Paid Leave benefit claim details
  • Account Maintenance: Can manage account-related activities
  • User Maintenance: Can add other users to your business account

Add users

Before you start, you need the person’s:

  1. First and last name
  2. SAW username
    • They will need to create a SAW account if they don’t have one. Download the SAW User Guide for more details.
    • They do not need to add Paid Family and Medical Leave to their account
  3. Email address

Use the steps below to give someone from within your organization access to your employer account. Adding a third-party administrator/payroll company is covered in a different section.

To add a user to your account:

  1. Click User Maintenance in the “Access” section of your employer account homepage or from Manage Account in the navigation bar.
  2. On the “User Maintenance” page, click Add User.
  3. Enter the required information for the person you are adding.
  4. Select the Roles you want to assign.
  5. Select Active under “Account Status”.
  6. Click Save.

You will be taken back to the “User Maintenance” page and should see the new user.

Update user roles

You can update a user’s role(s) or contact information or set them to inactive as needed.

  1. Click User Maintenance in the “Access” section of your employer account homepage or from Manage Account in the navigation bar.
  2.  Find the user and click Edit.
  3. You will be taken to the “Manage Internal User” page where you can edit this user’s name, email address, phone number, and roles.
  4. To remove this user’s access, select Inactive under “Account Status”
    • If the user is Inactive, they will not be able to access the account
  5. Click Save.

Add multiple contacts for your account

You can update a user’s role(s) or contact information or set them to inactive as needed.

In addition to the primary contact information for your account, you can add separate contact information for employees responsible for:

  • Quarterly Wage Reporting
  • Payments and Refunds
  • Paid Leave Benefit Claims

You can add and edit these contacts from your employer account homepage by clicking the Edit link in the contact information section near the top of the page or by clicking Manage Account and Contact Information in the navigation bar.

Keeping this information up to date ensures timely communication with the correct contacts at your business.

Employer Agents or Third-Party Administrators (TPA)

If you plan to use an employer agent or TPA to help manage your Paid Leave account, then you will need to have an approved Power of Attorney (POA) on file. There are two ways to get a POA approved from your employer account:

  1. You can initiate a POA with your agent.
  2. You can approve your agent’s request to link to your account.

You can find full details on this process on the Employer Agents page.

Questions? Email us at paidleave@esd.wa.gov

To get you to the right team, include “UBI” followed by your 9-digit UBI number or “BUSINESS” followed by your business name in the subject line.