Watch this video to get quick, helpful tips for how to file your quarterly reports and make payments.
This is an overview webinar intended to give employers a general understanding of how Paid Family and Medical Leave works and make payments.
For more detailed information about your role and responsibilities, download the Employer Toolkit.
When to report wages and hours and pay premiums
As a Washington employer, you are required to report your employees’ wages and hours and pay premiums on a quarterly basis—unless you had no payroll expenses during that quarter.
No payroll? No report. You do not have to file a report for quarters where you had no hours worked or wages.
Here’s when to submit your reports and payments:
- Report & Payment Due: April 30
- Q1: January, February, March
- Report & Payment Due: July 31
- Q2: April, May, June
- Report & Payment Due: October 31
- Q3: July, August, September
- Report & Payment Due: January 31
- Q4: October, November, December
Checklist: Completing your report
Here’s what you need to complete your report. You can also download the checklist.
Gather your information
- 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
- Social security number (SSN)
- First name, last name, middle initial
- Wages paid during the reporting quarter, and the associated hours worked
Prepare your report
Here’s how to prepare and file your report.
- Log in to your Paid Leave 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: either manual entry (you can do this for up to 50 employees) or completing and uploading a .CSV file. (Download the instructions for creating a .CSV file)
- If you’re completing a .CSV file, 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
Test your report