File your quarterly report and pay premiums
File your report and pay premiums
Paid Family and Medical Leave provides paid time off when Washington workers need it most and WA Cares allows you to plan for the future. By reporting key information and contributing premium payments, employers play an important role in keeping the program strong and supporting employees when they qualify for paid time off.
Reporting overview
Watch this video to get quick, helpful tips on how to file your Paid Leave quarterly reports and make payments.
Employer webinar
This webinar gives employers a general understanding of how Paid Family and Medical Leave works and how to make payments.
Visit the Help Center for more on how to implement Paid Family and Medical Leave at your business.
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.
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.
Step 1: Gather your business and employee information.
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 (beginning Oct. 1, 2023)
- Wages paid during the reporting quarter, and the associated hours worked
Step 2:
Prepare your report
Here’s how to prepare and file your report.
- 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: 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.
- Looking for instructions on creating your .CSV file? Download instructions here.
NEW: Beginning Quarter 3 2023 (reporting period begins Oct. 1, 2023) employers will report Paid Leave and WA Cares premiums from employees at the same time on the same report. Learn more about WA Cares reporting.
Employers
Need instructions on creating your file upload (.CSV) for your quarterly reporting?
Use the updated Paid Leave and WA Cares .CSV File Specifications (v8) and the new Paid Leave and WA Cares .CSV Template (v8).
Employer Agents
Employer agents who bulk file (ICESA) should use the new ICESA file specifications (v8) for Paid Leave and WA Cares.
Employer agents who link to the clients and use single file uploads will need to use the new .CSV File Specifications (v8) and .CSV Template (v8).
Step 3: Complete your report.
You can also download the reporting checklist.
If a third-party employer agent will be reporting on your behalf, confirm that they will be submitting reports. This third party will also need a power of attorney to report on your behalf.