Colorado Paid Family Leave Export

Colorado will require quarterly reporting of Paid Family Leave, like unemployment reporting that the state requires. The first employer reporting/filing is required by April 1, 2023. 

A Colorado - Paid Family & Medical Leave - Wage Report export has been added to the Weekly Process section. Users can be granted permission to this export via Desktop Application > Admin Tools > System > Report > Advance Query > User.

Note: Prior to running the export, go to Branch Settings and review the user default branch.  Ensure the default branch is set to a branch within the supplier for which you will run the Colorado Paid Family export. 

Editing export

When viewing as a CSV, CSV will display the date differently than what is configured in the file. If the customer needs to make an update to a file, they need to use Notepad++ or something similar.  Do not edit using CSV for editing as CSV will display the date in a different format than what is configured in the actual export file. Additionally, CSV does not display preceding zero's that could impact columns such as SSN.

Create export

To run this export from the Desktop Application:

1. Click on Back Office > Weekly Process
   
   
2. Click the Export/Import right side tab
   
   
3. Select feed Colorado - Paid Family & Medical Leave Export
   
   
   
   
   
   
4. Enter Parameters:
   
   
   1. Select a Quarter - the quarter for which to export wage data for Paid Family Medical Leave Reporting 
      • Note: Start typing the desired quarter in the following format to select quarter more easily (press [Tab] after entering quarter)
        Format: supplier full name: Config Year Staffing Supplier Quarter Year
        Example: ABC Full Name: Q1 2023
        
        
   2. Select a Preparer Supplier - This is the Preparer/Supplier for which to export wage data for Paid Family Medical Leave Reporting. The export for Colorado has a concept of a preparer versus an employer. The Preparer is like a root supplier. In theory, this can be different than the employer you're generating the export for. It is like the Greenshades property "Rollup to Root Supplier".
      
      
   3. Select an option for Amended Return - This is a true (Yes) or false (No) value.  Colorado allows people to pass a field in this export for whether the file is amended or not. If Yes is selected and a file is generated and uploaded to the state's website, the state will process it as an amendment to a previous filing of this report.
      
      
   4. Select a Phase:
      •  Analysis: Run the export in this phase to see column headers as well as additional relevant data. Analysis will go through error checking. You can review the file and look for potential errors, and cross reference it with a different report, like the Tax Summary.
      • Generate Report: Run the export in this phase to get a file per Colorado state specifications.
        
        
5. Enter a FEIN, if desired. This is a freeform field that allows the user to narrow down the set of results generated in the export file by specifying individual FEINs. Two suppliers with the same EIN can be combined into one report.
6. Select a file export Location by clicking Browse and selecting a folder.
   
   
   
7. Click Process File, and a file named with a pattern of COPFMLYYYY-MM-DD.csv will be created in the selected export location.
   
   
   
8. You can open the .csv file in Microsoft Excel, or another program capable of rendering comma-separated values files.
   

Export Data

Note: Primary source for data is payment check transactions with work site in CO.

Phase	Column	Data Notes
Analysis	Need Revision	This value will be 1 if any errors or potential issues are identified
Analysis & Generate Report	Document Count	Total Number of Employees referenced in this return
Analysis & Generate Report	AmendedReturn	If Yes, this is an amended return submission and replaces prior data
Analysis & Generate Report	FAMLIPremiumStartDate	This is the start date of the pay period for which you are reporting wages, formatted as YYYY-MM-DD (click here for details)
Analysis & Generate Report	FAMLIPremiumEndDate	This is the end date of the pay period for which you are reporting wages, formatted as YYYY-MM-DD (click here for details)
Analysis & Generate Report	PreparerLegalName	This field is optional and will be populated with a blank value
Analysis & Generate Report	PreparerFEIN	This field is optional and will be populated with a blank value
Analysis & Generate Report	SettlementDate	The date and time this return was submitted
Analysis & Generate Report	ReturnTotalContributionsDue	This field is optional and will be populated with a blank value
Analysis & Generate Report	EmployerFEIN	Federal Employer Identification Number (FEIN) on the supplier record in Admin Tools
Analysis & Generate Report	EmployerFAMLIId	This field is optional and will be populated with a blank value
Analysis & Generate Report	EmployerLegalName	This will populate with the Full Name on the supplier record in Admin Tools
Analysis & Generate Report	EmployerTaxPayerId	The system will leave this as blank. Only used if Sole Proprietor
Analysis & Generate Report	IndividualName	The system will leave this as blank. Only used if Sole Proprietor
Analysis & Generate Report	FName	The system will leave this as blank. Only used if Sole Proprietor
Analysis & Generate Report	MName	The system will leave this as blank. Only used if Sole Proprietor
Analysis & Generate Report	LName	The system will leave this as blank. Only used if Sole Proprietor
Analysis & Generate Report	BusAdrStreet1	Address from supplier record in Admin Tools
Analysis & Generate Report	BusAdrStreet2	This is optional but will populate from supplier address.
Analysis & Generate Report	BusAdrStreet3	The system will leave this as blank
Analysis & Generate Report	BusAdrCity	Address from supplier record in Admin Tools
Analysis & Generate Report	BusAdrStateCode	Address from supplier record in Admin Tools
Analysis & Generate Report	BusAdrPostalCode	Address from supplier record in Admin Tools
Analysis & Generate Report	BusAdrCountry	Address from supplier record in Admin Tools
Analysis & Generate Report	TotalWagesThisPeriod	Reflects Subject Wages
Analysis & Generate Report	TotalContributionsDue	This field is optional and will be populated with a blank value
Analysis & Generate Report	PaymentAmountTotal	This field is optional and will be populated with a blank value
Analysis & Generate Report	IsFinalReturn	This will show as FALSE, must be manually updated on export file before submitting. If true, this is the final return for this employer as they have ceased operations.
Analysis & Generate Report	EmployeeSSN	Full 9-digit employee Social Security Number
Analysis & Generate Report	EmployeeFirstName
Analysis & Generate Report	EmployeeMiddleName
Analysis & Generate Report	EmployeeLastName
Analysis & Generate Report	YearToDateWages	The employee's YTD total wages.
Analysis & Generate Report	GrossWagesThisQtr	The employee's gross wages for the quarter.
Analysis & Generate Report	SubjectWagesThisQtr	The employee's subject wages for the quarter.
Analysis & Generate Report	FAMLIContributionThisQtr	Sum of the employee's CO Paid Family Leave deduction on their paychecks dated in the quarter.
Analysis & Generate Report	SeasonalEmployee	This will generate as FALSE and must be manually updated on export file before submitting. If employee is seasonal change to TRUE on the file before uploading to the state.
Analysis	Note

Note:

• Numeric amount fields on the file should not contain commas between hundreds and thousands. The acceptable format is 999999.99 or similar. The format 999,999.99 will result in a return not being properly processed. 
• Identification numbers (FEINs, TINs, SSNs) should not contain dashes. Numbers only.
• Non-Required fields must still have a column in the file; some columns do not have a value.
• Can run the export only as a single supplier.

FAMLIPremiumStartDate and FAMLIPremiumEndDate Details

When submitting this report to the FAMLI website column C and D which is labeled FAMLI premium start and end date, the date format once uploaded to the website should appear as YYYY-MM-DD. Should you need to change the format before submitting the file here are the instructions.

1. Highlight Columns C and D
2. Go to the Format Cells dialog and under Number tab, click Custom from the list, and type yyyy-mm-dd into the Type textbox in the right section.