Washington Paid Family Leave and WA Cares Fund Export (2023: Q3 +)

Washington requires Quarterly Reporting for Paid Family Leave and WA cares fund deductions effective 10/1/2023 (Quarter 3). This report combines reporting for both deductions. Once the report is created and exported you can then upload it to this site.

SecureAccess Washington

More details on reporting can be found at this link-File your quarterly report and pay premiums – Washington State's Paid Family and Medical Leave

 

Washington - 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.

To run this export from the Desktop Application:

  1. Click on Weekly Process
  2. Click Export/Import right side tab
  3. Select feed Washington - Paid Family & Medical Leave and Cares


  4. Enter Parameters
    1. Quarter - the quarter for which to export wage data for Paid Family Medical Leave Reporting 
      1. Note: Start typing the desired quarter in the following format to more easily select quarter (press tab after entering quarter)
        Format: supplier full name: Supplier Quarter Year
        Example: ABC Full Name: Q3 2023
    2. Phase
      1.  Analysis: Run the export in this phase to see column headers as well as additional relevant data
      2. Generate Report: Run the export in this phase to get a file per the state specifications
    3. FEIN: 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 FEIN can be combined into one report.
  5. Select file export location
  6. Click on the Process File button
    1. File named WAPFMLYYYY-MM-DD.csv will be created in export location

 

Export Data

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

Phase

Column

Data Notes

Analysis

Need Revision

This value will be 1 if any errors or potential issues are identified

Analysis &
Generate Report 

SSN

Employee SSN

Analysis &
Generate Report 

Last Name

Employee Last Name

Analysis &
Generate Report 

First Name

Employee First Name

Analysis &
Generate Report 

Middle Initial 

Employee Middle Initial (may be blank)

Analysis &
Generate Report 

Total Hours

Employee's total hours for reporting quarter (dates based on supplier config year quarter setup)

Analysis &
Generate Report 

Total Wages

Employee's total gross wages for reporting quarter (dates based on supplier config year quarter setup)

Analysis

PFML Withholding

Total amount withheld from employee paychecks for employee premium

Analysis

PFML Contribution 

Total employer share on employee paychecks for employer share

Analysis

WACaresExempt

Looks at the “is tax exempt" checkbox on the tax tab,

Analysis

Note

Information about errors or potential issues. Such as if total sum of withholding and contribution does not equal state defined premium rate percentage of employee gross wages.

Analysis &
Generate Report 

DOB

MMDDYYYY; the Date of Birth field

 

This report is for filings prior to Quarter 3 2023.

 

 

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