Washington’s Employment Security Department (ESD) has finalized its second round of rulemaking regarding the State’s new Paid Family Leave Program.  These rules provide additional information on employer reporting requirements, voluntary Paid Family Leave program requirements, deadlines, small business assistance, and other issues.  The rules will take effect on December 3, 2018.

Premium collection will begin on January 1, 2019, quarterly reporting requirements will begin on April 1, 2019, and benefits will be available for use on January 1, 2020.  (Quarters end on the on the last day of each third month and reporting shall be submitted by the last day of the following month.)   Employers must provide notice of the program via posted notice to be drafted by the state or notice can be drafted by the employer so long as it receives state approval.

Starting January 1, 2019, employers will be required to document the number of hours worked by all employees.

Employer reporting requirements include:

  • Name of the employee;
  • Social Security number;
  • Zip code of primary work location;
  • Job title;
  • Start date;
  • Wage paid during that quarter;
  • Total hours worked during that quarter;
  • Total premiums deducted from the employee’s wages during that quarter.

Employers will use SecureAccess.wa.gov to access the state’s Paid Family and Medical Leave reporting site.  Premium payment deadlines are quarterly and like the reporting requirements must be paid before the end of the last day of the month following the end of the quarter.

Employers should begin working with their payroll staff and accountants now to prepare for the reporting and premium requirements starting on January 1, 2019.  If your company has an existing voluntary plan and you want to continue using that plan, then you can submit your plan to the state now for approval before January 1st.

Equinox can assist your business with understanding these new requirements and/or help make sure that your existing voluntary Paid Family Leave program complies with the law.  Please don’t hesitate to contact us at (425) 250-0205.  We will continue to provide updates as additional rules are promulgated.

References:

https://paidleave.wa.gov/rulemaking

https://www.paidleave.wa.gov/employers#helpcat55

https://paidleave.wa.gov/files/Documents/2018.Employer.Toolkit.V1.1.pdf

 

 

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