What employers need to do
Here’s how you can get ready for Paid Leave Oregon.
Create your account in Frances Online
Frances Online is Oregon’s payroll reporting system. It has replaced the Oregon Payroll Reporting System (OPRS) and the Employer Account Access (EAA) portal. Frances Online is where you, as an employer, will file your payroll report. This is also where you will report Paid Leave Oregon contributions. You can easily create an account today!
Still have questions? Find answers or learn more about Frances Online.Small employers
Small employers with fewer than 25 employees are not required to pay the employer contribution, but you can choose to contribute into the program. You are still required to collect contributions from employee wages and submit them on their behalf and protect their jobs and positions. This means they cannot lose their job or position, if it still exists when they return from paid leave. Your employees are still covered and can apply for Paid Leave benefits.
Learn more about what small employers need to do to get ready for Paid Leave.
What you need to do to get ready to participate in Paid Leave Oregon
Employers play an important role in Paid Leave Oregon, and the Paid Leave Oregon team is here to help.
You need to:
- Post the model notice poster by Jan. 1, 2023. Employers are required to post the model notice poster at each work site and provide a copy to any remote employees. Posters must be displayed or sent out no later than Jan. 1, 2023. Download a printable poster. If you have an equivalent plan, you also need to post a model notice poster. Learn more by reading the Equivalent Plan Guidebook.
- Pay the employer contribution. You need to pay a contribution if you have 25 or more employees on the first quarterly payroll report for 2023 (Jan. to March 2023).
- Withhold, report, and submit your employees’ contributions. You need to withhold contributions from your employees’ wages and submit employee contributions on your Oregon Combined Payroll Tax Report, whether you are a small employer (fewer than 25 employees) or large employer (25 or more employees). Learn more about reporting employee contributions.
- We have video instructions on how to file in Frances Online.
- Give eligible employees time off. You must give your employees paid time off if they are approved for leave by Paid Leave Oregon.
- Hold your employee’s job and role. If your employee has worked for you for more than 90 consecutive days, you must give them their job and position back, if the position still exists when they return from leave.
You don’t need to:
- Pay your employees while they’re on leave. Paid Leave Oregon pays your employees a portion of their wages while they’re on leave from work.
- Decide if an employee is eligible for benefits. Paid Leave Oregon decides if an employee is eligible for Paid Leave and takes care of all the employee applications and benefits.
- Pay the employer portion of the contribution if you’re a small employer with fewer than 25 employees. Your employees will still be covered, and you will need to withhold and submit their contributions. Learn more about small employers and Paid Leave.
For more details and answers to your questions about what employers need to know, take a look at Employers’ Commonly Asked Questions.
By Jan. 1, 2023, you must post the model notice poster at each work site and tell your employees about Paid Leave Oregon. You need to provide a copy of the poster to all employees, including all remote employees. Download the poster.
Get ready to submit your employer contribution.
- Large employers with 25 or more employees need to pay 40% of the total contribution rate (which is set at 1% for 2023), up to $132,900 of wages per employee, per year. You can estimate how much you will pay based on the number of employees you have and the amount you pay in wages.
- For example, if you have $1 million in payroll, you would pay $4,000 (which is 40% of the 1% contribution rate) per year and your employees would pay $6,000 (60% of the 1% contribution rate) per year. This is a total contribution of $10,000 for the year. Use this contributions calculator to estimate how much you’ll contribute.
Get ready to withhold your employees’ contributions.
- Employees pay 60% of the total contribution rate (which is 1% for 2023) through their wages.
- Make sure your payroll system is set up to withhold employee contributions, starting Jan. 1, 2023. You can prepare to file payroll reports by creating your account in Frances Online.
- If you use a third party payroll administrator, or payroll company, they can take care of withholding your employee's contributions. Make sure they know how to file a report.
How to make payments and file reports
Frances Online is Oregon’s payroll reporting system. It’s where you, as an employer, will file your combined payroll report, which now includes Paid Leave Oregon.
Questions about Frances Online?
Learn more
Create an account in Frances Online
You’ll need to have a few things ready when you create an account:
- Business Identification Number (BIN)
- Federal Employer Identification Number (FEIN)
- Nonprofit Employer Identification Number (EIN)
- Payroll information from reports you’ve filed within the last two years (you can find a list of these under frequently asked questions)
- If you do not have payroll report data, you can request a verification letter from the Oregon Employment Department
What third party payroll administrators need to know
A third party payroll administrator is a person or company that helps an employer process payroll. To make payments or file a report, here’s what a third party payroll administrator needs to do and know:
- Start by creating an account in Frances Online
- You will need your client’s account information or previous payroll reports to show that you are authorized to access their employer account
- You don’t need a power of attorney to file on the employer’s behalf
- To find their account in Frances Online, you can search using their Business Identification Number (BIN)
Learn more about what third party payroll administrators need to know.
Get ready to file your quarterly payroll reports
Each quarter, employers will need to:
- Report the total number of employees you have and the total wages you paid for the quarter in Frances Online
- Submit the total contribution (both the employer portion and employee portion) each quarter through the Oregon Department of Revenue (DOR)
Here’s what you’ll need to file:
- Business Identification Number (BIN)
- Federal Employer Identification Number (FEIN)
- Nonprofit Employer Identification Number (EIN)
- Payroll information from reports you’ve filed within the last two years (you can find a list of these under frequently asked questions)
- If you do not have payroll report data, you can request a verification letter in Frances Online when you are creating your account
Get started by signing into your account in Frances Online
How to make a change to a report
- Sign in to your Frances Online account
- In the Wages and Contributions panel, select View or File Payroll Reports
- Select the Periods tab and then the period with the changes you want to make
Payments need to be made quarterly through the Oregon Department of Revenue (DOR). Once you have filed your quarterly report in Frances Online, you will see what your balance is, including self-reported prepayments. Here’s how to start making Paid Leave Oregon contributions:
- Select Make a Payment
- Follow the instructions to complete your payment
How to make a late payment
Only late payments can be made in Frances Online. Here’s how:
- Sign in to your Frances Online account
- In the Wages and Contributions panel, select Pay Outstanding Balance
- Pay electronically and select Next
- Enter your payment information and select Submit
Get ready to withhold employees’ contributions
Here’s what you’ll need to start withholding employee contributions from their wages:
- Employer Guidebook
- Use this contributions calculator to estimate your employees’ withholdings
An equivalent plan is a plan that:
- Has the same or more benefits than Paid Leave Oregon
- Covers all employees
- Is approved by the Oregon Employment Department (OED)
If your equivalent plan is approved, you will not need to participate in Paid Leave Oregon.
