What employers need to do
Employers play an important role in Paid Leave Oregon, and the Paid Leave team is here to help.
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!
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
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 know about Paid Leave.Learn about your responsibilities with Paid Leave Oregon
- Report and submit the employer contribution. You must pay the contribution if you have 25 or more employees on your quarterly payroll report.
- Large employers with 25 or more employees must pay 40% of the total contribution rate (which is set at 1% for 2023), up to $132,900 of wages per employee, per year.
- Use this contributions calculator to estimate how much you’ll contribute.
- Withhold your employees’ contributions. You must withhold contributions from your employees’ wages. Employees pay 60% of the total contribution rate (which is 1% for 2023) through their wages.
- Submit your employees’ contributions. You must 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). 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.
- 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 pay $4,000 (which is 40% of the 1% contribution rate) per year and your employees pay $6,000 (60% of the 1% contribution rate) per year. This is a total contribution of $10,000 for the year.
- File your payroll reports in Frances Online each quarter.
- Pay the total contribution payment (both the employer portion and employee portion) each quarter by making a payment through Frances Online.
- How to make a late payment - Late payments can only be made in Frances Online. Here's how:
- In the Wages and Contributions panel, select Pay Outstanding Balance
- Pay electronically and select Next
- Enter your payment information and select Submit
- How to make a late payment - Late payments can only be made in Frances Online. Here's how:
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. Your employee has the right to the same job they had when they left if your employee has worked for you for more than 90 consecutive days. If their job no longer exists when they return from paid leave, and you have more than 25 employees, you must give them a similar position when they return from leave. If you have less than 25 employees, you can give them a different position with similar job duties and the same benefits and pay when they return. Post the model notice poster in a visible place. Employers are required to post the model notice poster at each work site and provide a copy to any remote employees. 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.
Still have questions? Read the Employer Guidebook.
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)
Third party payroll administrators - file reports on Frances Online.
