Quarterly Wage and Tax Report
The Frances Online system replaced the Oregon Payroll Reporting System (OPRS) and the Employer Account Access (EAA) portal beginning from the third quarter filing of 2022.
Frances Online supports Unemployment Insurance and Paid Leave Oregon, the new Paid Family and Medical Leave Insurance (PFMLI) program. The system will start supporting Paid Leave Oregon contributions in the first quarter of 2023.
This report combines and replaces the following reports:
Menu Path
From the Human Resources menu, select State. From the State - OR menu, select Quarterly Wage and Tax Report.
Submission Period
At the end of every quarter:
1st quarter: Due April 30
2nd quarter: Due July 31
3rd quarter: Due October 31
4th quarter: Due January 31
Selection Rule
Employees with eligible state tax withholding who got paid during the quarter are selected and reported. The total subject wages and statewide transit tax withheld for an employee in the selected reporting quarter are also reported.
Setup
Exempt Pay Codes
Before generating the Quarterly Wage and Tax report, enter valid information in the required fields on the OR Quarterly Wage and Tax Report - Setup - Exempt Pay Codes page.
On the OR Quarterly Wage and Tax Report page, select Setup, and then select Exempt Pay Codes.
Filter records using the filter criteria. To enter filter criteria, select an option from the list and then select a value.
To add a record, click Add Record. Enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, then select Yes.
Deductions
Before generating the Quarterly Wage and Tax report, enter valid information in the required fields on the OR Quarterly Wage and Tax Report - Setup - Deductions page.
On the OR Quarterly Wage and Tax Report page, select Setup, and then select Deductions.
Filter records using the filter criteria. To enter filter criteria, select an option from the list and then select a value.
To add a record, click Add Record. Enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, then select Yes.
Load Data
On the OR Quarterly Wage and Tax Report page, select Load.
Select the Year and Quarter.
Enter the Business Identification Number, Preparer Name, Preparer Phone, Preparer License, and Annual Compensation Limit.
Select the pay run(s):
Pay Run(s) For 1st Month - Pay runs, including the 12th of the first month of the reporting period.
Pay Run(s) For 2nd Month - Pay runs, including the 12th of the second month of the reporting period.
Pay Run(s) For 3rd Month - Pay runs, including the 12th of the third month of the reporting period.
The monthly wages for each employee with wages for these pay runs are included in the report.
Select Load, then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the OR Quarterly Wage and Tax Report Load Summary report and select OK.
Navigate to the folder containing the summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.
Maintain Data
You can correct loaded data before submitting the report. However, any corrections to application information must also be updated in the source data.
On the OR Quarterly Wage and Tax Report page, filter records using the filter criteria. To enter filter criteria, select an option from the list and then select a value.
To add a record, click Add Record. Refer to Field Descriptions and enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, then select Yes.
Field Descriptions
Employee Information
Field | Description |
|---|---|
Year | Select the reporting year. |
Quarter | Select the reporting quarter. |
Unemployment Insurance Tab
Field | Description |
|---|---|
UI Wages Paid | Enter the total UI subject wages for the quarter. |
UI Taxable Wages | Enter the total UI taxable wages for the quarter. |
UI Tax | Enter the calculated UI tax due. |
Hours | Enter the total Unemployment Insurance hours for all employees. |
Paid in Month 1 | Enter the total UI wages paid in the first month. |
Paid in Month 2 | Enter the total UI wages paid in the second month. |
Paid in Month 3 | Enter the total UI wages paid in the third month. |
PFMLI Tab
Field | Description |
|---|---|
PFMLI Subject Wages | Enter the total Paid Leave subject wages for the quarter. |
Excess Wages | Enter the total Paid Leave excess wages for the quarter. |
Taxable Wages | Enter the total Paid Leave taxable wages for the quarter. |
Employer Contribution | Enter the Paid Leave contribution tax paid by the employer. |
Employee Contribution | Enter the Paid Leave contribution tax paid by the employee. |
Tax | Enter the total Paid Leave tax due. |
Transit Tax Tab
Field | Description |
|---|---|
State Transit Subject Wages | Enter the total Statewide Transit subject wages for the quarter. |
State Transit Tax | Enter the calculated Statewide Transit tax due. |
Other Taxes Tab
State Withholding Tax Section
Field | Description |
|---|---|
State W/H Subject Wages | Enter the total State Withholding subject wages for the quarter. |
State W/H Tax | Enter the total State Withholding tax before adjustments. |
Lane Transit Tax Section
Field | Description |
|---|---|
Lane Transit Subject Wages | Enter the total Lane Transit subject wages for the quarter. |
Lane Transit Tax | Enter the calculated Lane Transit tax due. |
TriMet Tax
Field | Description |
|---|---|
TriMet Subject Wages | Enter the total TriMet Transit subject wages for the quarter. |
TriMet Tax | Enter the calculated TriMet Transit tax due. |
Workers Benefit Fund
Field | Description |
|---|---|
WBF Hours | Enter the total Workers Benefit Fund hours for all employees. |
WBF Assessment | Enter the calculated WBF assessment due. |
Create Files
Unemployment Report
On the OR Quarterly Wage and Tax Report page, select Reports, and then select Unemployment Report.
Select the Year and Quarter.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
If you have the security to view the entire Social Security Number (without masking) and want to include the entire Social Security Number, select Print Full Social Security Number.
Select Create, then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, then Yes.
Save the file and select OK.
Quarterly Tax Report
On the OR Quarterly Wage and Tax Report page, select Reports, and then select Quarterly Tax Report.
Select the Year and Quarter.
In the Prepaid Tax section, select the appropriate checkboxes and do one of the following:
Leave the field blank to indicate that the entire amount was paid.
Enter the partial amount paid.
Create a hard copy of the reports to verify data before you create the electronic file:
Select Hard Copy.
Select Create, then Yes.
Save the files and select OK.
Navigate to the folder containing the report files.
Inspect the files. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic files:
Select Electronic File.
Select Create, then Yes.
Save the files and select OK.
Purge Data
If you need to correct setups or employee data, purge the existing records and reload the data.
On the OR Quarterly Wage and Tax Report page, select Purge.
Select the Year and Quarter.
Select Submit.
Select Yes, then OK.