Payroll report instructions

It's important that payroll records be accurate, because they're a key element in determining how much you pay for workers' comp insurance.

At the end of each payroll reporting period, we'll send you a form to report your actual "subject" payroll for your covered workers.

Learn more about whom to report (which workers are reported or not reported)

Learn more about what payroll to report and what not to report

You can provide your payroll information and payment to SAIF online (see below) or by mail.

It's important that you complete your payroll report form and submit it to SAIF by the due date. Failure to return this report and any payment due may initiate cancellation of your coverage.

Online reporting and payment

Online reporting | You can file your payroll reports and pay your premium online. Just go to the home page of this Employer Guide and select File a Payroll Report or Business Online. 

How fast and easy is it? SAIF's online payroll report system actually calculates the premiums for you. Try our online demos and see for yourself how simple making payments and submitting payroll can be.

To print a copy of your payroll report for your records, or to print a previous report:

1. Select Review from the Payroll Report menu 
2. Scroll to the reporting period for the report you wish to print 
3. Click the Print icon

We encourage you to submit your report electronically. Your other options are:

Fax: 503.584.9807
Mail: SAIF Corporation 
400 High Street  
Salem, OR 97312

Online payment | Online payments may be scheduled at any time day or night, including holidays and weekends. Installment accounts may choose to make a one-time payment or authorize automatic recurring payments from checking or savings accounts. One-time payments now can be made using your debit or credit card. 

Learn how workers' comp rates are calculated, and more, on our Premium and rate overview page

If you're unsure about which workers or what parts of your payroll to include, our Whom to report and What to report pages can help. For additional help, call your agent or SAIF at 800.285.8525.

• You must submit a payroll report even if:
  • Your account is cancelled 
  • You have a premium audit scheduled 
  • You have no employees/payroll for the period (if you do not have payroll to report, enter "0")
• If you need to change information included in a previously submitted payroll report, make a copy of that report, mark it "Amended," indicate the changes, and forward your amended report to SAIF. Unfortunately, changes cannot be made online.  
      Fax: 503.584.9807 
      Mail: SAIF Corporation 
      400 High Street  
      Salem, OR 97312
• Please round payroll figures to the nearest dollar (do not include cents)
• Retain all records supporting your payroll figures, including verifiable time records.
• If you submit your payroll report online or Fax it to SAIF, you do not need to mail in the original report.
  

How your premium is calculated

If you complete payroll reports and make payments at the end of a reporting period, you have an arrears account. We'll send you a payroll report before the reporting period expires so you can calculate the premium for that period. Be sure to contact us if you need help.

How to report your payroll

To get started, go to your sheet titled Workers' Compensation Payroll Report or to SAIF's online payroll reporting system.

Page one

Payroll report period | The payroll reported should be the amount paid to workers during the specified period shown on the report. See our What payroll to report page for more.

Classification description | This section shows classification descriptions that reflect your business operations.

Class code | This number identifies the classification for your payroll descriptions.

Rate | The rate is set by the NCCI and the insurance carrier. It applies per $100 of payroll.

Adjusted rate | The base rate plus your experience rating modification and any other premium modifiers that may apply.

STEP ONE
Payroll for covered workers (subject payroll) | Indicate your payroll for each class code and each period

STEP TWO
Calculate your premium | Multiply your payroll by your adjusted rate for each class on your report. See our Whom to include page for information on which workers are covered and which are not.

STEP THREE
Total subject payroll | Add lines of payroll from above

STEP FOUR
Total premium | Add lines of premium from above

STEP FIVE 
Carry the total premium amount over to page two, line one

Page two

Follow the instructions on page two, premium calculation worksheet. Remember, SAIF's online payroll reporting system performs all of the calculations for you.

Sign the report, enter your title, enter the date, and include payment

Submit your report