Washington Workers' Compensation rates are based on the job performed, and so can differ from employee to employee. The Department of L&I will assign the employer rates for each job type and the employer is responsible for keeping those rates updated in OnPay, in the Tax Setup section of each employee's profile. We'll show you how.
What we'll cover
- Getting started
- Editing the employee job profile
- Editing rate codes
- Troubleshooting worksite location
Getting started
Click on the employee's profile in your dashboard.
Tip: You can also view employee profiles in the Workers tab
Clicking on the Workers menu takes you to the "Employees" list. You can open an employee profile by clicking on their name.
Editing the employee job profile
Click Job, in the employee profile, and scroll down.
Look for "WA Workers' Comp Rate Code" where you should be able to select the appropriate Rate Code for this worker.
Select the Rate Code that applies to this worker. If you don't see the code you're looking for, it may be because you haven't created it yet, but it may also be because this worker's worksite isn't in Washington. We'll troubleshoot this a little later.
Note: If need to create a new Rate Code, you can get started by clicking Edit Rate Codes.
Editing rate codes
Here, you can make sure the description and rate information are correct for each worker class. You can also create new Rate Codes for other worker classes that you employ.
Note: If you are still unable to apply the correct code, or do not see the Edit Rate Codes button, you may need to check the worksite location for this worker.
Troubleshooting Worksite Location
If this worker's current worksite isn't set to Washington, then the Rate Code menu for this worker may look something like this.
While you are still able to select your Washington Workers' Comp code even if your worker's worksite is set to another state, if this employee actually works in the state of Washington, then you'll need to set their worksite accordingly.
Changing the worker's worksite
Go to the top of the Job tab, and click "Current Worksite".
Select your Washington worksite. Need to set up a Washington worksite? Check out this article!
Return to the Job tab and scroll down to "WA Workers' Comp Rate Code".
Adding new rate codes
To add a new rate code, click the blue (+).
Washington L&I Rates
You should have received your rate information from the Washington Department of Labor & Industry that you can use to create your new rate code. Compare the below examples to see what information to use for this code.
Enter the figures from the highlighted columns in the form above into the corresponding fields of the OnPay window pictured below.
Note: The employee deduction is optional. If entered, it will subtract from the hourly rate, and the remainder will be the employer contribution.
Click Add Rate Code.
Your new code is now available, and can be applied to other workers, too.
When you've selected the appropriate rate for this worker, you can exit the profile. There's no need to save.
You will need to repeat this step for each employee who works in Washington.
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