Payroll reporting basics
Before you can report and pay your payroll online, you must:
You have paid a percentage of your estimated annual premium to be used as a deposit. You must submit periodic payroll reports along with a premium payment for each reporting period.
Quarterly reporting accounts must submit a minimum of three (3) payroll reports during their policy period; monthly reporting accounts must submit a minimum of eleven (11). We will apply and adjust your deposit after we complete the final audit of your account.
If you have additional questions, please call (800) 859-5995, or email us at firstname.lastname@example.org.
Also, please note the following:
- Be sure to print your Posting Receipt for your records.
- Your insurance agent has the capability to view all of your submitted payroll reports online.
- You can stop and save a report midway through completion so that you can return to it later.
- You are responsible for viewing and knowing your reporting due dates. The majority of payroll reports are due on the 15th of the month following the expiration period of the monthly, quarterly, or semi-annual report. There may be exceptions to this rule in the event of a late policy issuance or a reinstatement of a policy.
- The online reports you file are legally binding.
- We encourage you to communicate with your agent. Please be advised that any information supplied on your reporting form does not guarantee endorsement. We may need to contact you or your agent for more information.
We appreciate your business!
1. DETERMINING YOUR GROSS PAYROLL
The first step in completing your Payroll Report is to determine the gross payroll for the current payroll period.
- Include in gross payroll: Wages; commissions; bonuses; pay for holidays; vacations, or periods of sickness; rental value of housing or apartments provided for an employee, value of lodging, meals, fuel, or any other advantages; substitutes for money such as the value of a store certificate or merchandise; salary reduction plans, flexible benefit or cafeteria plans 401(k) plans.
- Do not include in your gross payroll: Tips, payments by your company to a group insurance or pension plan, special rewards, dismissal or severance wages.
- Round to whole dollars: Round up to the nearest dollar if the gross payroll figure ends with 50-cents or more, and round down if the figure ends with 49-cents or less.
- Overtime wages deduction: Deduct the amount paid in excess of regular time worked (over 40 hours a week) ONLY IF your records show overtime pay separately by employee AND in summary by classification of work. Deduct one-third of the overtime pay for time-and-a-half, and deduct one-half of the overtime pay for double time.
For example: Gross payroll (includes $33 for overtime at time-and-a-half) = $100. Deduct 1/3 for overtime (-$11). Net wages for base premium calculation = $89.
A word about subcontractors
If you use subcontractors, you must report the subcontractor payroll unless each subcontractor has provided you with a Certificate of Workers' Compensation Insurance, or you have obtained a signed joint agreement form establishing an independent contractor/subcontractor affirmation. We reserve the right to seek additional information to verify your relationships with subcontractors to determine whether their pay should be included in premium calculations for your policy.
2. ALLOCATE YOUR GROSS PAYROLL TO THE PROPER CLASS CODE
The second step is to allocate your gross payroll to the proper classification codes indicated on your Payroll Report. This will calculate your earned premium for each classification code pertaining to your operations during the reporting period.
Our underwriting department must approve classification code additions or changes. If this request cannot be made before the payroll report is due, it is required that you provide detailed descriptions of any new operations or new employee duties when requesting a new class code. This will enable the proper classification to be established. Please refer to the topic "Can I add a class code?" in the following "Frequently Asked Questions" for additional information.
Frequently Asked Questions
- Why have my state level rates changed?
- Can I add a class code during reporting?
- What is my next step if my policy is final cancelled or final audited?
- How do I submit a revision?
- Can I apply my deposit to my reports?
- What should I do if the payment system is down?
- Are partial payments accepted?
- Do I have to pay my last report if the deposit will cover the last reporting period?
- Do I have to submit a payroll report if there is no payroll to report?
- How do I report covered officer minimums/maximums or owner/partner flat fees?
- What if my address has changed?
- Leasing companies: How can I add new clients?
Why have my state level rates changed?
Endorsement activity may have occurred on your policy, which could have altered your rates. Please be advised that premium discounts only apply to policies annualized with a total earned premium over $5,030 and increase upwardly according to premium. Contact your agent, or call Texas Mutual Insurance Company at (800) 859-5995 for more information.
Can I add a class code during reporting?If your agent has provided you with a class code and instructed you to do so, specific instructions are included in the event you should require an added class code when reporting. The online system will require the four-digit number for the class code and a detailed description of the change in operation and/or duties of the individual under the new code. Please be advised that these change requests are subject to Underwriting review and audit. If the class codes are not applicable, the proper class code will be used at final audit. In the event that you do not know a class code number or rate, we suggest that you contact your agent.
What is my next step if my policy is final cancelled or final audited?
For compliance purposes whether final cancelled or expired, we request that you submit your report and payment. NOTE: You cannot report online if a final audit has been completed on your policy. Contact your agent for re-submission requirements if your policy has been final cancelled. If you have additional questions, contact us at (800) 859-5995.
How do I submit a revision?
Do not submit a duplicate report online. In the event that a report needs to be revised, please submit it by fax at (512) 224-3090, and give specific reasons why the reports need revising. You may also mail the information to: Texas Mutual Insurance Company, Attention: Interim Unit , 6210 East Highway 290, Austin, Texas 78723-1098 .
Can I apply my deposit to my reports?
We will apply and adjust your deposit after we complete your policy's final audit. If you fail to make payment with your reports, you risk possible cancellation of your current coverage.
What should I do if the payment system is down?
Try again later, or contact us at (800) 859-5995. To avoid possible delays that may lead to interruption in coverage, we suggest that you make your payments using the automatic check debit option. Otherwise, please include your policy number and bill period information on your check, and mail prompt payment to: Texas Mutual Insurance Company, P.O. Box 841843, Dallas, Texas, 75284-1843.
Are partial payments accepted?
No. Online payments must be paid in full. Payroll reporting is a form of a payment plan, since full annual deposits are not required up front on payroll reporting. If you begin online reporting during a policy period, there may be a debit or credit balance from previous reports. In regards to partial payments of last reports, please see the next Frequently Asked Question topic.
Do I have to pay my last report if the deposit will cover the last reporting period?
We do suggest that you submit and pay your last report period, as this was the condition in which your policy was issued. If you are positive that the deposit will cover the last report, please comment as such when submitting the last report. If the deposit will only cover a portion of the last report, a partial payment is due. We request that you print your receipt and send in the partial amount due to deter any audit balances.
Do I have to submit a payroll report if there is no payroll to report?
Yes, you must submit your reports on time to avoid a possible lapse in coverage. If you report zero payroll for a given reporting period, you must send supporting details with your report. Some instances require an endorsement to cover an officer, owner, or partner, if zero payroll is consecutively reported.
How do I report covered officer minimums/maximums or owner/partner flat fees?
If actual payroll is submitted on each report, adjustments can be made at audit. An alternative method is to divide the required amount by the number of reports that will be submitted, and report a portion on each report. Another alternate method is to report the required flat or maximum amounts on consecutive reports, and cease after the maximum, minimum, or flat amount has been fully reported. This will lessen or eliminate additional premium after audit if these amounts need to be charged.
What if my address has changed?
Online payroll reporting provides directions for you to request an address change when you submit your payroll report online. We also advise you to share your new address with your agent of record as soon as possible.
Leasing companies: How can I add new clients?
If you are a leasing company we encourage you to submit your reports and payment online. As is the case with paper reporting, online reports can only be done for client companies that are included or endorsed onto the policy at the time of the reporting period. New clients cannot be submitted on your report, as they require Underwriting review and endorsement. As such, we suggest that you request client additions as soon as possible to ensure coverage and to report and submit accurate premium on your reports.
Your policy will go into pending cancellation status if reports and payments are not submitted by due dates. In the event that a new client is not endorsed before the due date of the report period, it is requested that you submit and pay online for the client companies that are on the policy or have been endorsed.
We require you to submit a revised report manually and make payment, for the new client only, immediately after it is endorsed. This will need to be sent to: Texas Mutual Insurance Company, Attention: Interim Unit, 6210 East Highway 290, Austin, Texas 78723-1098 .
If you are awaiting an endorsement, please contact your underwriter.