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Set up and manage New York Paid Family Leave Insurance

by Intuit•4• Updated 2 months ago

Learn how to set up your payroll to track the paid family leave in New York.

The state of New York has implemented a Paid Family Leave program funded by the collection of taxes from the employee. Employers have the option to pay on behalf of their employees. Intuit doesn't debit or pay paid family leave for the state of New York.

How the New York  Paid Family Leave program works

Most private employers with one or more employees are required to obtain Paid Family Leave insurance. To learn more about how to get coverage, your contribution rate and how to make payments, visit the NY Paid Family Leave website.

Important: Intuit doesn't debit the money or pay to the insurance company.   The employer is responsible for paying the insurance company directly.

Add NY Paid Family Leave to your employees

  1. Go to Payroll, then select Employees (Take me there).
  2. Select your employee.
  3. From Deductions & contributions, select Start or Edit.
  4. Select +Add deduction/contribution. 
  5. Select or enter the following:
    • Deduction/contribution: +Add deduction/contribution
    • Deduction/contribution type: Other deductions
    • Type: NY PFL.
    • Description (appears on paycheck): NY Paid Family Leave.
  6. Select Save, then Done.

Download and install the latest payroll update. When you add a new or an employee that is subject to New York Paid Family leave, the tax will appear on the Other tab in the Taxes window. You can remove items or adjust the rates from this tab.

Verify the tax was added for each employee

  1. Go to Employees, then select Employee Center.
  2. Double-click your employee’s name.
  3. Select Payroll Info. 
  4. Select Taxes, then Other.
  5. Verify the New York Paid Family Leave item is there. If it isn’t, select New York Paid Family Leave from the Item Name ▼ dropdown to add it.
  6. Select OK, then Save & Close.

Edit or delete NY Paid Family Leave

Edit NY PFL description

  1. Go to Payroll, then Employees.
  2. Select your employee.
  3. From Deductions & contributions, select Start or Edit.
  4. From Deductions and contributions, select Edit ✎ next to the NY PFL item.
  5. Change the description as needed.
  6. Select Save, then Done.

Remove NY PFL

  1. Go to Payroll, then Employees.
  2. Select your employee.
  3. From Deductions & contributions, select Start or Edit.
  4. From Deductions and contributions, select the trash bin icon next to the NY PFL item.
  5. Select Delete to confirm action, then Done.

Update your NY PFL rate or add your account number

  1. Go to Lists, then Payroll Item List.
  2. Double-click NY – Paid Family Leave payroll item.
  3. Select Next until you get to the Agency for employee-paid liability window.  Next to Enter the number that identifies you to the agency window enter your account number.
  4. Select Next.
  5. Verify or update your rate.
  6. Select Next twice, then Finish.

Delete NY PFL

  1. Go to Employees, then select Employee Center.
  2. Double-click your employee’s name.
  3. Select Payroll Info. 
  4. Select Taxes, then Other.
  5. Select NY - Paid Family Leave, then Delete.
  6. Select OK, then Save & Close.

Exempt employees from NY Paid Family Leave

If your employee is exempt from NY PFL, you don’t need to set up the NY PFL deduction. Or delete the NY PFL from the employee’s deduction item/s:

  1. Go to Payroll, then Employees.
  2. Select your employee.
  3. From Deductions & contributions, select Start or Edit.
  4. From Deductions and contributions, select the trash bin icon next to the NY PFL item.
  5. Select Delete to confirm action, then Done.
  1. Go to Employees, then select Employee Center.
  2. Double-click your employee’s name.
  3. Select Payroll Info. 
  4. Select Taxes, then Other.
  5. Select NY - Paid Family Leave, then Delete.
  6. Select OK, then Save & Close.
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