OAR 436-070-0020
Assessments: Manner and Intervals for Filing and Payment
(1)
Every employer must compute the total assessment amount due for each employee by multiplying the assessment rate determined in OAR 436-070-0010 (Assessment Rate: Method and Manner of Determining) by the number of hours or parts of an hour the employee worked in the pay period.(a)
If actual hours worked are not tracked, an employer may either calculate the assessments using a flat rate, use contract information stating the number of hours an employee works, or come up with a reasonable method for calculating hours worked. If the flat rate method is used, the calculation must be based on 40 hours per week for employees paid weekly or biweekly, or 173.33 hours per month for employees paid monthly or semi-monthly.(b)
The employer will retain from the moneys earned by each employee one half (1⁄2) of the amount due. In addition, the employer will be assessed an amount equal to the amount retained from each employee.(2)
Every employer must file a report of employee hours worked and remit amounts due upon a combined tax and assessment report form prescribed by the Department of Revenue. The report must be filed with the Department of Revenue:(a)
At the times and in the manner prescribed in ORS 316.168 (Employer required to file combined quarterly tax report) and 316.171 (Application of tax and report to administration of tax laws); or(b)
Annually as required or allowed pursuant to ORS 316.197 (Payment to department by employer) or 657.571 (Quarterly or annual tax report).(3)
For employers required to report quarterly, reports and payments are due on or before the last day of the first month after the close of each calendar quarter. For employers that report annually, reports and payments are due on or before the last day of January following the close of each calendar year.(4)
Employers who fail to timely and accurately file and remit assessments may be charged interest on all overdue balances at the rate established by ORS 82.010 (Legal rate of interest) and may be assessed civil penalties in accordance with OAR 436-070-0050 (Assessment of Civil Penalties).(5)
Intentionally left blank —Ed.(a)
If an employer fails to file a report or the director determines, based on the available data, that the report filed understates assessments, the director may send to the employer a written Failure to File Notice or Notice of Audit Findings. The notice will include a warning that failure to timely and accurately resolve all issues addressed in the written notice may result in the imposition of a civil penalty. The director may coordinate with the Department of Revenue and Employment Department to provide written notice of failure to file.(b)
Within 30 days of the Failure to File Notice or the Notice of Audit Findings, the employer must file an accurate report and remit the assessments due, or otherwise resolve to the satisfaction of the director all issues identified in the written notice. If an employer fails to comply with the notice, the director may estimate the assessments due, including penalties and interest, and send to the employer a Notice of Estimation.(c)
Within 30 days of the Notice of Estimation, the employer must pay the director’s estimated assessment or file and remit accurate assessment due. If the employer fails to comply with the notice, the director may send to the employer an Order of Default assessing all amounts due as calculated by the director.(d)
Within 30 days of the Order of Default, the employer must remit the estimated assessment due, unless the order is timely appealed as provided in OAR 436-070-0008 (Administrative Review).(6)
Employers or the director may initiate activity to resolve reporting errors, omissions, or discrepancies for a period not to exceed the current calendar year plus three prior calendar years. No calendar year limitation applies to cases involving fraud.(7)
When the director determines that the department has received moneys in excess of the amount legally due and payable or that it has received moneys to which it has no legal interest, the director will refund or credit the excess amount. For amounts less than $20, the director will refund to employers the excess amount only upon receipt of a written request from the employer or the employer’s legal representative.
Source:
Rule 436-070-0020 — Assessments: Manner and Intervals for Filing and Payment, https://secure.sos.state.or.us/oard/view.action?ruleNumber=436-070-0020.