Interim Payroll Reporting
To go directly to online interim reporting, click here. See below to learn more about interim reporting basics or to review the most frequently asked questions about interim reporting.
Interim reporting basics
Before you can report and pay your interim 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) interim 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 information@texasmutual.com.
Also, please note the following:
- Be sure to print your Posting Receipt for your records. To reduce your administrative burden, we will no longer mail the printed report packets, nor will we mail the posting receipts to you and your agent. If you should need these for any reason, please contact us.
- Your insurance agent has the capability to view all of your submitted interim 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 interim 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.
- Texas Mutual Insurance Company practices a pending cancellation limitation. You must abide by the report due dates to avoid pending cancellations. If your policy goes into pending cancellation status a third time, it cannot be reinstated, and you will have to submit for new coverage.
- 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!
Instructions
1. DETERMINING YOUR GROSS PAYROLL
The first step in completing your Interim Payroll Report is to determine the gross payroll for the current interim audit 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 Interim 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 interim 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.
- 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?
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.