Washington Paid Family and Medical Leave (PFML) Notice in Tacoma, Washington (2026)
New employees who don't receive the required Paid Family and Medical Leave notice can file complaints with the state, triggering audits and penalties that can derail your hiring. Your business must provide the Washington Paid Family and Medical Leave (PFML) Notice to all new hires in Tacoma, as mandated by the Washington Employment Security Department (ESD). Also called the PFML Rights & Responsibilities poster, this notice covers 15 key data points about employee eligibility and contribution rates.
- 15 fields to complete — ApronPrep auto-fills 12
- $0–$0 government filing fees — the notice itself has no direct cost
- Varies processing timeline — must be provided at time of hire
Most applicants complete this in under 15 minutes with ApronPrep, which auto-fills 12 of 15 fields.
Analyzed from Washington Paid Family and Medical Leave (PFML) Notice
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Why You Need a Washington Paid Family and Medical Leave (PFML) Notice
The requirement to post a Washington Paid Family and Medical Leave (PFML) notice originates from the Washington Paid Family and Medical Leave Act (RCW 50A). This state law mandates that all covered employers—including nearly every business with one or more employees in Washington—display a specific notice informing workers of their rights and responsibilities under the PFML program. The notice is issued by the Washington Employment Security Department (ESD). In Tacoma, you must comply with this state mandate regardless of local city ordinances, as it supersedes and is enforced in addition to any federal posting requirements.
Failing to properly display the official PFML notice can trigger several significant penalties and operational risks. Consequences are enforced by the Washington ESD and can include:
- Civil monetary penalties assessed for each violation. These can escalate for repeat offenses and are determined by the ESD based on the nature and duration of the non-compliance.
- Increased audit and inspection risk. A missing poster is a visible red flag that can prompt a deeper review of your wage, hour, and payroll tax records by state auditors.
- Legal and financial liability in employee disputes. If an employee claims they were unaware of their PFML rights, the lack of a posted notice weakens your defense in appeals or litigation, potentially resulting in liability for benefits that should have been paid.
- Compliance holds on other business licenses or permits. While not a direct fine, being flagged for labor standard violations can complicate renewals or applications with other state and local agencies.
Legal code: State minimum wage law, earned sick time law, tip law, workplace poster statutes, prevailing wage law
Recent update: In 2024, the Washington ESD updated the official PFML poster to reflect revised contribution rates and benefit calculations for claims beginning in 2025; employers must display the current version (dated January 2024 or later) to be in compliance.
Who Needs a Washington Paid Family and Medical Leave (PFML) Notice?
| Type | Required | Notes |
|---|---|---|
| Restaurant (Full-Service) | Required | Required as you are a covered employer under Washington PFML law (RCW 50A.04.010) by employing one or more individuals in Washington. |
| Bar / Nightclub | Required | Required under state law; the Washington Employment Security Department (ESD) requires all covered employers to post and provide the notice. |
| Food Truck | Required | Required if you have employees in Washington, as food truck operators are not exempt from PFML coverage under state law. |
| Coffee Shop / Café | Required | Required; Washington PFML applies to all private employers with one or more employees, with no industry-based exemption for food service. |
See which restaurant types need this requirement — and which don't.
See Full Requirements →Field-by-Field Guide (15 Fields)
12 of 15 auto-filledBusiness Legal Name
textEnter your business's exact legal name as registered with the Washington Secretary of State or filed with the IRS on your EIN documentation, avoiding DBA or 'Doing Business As' names unless that *is* your official legal entity name.
COMMON MISTAKE: Using a DBA or trade name instead of the legal entity name can cause the notice to be invalid for your formal business records.
Has Washington Employees
booleanSelect 'Yes' if you have at least one employee performing services for you anywhere in Washington state, even if part-time or remote; select 'No' only if you have zero employees physically or remotely working in WA, which means this notice requirement does not apply.
COMMON MISTAKE: Incorrectly selecting 'No' when you have any Washington-based employees is a common error that leads to non-compliance with the Washington PFML Act's posting mandate.
Number of Washington Employees
numberEnter the total number of individuals employed in Washington as of the date you are completing this notice, including all full-time, part-time, and temporary workers, and any remote employees whose primary work location is a WA residence.
COMMON MISTAKE: Entering '0' when you have employees or omitting remote employees who live and work in Washington will invalidate your compliance documentation.
Primary Workplace Address
addressProvide the complete street address (including suite/unit number), city, state (WA), and ZIP code for your main physical location where the largest number of your Washington employees report for work or which serves as your administrative headquarters.
COMMON MISTAKE: Using a P.O. Box or an out-of-state corporate address instead of the physical Washington workplace address where employees are located.
Multiple Washington Locations
booleanSelect 'Yes' if you operate more than one distinct physical workplace within Washington state (e.g., multiple retail stores, offices, or worksites); select 'No' if all Washington employees work from a single primary address or from remote residences.
Additional Location Addresses
textIf you selected 'Yes' for multiple locations, list the complete addresses (street, city, ZIP) for all other Washington workplaces, separated by semicolons or listed on separate lines, ensuring each is a physical location where employees perform work.
COMMON MISTAKE: Leaving this field blank or entering 'N/A' when you have multiple locations, which fails to document where the notice must be physically posted.
Has Remote Employees in WA
booleanSelect 'Yes' if you employ individuals who work primarily from their homes or other remote sites within Washington state; this triggers the requirement to provide the notice electronically or by mail.
Remote Employee Notice Method
textIf you have remote employees, describe how you will provide them the PFML notice, such as 'Email attachment,' 'Company intranet posting,' or 'First-class mail' – per Washington law, you must ensure all remote workers receive it.
COMMON MISTAKE: Leaving this field blank when remote employees exist, which creates a compliance gap and potential penalty risk under the Washington PFML Act.
Additional Language Requirements
selectSelect any languages other than English in which you need the official PFML notice poster, based on the primary languages spoken by your Washington workforce, as the Washington Employment Security Department provides translated versions.
Notice Downloaded
booleanConfirm by selecting 'Yes' that you have successfully downloaded the official 2026 Washington PFML poster from the state's Employment Security Department website and will post it in conspicuous workplace locations.
COMMON MISTAKE: Selecting 'Yes' without actually downloading the current year's official notice from the ESD website is a critical error, as using an outdated poster is non-compliant.
ApronPrep auto-fills 12 of 15 fields from a single compliance interview — no re-typing, no guessing what the government expects.
Top 5 Washington Paid Family and Medical Leave (PFML) Notice Mistakes
1. Posting Generic Federal FMLA Poster Instead of the State PFML Notice
Washington State law requires a specific, state-issued PFML poster (Form 620-067A) to be displayed. Posting only the federal Family and Medical Leave Act (FMLA) poster is insufficient and can result in penalties. For example, a restaurant in Tacoma with just the federal poster on the breakroom wall was cited during a routine inspection. Always download and post the official 'Your Rights to Paid Leave' poster from the Washington Employment Security Department (ESD) website to avoid a compliance finding that adds 2–4 weeks of back-and-forth verification.
2. Incorrect or Missing Premium-Withholding Information for Employees
The notice must accurately state that the 0.8% premium (as of 2026) is split, with employees paying 63.33% and employers 36.67%. A common mistake is omitting the split or providing outdated premium rates, which misinforms employees about their payroll deductions. For instance, stating 'employer pays all' or using last year's rate leads to employee disputes and reporting errors to ESD. Use the current year's premium details from the ESD employer guide and ensure the notice or your internal payroll communications reflect the correct, legally mandated split to prevent audit triggers.
3. Failing to Provide the Notice in All Required Languages
Washington law requires the PFML notice be provided in the primary language of any employee who is not proficient in English, if the notice is available in that language from ESD. A Tacoma kitchen with a primarily Spanish-speaking staff that only posts the English version is non-compliant. ESD provides the notice in over a dozen languages. Failing to provide multilingual notices can lead to employee complaints and fines. Check the ESD website for available translations and post or distribute them accordingly to cover your entire workforce.
Skip the Paperwork on Your Washington Paid Family and Medical Leave (PFML) Notice
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Washington Paid Family and Medical Leave (PFML) Notice by City in Washington
| City | Fee Range | Timeline |
|---|---|---|
| Seattle | ||
| Spokane | ||
| Tacoma |
Timeline: Varies
Understand Requirements and Gather Information
Review the WA PFML program rules on the Employment Security Department (ESD) website to confirm your covered employees and your premium rates. Gather your federal Employer Identification Number (EIN), business payroll records, and contact details for all covered workers in Washington. Employers often trip up by not accounting for employees who work partially in Washington, which can lead to underpayment and penalties.
File the Annual PFML Employer Account Report (U/I 10-2000)
Submit your annual report online through the ESD’s Paid Leave Employer portal by April 30th each year. This report details your quarterly payroll, number of covered employees, and calculates the total premiums owed. Have your bank account information ready for payment via EFT or credit card. Missing the April 30 deadline triggers an immediate penalty and interest on unpaid premiums.
Submit Quarterly Premium Reports and Payments
Every quarter (by the last day of the month following the quarter’s end), log into the ESD portal to file the Quarterly Report (U/I 10-2100) and remit the calculated premiums. You must report even if you have zero covered employees for that period. The most common rejection reason is submitting the payment without the accompanying electronic report, which the system will not match, causing processing delays.
Where to Apply
Applications go to the Washington department of labor. Local procedures and fees may vary — select your city below.
Other Requirements You'll Need
This is one of 13 requirements for opening a restaurant in Washington.
ADA Compliance Self-Certification
federal
Alarm System Permit/Registration
local
Annual Report Filing
state
Application for Employer Identification Number
federal
See all co-required forms and how they connect to your compliance dossier.
See All RequirementsProcessing times for the Washington PFML notice vary. The Washington State Employment Security Department (ESD), the issuing authority, does not publish a standard processing timeline for the workplace notice posting requirement. Contact the ESD directly for confirmation on any specific processing times related to account setup or employer registration. Most employers complete the required steps online, but the timeline for receiving confirmation can fluctuate based on application volume and completeness.
There is no government filing fee to obtain or post the Washington PFML notice. However, employers are required to pay quarterly premiums based on employee wages to fund the state program, as mandated by the Washington Paid Family and Medical Leave Act. These premium rates and calculations are separate from any notice posting requirement and are handled through the ESD employer portal. Not legal advice — verify specific premium obligations with the Washington State Employment Security Department.
No, the PFML notice is not a transferable permit. It is a mandatory workplace poster. If you move your business to a new physical location within Washington, you must obtain and post a new notice at that address. This employer obligation is distinct from local business licenses, like the City Business License/Registration in Tacoma, which must also be updated for the new address. You must update your business address with the ESD to ensure accurate premium reporting and compliance.
The physical poster itself does not have a formal renewal; it must be displayed at all times where employees can see it. However, your status as a covered employer and your premium reporting obligations are continuous. You must file quarterly reports and pay premiums to the ESD, similar to the annual reporting required for other state registrations like the Annual Report Filing. The ESD may update the official notice poster, and employers are responsible for displaying the most current version.
There is typically no scheduled physical inspection for the PFML notice posting. Compliance is primarily enforced through wage and hour audits conducted by the Washington State Department of Labor & Industries or the ESD. During an audit, an investigator will check for the properly posted notice in the workplace. Failure to display the notice can result in citations and fines, as outlined in state law. This is different from permit-specific inspections, such as those for a Building Permit, which involve on-site reviews of construction.
About This Data
This guide is generated from ApronPrep's compliance dossier system, which uses 53 parallel AI authority experts to discover requirements, then downloads actual forms and generates field-level intelligence for each one.
For Washington specifically, we have analyzed compliance dossiers for 3 cities (Seattle, Spokane, Tacoma), generating Rich FILs (Form Intelligence Layers) with 15 form fields analyzed for this requirement. Fee data is sourced from actual county department fee schedules, not estimates.
Our data is verified against official government sources and updated when regulatory changes are detected. If you find an error, please report it — accuracy is our core commitment.
Sources
- State minimum wage law, earned sick time law, tip law, workplace poster statutes, prevailing wage law
- Seattle — Department of Labor / Labor Standards
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