Counting your total workforce for PFML contributions

If your business is new to Paid Family and Medical Leave (PFML), the size and makeup of its workforce plays a big role in its PFML responsibilities. Here's how you can calculate your covered individuals.

Introduction

If your business is new to PFML, you must calculate your total workforce for PFML contributions based on the covered individuals employed in the previous calendar year. After the first year you are registered for PFML contributions, the Department of Revenue determines your workforce count. 

Determining last year's Massachusetts workforce count will help you answer 2 important questions when it comes to your contribution responsibilities: 

1. Whether your 1099-MISC contractors are considered covered individuals. 

2. Whether you're responsible for paying a share of the contributions. 

W-2 employees are always covered individuals. 1099-MISC contractors are only covered individuals if they made up more than 50% of your workforce and meet certain criteria. 

How to determine your total number of covered individuals

To calculate your total workforce from the previous calendar year: 

1. Add up the total number of MA W-2 employees you paid each pay period in the previous calendar year and divide that number by the number of pay periods. This is your MA W-2 average. 

2. Add up the total number of MA 1099-MISC contractors you paid for services each pay period in the previous calendar year and divide that number by the number of pay periods. This is your MA 1099-MISC average. 

3. If your MA 1099-MISC average is greater than your W-2 average, then they are considered covered individuals.  

4. Add up your total number of covered individuals in the previous year. 

If you had 25 or more covered individuals in your workforce for last year, then you are responsible for making employer contributions for covered individuals in your current workforce. 

If you had less than 25 covered individuals in last year's workforce, you do not need to make an employer contribution this year. However, you will still need to send the employee portion of the contribution on their behalf.  

Read more about who qualifies as a covered individual in order to make an accurate workforce count.  

Additional Resources

Who in your workforce does the PFML law cover?

Employer contribution rates and calculator