Frances Online FAQs

Frances Online Employer Portal FAQs

Need to add, assign, or request access in Frances Online to see and respond to Paid Leave Oregon benefits information? Choose your current Frances Online account type from the list below.

I am an employer or an administrator of an existing Frances Online account and I want to add benefits access to my account

Log into your Frances Online account

On the homepage, select the Manage My Profile and select the More tab
On the Access Management panel select Manage My Access
On the Contributions row, select Type of Access and Change
Select the Type of Access drop down menu and choose the type of access you would like to have: Benefit and Tax Access or Benefit Access.

Benefit Access: access to employers benefits information
Benefit and Tax Access: access to employer benefits and tax information with the ability to file and pay

I am an employer or administrator of an existing Frances Online account and I want to assign benefits access to someone else who has an existing log-on

Log into your Frances Online account

On the homepage, select the I Want To... tab
On the Access Management panel, select Manage My Users, then select the email address of the person whom you'd like to assign access to
In the upper right side of the screen, select Manage Account Access
Under the Contributions section select the Grant Access hyperlink
Select the Type of Access drop down menu and select the type of access you would like to have: Benefit and Tax Access or Benefit Access

Benefit Access: access to employers benefits information
Benefit and Tax Access: access to employer benefits and tax information with the ability to file and pay

If you would like the web logon to only have benefits access for a specific period, select the Periods Logon Has Access To drop down menu and select one of the options

Periods from a specific date: enter the date of the starting period
Periods within a date range: enter the To and From dates

You will see the type of access you selected for the user displayed.

I am an empoyer or administrator of an existing Frances Online account and I want to assign benefits access to someone else who does not have an existing log-on

Log into your Frances Online account

On the homepage, select the I Want To... tab
On the Access Management panel, select Add a New Logon
Enter logon details including email, name, access type, (Access Type).

Account Manager Tax Access: Access to employer tax information.
Administrator: Access to specific accounts associated to the customer. Can add and manage access for all other Web Logons.
View Access: Can view customer and account information.) and access level (choose benefits access or benefits and tax access)

On the Account Access panel, for the corresponding BIN, select the access level

Benefit Access: access to employers benefits information
Benefit and Tax Access: access to employer benefits and tax information with the ability to file and pay

Select Submit

I am a TPA with an existing Frances Online account and I want to add benefit access to view and respond to benefits claim information on behalf of my client

To add benefits access for your client(s) you will need a Paid Leave Oregon benefit letter ID.

Log into your Frances Online account
On the homepage, select Work With My Clients
Select the BIN hyperlink of the client you need benefits access for
On the Questionnaire panel select Register For Benefits Access
Enter the benefit letter ID and select submit.

You will have access to view letters and respond to questionnaires related to benefits for this employer.

I am a TPA without an existing Frances Online account and I want to add benefit access to view and respond to benefits claim information on behalf of my client

You will need to register for an account in Frances Online, associate it with your client(s), and enter a benefit letter ID.

Go to Frances.oregon.gov
On the Third Party Administrator panel select Sign Up for Third Party Administrator Access
Follow the prompts to register
Once you are registered, logon to Frances Online
Select Add New Clients To My Business
Complete the Add Client Accounts process, review the information, and select Submit
On the homepage, select Work With My Clients
Select the BIN hyperlink of the client whose benefits information you would like to see
On the Questionnaires panel select Register For Benefits Access, enter the benefit letter ID and select submit

You will have access to view letters and respond to questionnaires related to benefits for this employer.

I am a TPA with an existing Frances Online account and I want to add a client to view and respond to benefit claim information on their behalf

To add benefits access for your client(s) you will need a Paid Leave benefits letter ID

Log in to your Frances Online account
On the homepage, select Add New Client Accounts To My Business
Complete the Add Client Accounts process.
On the homepage, select Work With My Clients
Select the BIN hyperlink of the client you need benefits access to
On the Questionnaires panel select Register For Benefits Access
Enter the benefit letter ID and select Submit.

You will have access to view letters and respond to questionnaires related to benefits for this employer.

Find answers to other payroll filing and employer and Third Party Administrator account management questions below.

How do I create an account in Frances Online?

Go to frances.oregon.gov. In the Sign Up For Employer Access panel, select Sign Up For Online Access.

You will need a Federal Employer Identification Number (FEIN) and a Business Identification Number (BIN).

If you have payroll report data, you will enter it to verify your account and gain instant access.

If you do not know the payroll information or have never filed before, you can request a verification letter from us and use it to create your Frances Online account.

You will need a minimum of 14 characters for the password. This includes at least one uppercase letter, one lowercase letter, one number, and one special character. Our system uses two-step authentication.

How do I view information and requests I've entered in Frances Online?

To view past submissions to Frances Online, go to the I Want To… tab and select Search Submissions from the Submissions box. Submissions can include anything from applying for an Equivalent Plan, changing your address, filing a payroll report, saving a report in progress, and applying for or updating your Work Share plan.

How can I change who has access to my Frances Online accounts?

Find Access Management in Frances Online by going to the I Want To… tab. From the Access Management section, choose Add a New Logon to give your staff members access, and Manage My Users, to manage the logins you already have for your staff. You can also View Access for current staff and Gain Access to My Other Accounts.

Where can I learn more about Paid Leave Oregon?

Visit Paid Leave Oregon to learn about the new progam and requirements for employers. The Employer Toolkit includes basic downloadable resources and links to help employers get started.

How do I register for Paid Leave Oregon?

You will use Frances Online to file your payroll report, including your contributions for Paid Leave Oregon. If you already have an account in Frances Online, you do not need to create a new one. If you do not have an account, you can easily create your account now.

What do I report if I have an equivalent plan?

You still need to include the subject wages for Paid Leave Oregon, but enter "0" in the payroll report field. Do not leave this field blank if you are subject to paid leave and have an equivalent plan.

What form should I use to report Paid Leave Oregon contributions?

You do not need a separate form to report Paid Leave Oregon contributions. You will report your contributions through Frances Online or by using the updated paper Form OQ (Quarterly Employer Tax Report) and Form 132 (Oregon Employee Detail Report). Get updated forms.

How do I make a payment in Frances Online?

You can pay your taxes when you file your payroll reports through Frances’ direct connection to Revenue Online. On the confirmation screen select "Make a Payment with DOR." Choose your payment method. Enter your payment information and submit.

How do I make another type of payment?

Under the Home tab, in the Wages and Contributions panel, choose the type of payment you want to make.

"Pay Outstanding Balance" - payment toward your account
"Pay Something Else" - payment toward an Assessment Notice, payment plan, or collection
"View and File Payroll Reports" - payment toward a specific period (after selecting the Periods tab)

On the Payment Options panel, select your preferred payment option by choosing to Pay by ACH or Pay by Credit Card and select Next.

Confirm if you want to pay the full amount or a portion.

Select Proceed to Payment to continue.
Note: Do NOT select Next or you will receive an error message.
Select Pay by ACH or Pay by Credit Card and select Next.

How do I view payments on Frances Online?

To view your payments online, go to Frances Online.

Go to the Home tab

Select View and File Payroll Reports from the Wages and Contributions panel
Select the Periods tab
Select a period from the Period column

If a payment was made prior to Frances (Sept. 6, 2022), the credit will only display in the Summary panel. Otherwise, a credit will display in the Summary panel and additional details will display in the Period Activity panel. As a note, only employers are able to view their payments at this time.

How do I print my payroll reports?

To print a payroll report you submitted through Frances Online select the Printable View button on the confirmation screen after you submitt the report.

To access a printable view if you’ve already closed the confirmation screen:

Go to the Home tab.

Select View and File Payroll Reports from the Wages and Contributions panel.
Select View or Amend Payroll Report for the appropriate period from the Payroll Reports tab.
Select Print from the top-right corner of the screen.

What tax programs does Frances Online support?

You can file the following payroll tax programs using Frances Online:

Unemployment Tax
Paid Leave Oregon
Workers' Benefit Fund (WBF)
State Withholding Tax
Tri-Met Transit Tax
Lane Transit Tax
Statewide Transit Tax (STT)

What is the difference between entering a zero or a blank in a payroll report field?

Zeros and blanks have two different values in payroll reporting. Entering a zero value means you are subject to the tax, but you did not have payroll for that program. A blank means you are not subject to the tax. Frances will give you an error message when you submit your report if you enter a zero when you are not subject to the program.

I'm a TPA. Why can't I see all the client's reports I uploaded?

The system allows you to customize your client’s accounts with those you work with most frequently. To view a specific client’s account, enter their BIN into the search field. After you've worked in a client account, they will be added to your custom view.

Can I use old specifications to file in Frances online?

No, Frances Online will not accept old file specifications. You will see an error message if you upload files using the old specifications. You can find the updated specifications and examples on our Resources page.

Can I use Frances Online if I do not have a tax preparer license

You do not need a tax preparer license to use Frances Online.

Can I pay my past due balance without logging in to Frances Online?

If you received a Notice of Assessment or Statement of Account and you want to make a payment on your past due balance, you can pay without logging in.

To pay without logging in, you will need the following information:

Bank account details or credit card information
Voucher ID from the assessment notice or statement of account you want to pay