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Filing your tax return

Filing your tax return

The filing list shows the historical filings done by each company. To see the detail of a filing, click the radio button in front of the filing. Then choose "filing details" from the menu on the left of the screen.

If you do not see the 2013 tax form at the top of the historical filings, click "add filing" at the bottom of the screen. A list of schedules will come up. You can enter data in these screens from the top going down or you can skip from schedule to schedule. Some schedules may not appear if your company is not authorized for that line of business.

Contact information

  • Name: the name of the company.
  • Address 1: the contact person for the return
  • Address 2 & 3: the street address, building name, department, mailstop, etc.
  • Phone: area code is three digits, main number is seven digits (no dash), x is the extension number up to five digits.
  • Email address: the address of the contact person.

Schedule A workers' comp premium fund assessment

This is the amount paid by the insurer in the tax year. This is filled in automatically from our database. If you are not authorized for workers' compensation, this schedule will not be available to you.

Schedule B agent appointments

There are three ways to calculate agent appointment fees. Which way you choose is dependent on how your domicile state calculates its agent appointment fees.

  1. Resident and non-resident annual renewing fee: enter the number of agents in each category and the fee that your domicile state charges.
  2. Total number of agents renewing in the tax year times the cost of renewal.
  3. Agents appointed initially in the tax year and agents terminated in the tax year times the fee that your domicile state charges.

If your state is different, you can probably use the second choice to enter your agent appointment fees. If your state doesn't charge any agent appointment fees, leave this schedule blank. Oregon does not charge agent appointment fees.

Schedule C health premium assessment

This tax had a sunset date of Sept. 30, 2013. The last required filing was for third quarter of 2013. The history of payments will be left on the screen. For the 2013 tax year, the payments will be automatically shown on the tax return. After that, the history will remain for a couple of years.

Schedule D funding assessment

This schedule is prefilled with amounts from our database. Any payments made in the tax year should be shown. If you had Oregon premium less than $100,000 during tax year, you were probably not charged a funding assessment.

Schedule E prepayments

This schedule is prefilled with amounts from our database. Any payments made in the tax year should be shown.

Schedule F fire marshal tax

Enter your premiums from the tax year from the lines of business indicated. Note that you can enter the premiums and then enter the dividends for those premiums. I-Reg will calculate the taxable premium and then total all lines and multiply by the tax rate.

For aircraft physical damage, you may use the actual premium amount for just the physical damage portion of “aircraft”. Then i-Reg will multiple it by 8 percent to calculate the taxable amount.

If you adjust the premium so that it does not match the Oregon state page, attach an Excel spreadsheet to explain your changes. Head your spreadsheet with the name of the company and the tax year. Look for filing attachments on the left side of the first screen under the Tax Return. You must have clicked on Save/Do not Submit before adding the filing attachments. Once you add the attachments, click Save/Submit.

Schedule G retaliatory tax calculation

Home State Basis is the taxes, fees, license costs, and surcharges that an Oregon insurer would pay in the tax year to your domicile state. Each tax should be calculated on the Oregon premium that would be subject to that tax, fee, surcharge, etc.

If you have fees or taxes that are not listed on the form, use lines 5 or 6 or lines 10 or 11 to list them. Enter the name of the tax or fee and list the amount. If you have a spreadsheet showing how you calculated those fees, attach it to your return. See filing attachments on the left side of the screen under filing details.

Oregon Basis:

These are the fees that you actually paid in 2013.

  • Line 14 is the Oregon Excise tax paid in the tax year. If you are estimating this tax, please mark the estimated box.
  • Line 15 WCD Assessment should be prefilled if you paid this tax.
  • Line 16 Fire Marshal Tax should come from Schedule F and the entry should be automatically filled in.
  • Line 17 is the Funding Assessment and will be prefilled.
  • Line 18 is the Oregon Medical Insurance Pool (OMIP). You must fill in the total of the two assessments that you paid in the tax year.
  • Line 19 Health Premium Tax is prefilled.
  • Line 20 is the Certificate of Authority renewal field and is prefilled. If you are a regular admitted insurer, the certificate of authority renewal fee is $1,500 and will be entered automatically. If your company is a Risk Retention Group, i-Reg will automatically enter $350 as your registration renewal.
  • Line 21 is the total Oregon Basis and is computed for you.The i-Reg system will then calculate your Retaliatory Tax on Line 22. If any of the fees that i-Reg entered are incorrect or do not match your records, contact the Insurance Division by phone or e-mail.

Summary & Financial Calculation

  1. Fire Marshal Tax
  2. Fire Marshal Tax prepayments
  3. Fire Marshal Tax due (Line 1-2)
  4. Retaliatory Tax from Schedule G
  5. Retaliatory Tax prepayments
  6. Retaliatory Tax due
  7. Renewal Fee or registration fee
  8. Add lines 3+6+7 to get the Balance due.

Certification Section

  • Name of the officer certifying the return
  • Title of the officer
  • Phone to contact officer
  • Email of the officer

Save/do not submit button

You must check the certification box. Then hit either Save/do not submit or Save/Submit. The Save/do not Submit button will save the information on the return but will not submit it to the Insurance Division. The Save/Do not submit button is useful if you are partially done with the return and need to finish later. Using the Save/Do Not submit button will save your entries without completing the filing. It is also used when you wish to attach documents to your return.

To attach documents (Excel, Word, or PDF) to your return, your return must be in the Save/Do not Submit state. Adding documents is like attaching a document to an e-mail. You can browse your own files and attach schedules that show how you calculated a fee or why you changed premium from the premium shown on the state page. When you finish attaching documents and want to complete your filing, go back into the return and click Save/Submit.

Save/submit button

When you have completed the filing, mark the certification box and click Save/Submit.The return will be submitted to the Oregon Insurance Division. Your return will be considered filed on that date.

Roll Back or Amended Return

If you need to make a change, we can "roll back" your filing so you can make the change. If you have already paid the funds due, you must complete an amended return. If there is any change in the funds due, use a coupon to pay additional tax or submit your return for a refund.

Print Return and Print Coupon

Use these buttons to print the return and/or the coupon. If there is tax due, send the coupon with a check to the Oregon Insurance Division, PO Box 14610, Salem, OR 97309-0445. If the return results in a refund, the refund will be issued as we audit the tax files. We audit by state. So if your domicile state begins with A you will get your return sooner than if your domicile states begins with W.

General Instructions

Due dates
Insurance Tax Return: April 1
Renewal of Certificate of Authority: April 1
Recoupment of OIGA Assessments: June 1
Ocean marine Tax Report: June 15

Postmarks: Accepted for paper filings. For on-line filings, the date the return was submitted is the filing date. Any unpaid tax as of April 1, 2014, will be subject to a penalty of 10 percent of the unpaid tax and will also incur interest from the due date of April 1, 2014. Interest is charged at the rate of .667 percent of the unpaid tax for each month, or fraction of a month, after April 1, 2014. Make all checks payable to the Department of Consumer and Business Services. Our address is PO Box 14480 Salem, OR 97309-0405. Our street address is Insurance Division, 350 Winter St. NE, 3rd Floor, Salem, OR 97301-3883.

Address Corrections: Any address corrections that are made on the i-Reg filing will change our database address for the tax filings. The address listed on the tax form should be the address where the company wants all Oregon insurance tax information to be sent.

All filings are now on i-Reg filing system. If you need prepayment coupons or the Funding Assessment coupons, go to your i-Reg account.

Oregon Insurance Excise Tax: For excise tax return forms, contact the Department of Revenue at 503-378-4988. The Oregon Department of Revenue Excise Tax Return (Form 20-INS or Form 20) is due April 15, 2014. However, in order to complete the Insurance Division tax forms, your company must first prepare its Oregon Insurance Excise Tax return. The excise amount from that form is necessary to complete the Oregon Insurance Division tax forms.

Estimated Excise Tax: Companies may use an estimated corporation excise tax amount on their Oregon Insurance Division tax forms due April 1 if a final excise tax return has not been filed or the return is under extension with the Oregon Department of Revenue. If the excise tax is estimated, please check the estimated box on Schedule G, line 14. If an estimated excise tax amount is used, you may need to file an amended Insurance Tax Return when the final excise tax figures are available. See the section on amended returns. Interest will be charged for underpayment of Fire Marshal or Retaliatory Tax.

How to calculate Retaliatory Tax

Do not include any Guaranty Association Assessments in the calculation of the home state basis or the Oregon basis.

If your domicile state charges Oregon insurers any of the following assessments, they must be included in the Home (domiciled) State Basis:

  • Agent Appointments fees and/or termination fees
  • Fraud fees or assessments
  • Insurance Department regulation fee or administrative assessment
  • Auto assessments (even if recouped from policyholders)
  • Health Insurance Pool assessments (similar to Oregon Medical Insurance Pool)
  • Workers' Compensation Fund assessments or administrative fund assessments
  • Second Injury Fund assessments
  • State corporate Income or excise taxes or franchise taxes
  • Fire Marshal taxes or assessments, any Fire Insurance Tax or fee
  • Fire Fighters Training Funds or Retirement Fund assessments
  • Most fees or assessments imposed but not listed above.

Ask yourself: What would an Oregon insurer have to pay in my state? Use those fees on the Home (or domicile) state basis.

If a fee is a minimum or flat fee, enter it on the home state basis. Other fees will need to be calculated on an Oregon basis (using Oregon premiums, number of agents appointed in Oregon, etc.) Please prepare an Excel spreadsheet with any calculations of these fees listing your company's name and NAIC number. You will be able to attach this spreadsheet to the i-Reg tax return.

Amended Tax Returns

To file an amended tax return, go to i-Reg and click on view/edit at the bottom of the return. You can change the data you have entered. When you have made your changes, click on the certification box and then click Save/Submit.

What if your domicile state's excise tax return is on extension?
In this case, use an estimated number on the home state basis. When your state excise (income, franchise) tax is filed, you will have to amend your return. Copies of the state excise, income or franchise tax return can be filled with your i-Reg amended tax return but using the filing attachments in the left hand column of the i-Reg screen. This applies especially to Illinois and New York insurers.

Can I get an extension to file the Oregon Insurance Tax Return?

No, the Insurance Division does not grant extensions for tax returns even if the federal income tax form or Oregon excise tax returns are on extension.

If the Oregon tax return results in a refund, should I still send in the $1,500?

Do not send payment for the renewal fee for your certificate of authority if your return has resulted in a refund. A refund will be mailed to you as the returns are audited. The renewal fee will be subtracted from your refund.

iReg information

Tax Returns, Schedule P, Funding Assessment, and Health Premium Assessment:
orinstax.ins@oregon.gov
 
Shannon O’Shea, 503-947-7046
Gail McFarlin, 503-947-7218

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