CA Pay Data Reporting

Description: This article covers the steps needed to create the mandated California Pay Data reporting. This report is mandatory for employers with 100+ employees. The California Civil Rights Department requires pay, hours worked, and demographics to be submitted into the report. The link to submit the pay data report is as follows: https://pdr.calcivilrights.ca.gov/s/

Navigate to the hamburger menu to locate the report

Team>HR>Forms>Government Forms>CA Pay Data:

Once on the CA Pay Data dashboard, click "Add New"

From here, you will add the company information with the asterisk showing it is a mandatory field:

The Establishment Name is the Company Legal Name. The WC Carrier can provide the best NACIS code for the organization.

 

Click on Process Data once the Establishment information has been added:

 

From here, you will need to tell the system what data to collect:

the first item is the workforce snapshot. This will include one full pay period in quarter 4 of the previous year. You can decide what payroll that will be, there are no specifc requirements on which pay period to include for Q4. Next, you will select the EIN.

 

The next step will include creating a list that includes all the departments within the organization. You will select the drop-down under Root and select "List" and click on the icon to select all of the departments. You can rename the list to All Employees. You will select the Employee Types that include your employee population along with including terminated employees into the report for the snapshot dates we entered above.

 

Once finished with the settings, you can click "Save" to bring you back to the reporting dashboard screen. From here at the top right you will click "Process Data" to run the report:

 

Once the data has been processed, another pop-up screen will appear showing the terminated employees not included in the snapshot along with error messages for missing demographic data. Once the error messages have resolved you can select "Download File" to start working on the Excel file.

 

The Excel file is going to show #of employees per pay band, and per demographic. You will need to understand what employees are remote and how they identify to add them to the correct column. Refer to the instructions on the tab shown in the excel file. Once completed, the report can be uploaded to the state website listed at the top of the page.

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