The "California Pay Data" report accommodates California law (Government Code section 12999) which requires private employers with 100 or more U.S. employees (and at least one employee in California) to annually submit data on the pay, hours worked, and demographics of their employees to the California Department of Fair Employment and Housing (DFEH).
By March 31, employers must submit their reports covering the prior calendar year. For information about which employers are required to file with DFEH, along with answers to other frequently asked questions (FAQs), visit: http://www.dfeh.ca.gov/paydatareporting/faqs.
From the menu, expand Reports, expand Employee, and click Compliance.
Report Requirements
California Pay Data Information
Employee Data
Facility
- Will use the employee's facility history for the report date range.
- If an employee has multiple facilities during the date range of the report, the report will use the most recent facility for the date range selected
- If no facility history record exists, the report will use "Facility 1" from the employee's demographic info page.
How Employees Are Counted
The report should count and aggregate employees if they have the following
conditions:
- Uses the employee status history found on the Employee Status History tab of the employee benefits.
- If no entries exist for employee status history, use demographic employee status based on the following step.
- If multiple entries exist during the date range and as long as one of the entries is full time, part time, or leave of absence, the employee will be included in the report.
- Have employee status of full time, part time, or leave of absence AND their hire date falls before or during the date range entered.
- Have an employee status of terminated or retired:
- If termination date is after end date entered -or-
- If termination date falls within the date range entered -or-
- If termination date is blank and retirement date is after end date entered -or-
- If termination date is blank and retirement date falls within the date range entered.
- Does not include full time, part time, or leave of absence employees if their hire date is after the end date entered
Report Contents
- Name - Facility Name
- Establishment ID - Facility Code
- Address Line 1 - Facility Address 1
- Address Line 2 - Facility Address 2
- City - Facility City
- State - Facility State Code
- Zip Code - Facility Zip
- NAICS Code - Code for the facility as entered on the California Pay Data report configuration screen.
- Major Activity - As entered on the California Pay Data report configuration screen.
-
Total Number of Employees at Establishment - The total number of employees at the establishment across all job categories, pay bands, races, ethnicities, and sexes.
- Employee count should consider only employees that appear on the report based on date range filters and selected facilities.
- Was a California Pay Data Report filed for this establishment last year? - Pulls the yes/no option selected on the California Pay Data report configuration screen.
- Was an EEO-1 Report filed for this establishment last year? - Pulls the yes/no option selected on the California Pay Data report configuration screen.
- Is this establishment the employer's headquarters? - Pull the yes/no option selected on the California Pay Data report configuration screen.
- Job Category - Uses EEO Class from the "EEOC / Additional Info" tab of the employee's demographic info page.
-
Race/Ethnicity/Sex - Code based on employees' ethnicity and gender
- The employee's ethnicity is based on the "Ethnicity" field found on the "EEOC / Additional Info" tab of the employee's demographic info page.
-
Pay Band - Calculate compensation based on active for the report date range employee compensation record
- If more than one active record exists for the selected date range use most recent compensation record based on the compensation start date
- Number of Employees - The total count of employees that have the same Facility, Job Category, Race/Ethnicity/Sex code, and Pay Band.
- Number of employees that do not work remotely - There is no specific field that tracks ‘remote’ employees within Core HR. If you are not tracking this data point in a user defined field at this time, you can manually enter the data points on the report.
- Number of remote employees located within California - There is no specific field that tracks ‘remote’ employees within Core HR. If you are not tracking this data point in a user defined field at this time, you can manually enter the data points on the report.
- Number of remote employees located outside of California - There is no specific field that tracks ‘remote’ employees within Core HR. If you are not tracking this data point in a user defined field at this time, you can manually enter the data points on the report.
- Median Hourly Rate
- Mean Hourly Rate
-
Total Hours - The total count of hours based on demographic hours worked for all employees that have the same Facility, Job Category, Race/Ethnicity/Sex code, and Pay Band
- The "Total Hours" field of the report will be populated from the data entered into the "Hours Worked" field of the "Employee" tab of an employee's demographic info.
- If the "Hours Worked" field is blank when trying to run the "California Pay Data" compliance report, the report will instead pull from the employee's active compensation record.
- Row-Level Clarifying Remarks - Leave blank
Running the California Pay Data Report
- Filter your report by the date range and location/facility.
- Date Range - Select the start and end date for the desired selected period from the filter.
-
Location/Facility - Select the Facility (Location) for your report.
- The Facility is maintained on the Employee's Demographic Info tab in the Facility 1 field. This option is important for the California Pay Data report as this report might be required to be produced by location or by all locations.
- Click to refresh all filter options.
- Click the CSV icon to download a CSV copy of your report.