Overview
California's Pay Data Reporting law (SB 973 / SB 1162) requires covered employers to submit annual pay equity data to the California Civil Rights Department (CRD). The CA Pay Data (Employee) report is a compliance report that organizes your employee payroll data in the exact format required for that submission.
The report groups employees by establishment, job category, race/ethnicity/sex, pay band, exemption status, and employment type, and calculates required metrics such as mean and median hourly rates, total annual hours worked, and remote vs. on-site employee counts.
Who This Applies To
Organizations with employees who work in California and are subject to CA SB 1162 pay data reporting requirements.
How to Access
Navigate to Reports and search for CA Pay Data (Employee).
Report Parameters
Parameter | Description | Required |
Reporting Year | The calendar year for which pay data is being reported (e.g., 2024) | Yes |
Accounting Period From | The start date of the pay period range to include within the reporting year | Yes |
Accounting Period To | The end date of the pay period range to include within the reporting year | Yes |
Company | Filter results to one or more companies. Defaults to all companies the user has access to | No |
Office | Filter results to one or more offices. Defaults to all offices (child filter of Company) | No |
State | Filter results to a specific state. Defaults to all states | No |
Report Columns
Column | Description | Logic / Notes |
Establishment Name | The name of the employer's establishment or worksite location | Sourced from the office establishment record |
Address Line 1 | First line of the establishment's street address | |
Address Line 2 | Second line of the establishment's street address | Blank if not applicable |
City | City where the establishment is located | |
State | State where the establishment is located | |
Zip Code | ZIP code of the establishment | |
NAICS Code | North American Industry Classification System code identifying the establishment's industry | Assigned through the organization's custom field settings |
Major Activity | A plain-language description of the establishment's primary business activity | |
Total Number of CA Payroll Employees at Est | Total count of distinct employees at this establishment during the reporting year | Counts unique individuals — not headcount per pay period |
Was Prior Year CA Report Filed? | Indicates whether a CA Pay Data report was submitted to the CRD for the previous year | "Yes" or "No" |
Is this Est the Employer's Headquarters? | Indicates whether this establishment is the employer's main headquarters location | "Yes" if the establishment address matches the job site address on record; "No" otherwise |
Job Category | The EEO-1 job category assigned to the employees in this group | E.g., Executive/Senior Officials, Professionals, Technicians, Sales Workers, Administrative Support, Craft Workers, Operatives, Laborers & Helpers, Service Workers |
Race/Ethnicity/Sex | Coded combination of the employee group's race/ethnicity and gender, formatted per CA Pay Data reporting standards | H10/H20 = Hispanic or Latino Male/Female; W10/W20 = White (Non-Hispanic) Male/Female; B10/B20 = Black or African American Male/Female; A10/A20 = Asian Male/Female; A30/A40 = Native Hawaiian or Pacific Islander Male/Female; A50/A60 = Two or More Races Male/Female; A70 = additional Asian/Pacific Islander variant; D10–D70 = Non-Binary variants matching the same ethnic categories in the same order; U10/U20 = Unknown, Other, or Do Not Wish to Answer Male/Female; UU = fallback when both race and gender cannot be resolved |
Pay Band | The California-defined annual pay band range this employee group falls into | Salary ranges defined by the CA Civil Rights Department |
Exemption Status | Whether employees in this group are classified as Exempt or Non-Exempt under the Fair Labor Standards Act (FLSA) | |
Employment Type | The employment classification for this group | "Full-Time", "Part-Time", or "Intermittent". Note: employees classified internally as "Seasonal" are automatically reported as "Intermittent" to comply with CA reporting requirements |
Total CA Employees in This Employee Group | The total number of employees in this specific reporting group (same establishment + job category + race/sex + pay band + exemption + employment type) | Calculated as: Remote employees within CA + Worksite employees + Remote employees outside CA |
Total Annual Hours Worked | Total payroll hours worked by this employee group during the reporting year | Aggregated from payroll transaction records within the selected accounting period range |
Total Annual Weeks Worked | Total number of distinct pay periods during which this employee group received pay in the reporting year | Counted as unique accounting period IDs from payroll transaction records |
Mean Hourly Rate | The average hourly pay rate across all employees in this group | Calculated from individual pay rate records for all employees in the group |
Median Hourly Rate | The middle-value hourly pay rate within this group | The midpoint of all hourly pay rates in the group when sorted from lowest to highest |
Number of Remote CA Employees Located Within CA | Count of employees who work remotely and whose home address is also in California | Remote workers whose assigned job site state is CA and whose home/resident address state is also CA |
Number of CA Employees That Do Not Work Remotely | Count of employees who physically report to a worksite | Employees who are assigned to and work at a physical job site location |
Number of Remote CA Employees Located Outside CA | Count of employees who are assigned to a CA job site but work remotely from outside California | Remote workers whose assigned job site state is CA but whose home/resident address state is not CA |
Row Level Clarifying Remarks | Optional free-text field for any additional explanations or clarifications about the data in this row | Left blank by default; can be filled in manually before the report is submitted to the CRD |