Important: California Pay Data Reporting Information
Formats for Downloaded Electronic File: California provides two file options that can be uploaded to their website: Excel and CSV. We have provided an Excel download for this. The CSV download will be available in the future.
Website: This is the California Pay Data Reporting Website for your reference that includes User Guide, FAQs, reporting portal, and more: https://www.dfeh.ca.gov/paydatareporting/
Gender: California officially recognizes three genders: female, male, and non-binary. Therefore, please report employees’ sex according to these three categories. UKGR does not currently support the non-binary reporting feature, so modifications can be made in the electronic file to account for employees claiming non-binary identity or currently categorized as male or female on their employee record.
Section I – Employer Information: Can be found and completed directly in the Excel electronic file once it has been created and downloaded.
Wages: Will look at Box 5 on the W-2. If any employee has wages not reported in Box 5, as may be the case for an H-2A visa holder for example, use W-2 Box 1 for that employee and note this in the associated remarks field. If Box 5 on W-2 is null, it will pull wages from Box 1. Any manual edits for W-2c can be made on the downloaded file.
Use of Commas: Per the California DFEH instructions, commas are used to separate columns in a .CSV file. For that reason, do not include additional commas in any of your provided values (names, addresses, comments, etc.). When a comma is entered into any field in Section II.A – Establishment Information, you will receive an “Invalid [Name of Field]. Could not save. Some information entered was not correct. Please fix all errors and try again.” Please remove the prohibited comma character and re-save.
Employee EEO Information
- Go to Team > My Team > Employee Information
- Select the view for EEO Info
- Review the EEO Info report for any employees with missing Employee Type, EEO Classification, Ethnicity or Gender. These fields are required for all employees in order for the EEO report to populate correctly.
- Update any missing information in the employee profile by selecting the icon
- Gender and Ethnicity can be updated in the Account Demographics widget on the employee’s Main tab
- Employee Type and EEO Classification can be updated in the Pay Information widget on the employee’s Main tab
- These fields can also be imported if there are too many to update manually
Populating the California Pay Data Report
- Once all the EEO information is up to date, go to Team > HR > Forms > Government Forms > California Pay Data.
- Select Add New
- Complete the information in Section II.A - Establishment Information.
- Select Process Data
- A window will pop up to select the report settings. Select the EIN (if applicable), Cost Centers, Account Statuses and Employee Types to include in the report and then click .
- A. Workforce Snapshot From - Select the date range to capture your workforce for inclusion in the form, typically dates from October 1 through December 31 of the previous year.
- B. EIN (if applicable) - Select the EIN that data will be collected from.
- C. Include Synchronized Employees - If multi-EIN, includes synchronized employees (those employees being synched between EINs).
- D. Cost Centers (available options vary) - Select the cost centers that data will be collected from (optional). The feature pulls from the employee's current assignment. Modifications can be made in the electronic file if an employee should be moved to a different cost center.
- E. Account Status (available options vary) - Select the account status of the employees that should be included in the report. Terminated employees can be included in the snapshot and will not include terminated employees prior to the snapshot period.
- F. Employee Type (available options vary) - Select the employee type that should be included in the report
- After saving the form, click View Details to see which employees are or are not included in the file and why.
- Please note that if the employee's EEO information is not complete, or the Gender field is marked with a U, the employee will not be captured on the details page. Individuals with U in the Gender field will need to be added to the electronic file after all of the other information has been populated. Guidelines for how to document these fields can be found on the 'Instructions' tab of the electronic file.
- The details can be downloaded as a PDF by clicking .
- Once the form is completed, saved, and ready, you can use the button to create the file used to electronically file on the State of California's website. This will download the Excel file where you can complete Section II.A - Employer Information and make any manual edits as needed to Section II.A -Establishment Information or Section II.B Employee Detail (for non-binary gender, etc.).
If you are Multi-EIN, you will create multiple forms, process the data for each, then go back to the report page Team > HR > Forms > California Pay Data.
Select all the establishment forms, then download the files. This will merge the data from all your establishments into one downloadable form.
The Excel download file contains the PayDataReport tab, which contains data populated from the fillable form. Additional tabs for instructions and examples are also available.
Once the file is complete and all necessary information has been added or adjusted, please visit the California Pay Data Reporting Website to submit the report.