Employers with 100 or more US employees and at least one of those employees living or working in California are required to file pay data reports with the California Civil Rights Department (CRD) annually. The deadline for the 2024 reporting year is May 14, 2025. Reports must be submitted through the California Pay Data Reporting Portal.
New in 2025:
- The CRD has released a California Pay Data Reporting Handbook, providing employers with a structured and user-friendly guide for completing their reports.
- The California CRD continues to refine its system each year, with this year offering the first opportunity to edit company profile information that had previously been restricted from editing since the system launched.
- For Reporting Year 2024, employers may report race and/or ethnicity of Middle Eastern or North African (MENA) employees following OMB’s 2024 standards. Many employers have not yet separated this category and will continue reporting MENA employees as White or another category of the employee’s choosing, as self-identification continues to be the preferred method of gathering demographic information.
- Before the filing date (May 14, 2025), a report can be decertified. If a report is filed after the filing date for that particular year, the employer will have a week to decertify the report before it becomes undeletable.
- Employers with 100 or more workers hired through labor contractors in the prior calendar year (with at least one worker based in California) must file a separate Labor Contractor Employee Report that covers workers hired through labor contractors in the prior calendar year. The labor contractor(s) is required to provide the necessary filing data to the employer. CRD has released a new FAQ related to this requirement:
- Q: “What if the labor contractor refuses to provide the required labor contractor employee data?”
- A: Employers that are unable to submit a complete and timely Labor Contractor Employee Report due to the failure of one or more labor contractors to provide data should email PayDataReporting@calcivilrights.ca.gov. In the email, they should identify the names, addresses, and FEINs/SEINs of the labor contractor(s) in question and provide documentation of their efforts to obtain the relevant data.
How HR Works Can Help
HR Works offers California Pay Data Reporting Services to help employers remain compliant with CA Pay Data requirements. Contact us at info@hrworks-inc.com or call 1-877-219-9062 for more information.
