California Pay Data Reporting Portal Now Open

The California Pay Data Reporting portal is now open. Private employers with 100 or more payroll employees or 100 or more employees hired through labor contractors inside or outside of California can now submit their 2024 reports through May 14, 2025.  

This report must be submitted to the Civil Rights Department (CRD) and consists of the following information: 

• Pay Data 
• Demographic Data 
• Other Required Workforce Data 

What is the California Pay Data Report? 

In 2020, The California Legislature passed Senate Bill 973, requiring employers with 100 or more employees to submit a report to the CRD that includes pay information broken down by establishment, job category, pay band, race/ethnicity and sex. Following the passage of SB 973, data confirmed that the gender pay gap persisted in California, resulting in significant wage losses for women. With SB 973 mandating pay reports annually, the legislature wanted to encourage employers to perform self-assessments for pay disparities, and in turn, encourage employers to voluntarily comply with equal pay and anti-discrimination laws. 

In 2022, Senate Bill 1162 was passed to enhance the California Pay data reporting system by adding more reporting requirements for private employers within California. The new bill requires private employers with 100 or more employees hired through labor contractors within the prior calendar year to file a separate Labor Contractor Pay Report. Additionally, Payroll Employee Reports and Labor Contractor Reports must now include the mean and median hourly rate of employee groupings.  

For more information on the California Pay Data Reporting process, check out our Frequently Asked Questions. 

What’s New for 2025? 

The CRD has released new guidance about the Pay Data Report including information regarding the May 14, 2025, deadline for submitting 2024 reports, new resources and templates, and a new race and ethnicity category. 

• New Resources 
  • CRD created a handbook that consists of detailed instructions for submitting and certifying your annual reports, deadlines, and required data. 
  • CRD created step-by-step Instructions on how to complete the Excel or CSV versions of the Payroll Employee Reports and the Labor Contractor Employee Reports. 
• Updated templates to submit your report(s) – please do not submit a template from a prior year as the portal will reject your submission. 
• Race and Ethnicity Category* 
  • Middle Eastern or North African (MENA) has been added as a new race/ethnicity category for this report following the publication of the Office of Management and Budget’s (OMB) revisions to the Statistical Policy Direction No. 15 on race and ethnicity data standards.
    

*For this filing cycle, employers can report race/or ethnicity of Middle Eastern or North African employees, if that information is available. However, if an employer does not have that information, you can use prior guidance from the EEOC which is to include employees who identified as Middle Eastern or North African within the race category of Non-Hispanic/Latino White.  

Prior implemented changes still remain in effect such as: 

• Employers must report if employees worked remotely during the Snapshot Period. 
• Reporting “unknown” race/ethnicity or sex is no longer permitted for Labor Contract Employee Reports. 
• Employers with 100 or more labor contract workers must file a separate Labor Contractor Employee Report. 
• Submissions must include mean and median hourly rates by establishment, job category, pay band, race / ethnicity, and sex. 
• Increased penalties still remain in effect for employers who fail to file. 
• Employers can only report on employees who live or work in California or are assigned to an establishment in California.
  
  

How Do Employers Submit this Report? 

Employers in California have two options for preparing and submitting these reports: 

1. Outsource Reporting Requirements: Employers can outsource the preparation and filing of this report to companies like OutSolve. Our experts take your data and accurately complete and submit this report, ensuring everything follows state regulations.  
2. Internal Filing: Employers can also complete and file this report internally. To do so, they must visit the California Pay Data Reporting Portal, create a log-in, download and complete the 2024 template, and complete the certification process. 

What This Report Means for your Organization

If you are an employer in California and have at least 100 or more payroll employees or 100 or more employees hired through a labor contractor, your organization must file these reports. Failure to do so can result in penalties. The CRD can fine businesses $100 per employee for employers who fail to file, with increasing subsequent penalties up to $200 per employee. 

It is important for California employers to file accurate and timely reports. Let OutSolve help take this yearly burden off your list - contact us today by clicking the button below. We have specific expertise in the nuances of preparing and filing this report and our consultants will ensure error-free report submissions.  

Click here to get help with preparing and filing your California Pay Data Report.