Attention Employers with 100+ Employees: Are You Ready for the CRD Pay Data Reports? If you are a private employer with 100 or more employees (including full-time, part-time, temporary and seasonal) in or out of California, you will need to begin preparing your Civil Rights Department (“CRD”) pay data reports for the upcoming May 14, 2025, deadline. Additionally, if you hire 100 or more employees (with at least one employee in California) through a labor contractor, you are required to submit a second pay data report to the CRD (one for your payroll employees and one for your labor contractor employees).
These reports require an abundance of information on your California employees, including pay and hours-worked data by establishment, job category, sex, race, and ethnicity during a “snapshot period.” This is a single pay period between October 1 and December 31 of the reporting year (2024) of the employer’s choice. Employers must also calculate and report the mean and median hourly rate of their employees and/or labor contractor employees by establishment, pay band, job category, race/ethnicity, and sex. The intention of this reporting requirement is to assist the CRD in identifying wage patterns and enforcing equal pay and anti-discrimination laws.
The CRD’s user guide and excel template or CSV file to upload to the website can be found at https://calcivilrights.ca.gov/paydatareporting/. Ensure you are using this version of the excel templates and CSV files as templates from prior years will not be accepted. There are also some helpful FAQs here and a new Pay Data Reporting handbook here. Employers should review the FAQs, User Guide and handbook before beginning data collection. If you have questions regarding your pay data reporting, you can email PayDataReporting@calcivilrights.ca.gov.
But wait, there’s more! Please note there is also mandatory annual data collection at the federal level with the Equal Employment Opportunity Commission (“EEOC”) requiring all private sector employers with 100 or more employees. Federal contractors with 50 or more employees meeting specific criteria are also required to submit demographic workforce data, including data by race/ethnicity, sex, and job categories. The EEO-1 report does not require as many data fields as the CRD report, and the 2025 federal EEO-1 Component 1 data collection deadline has not been announced. Updates regarding the 2025 EEO-1 Component 1 data collection will be posted to www.EEOCdata.org/eeo1 as they become available. We will send a reminder when we have more information from the EEOC.
Although your questions will be best served by asking the agencies running these requirements, we are happy to help you think out loud about how to prepare for them. Many “thanks” to Jennifer Lippi for her assistance in staying up to date on these reporting requirements.