The CA Employee Count column of the Establishments tab provides a count of California employees in the payroll filing period for the applicable establishments. This count isn't listed in the report and is for informational purposes. However, it provides an indication of the number of employees that will be included in the report.
The following employees qualify as working in California:
- Employees whose active primary work assignment during the snapshot period has a site with a California address.
- Employees whose active primary work assignment during the snapshot period has a work location override with a California address.
- Employees who are set as virtual in their active primary work assignment and have a primary residence in California. If the employee's work assignment location is in a different state, the report includes a row for the employee with the details of the associated establishment.
- For example, an employee's active primary work assignment during the snapshot period is at a Nevada location. The work assignment is set to virtual, and the employee's primary residence is in California. For the purposes of pay data reporting, the virtual employee is considered to be working from California. As a result, the row for the employee in the report includes the details for the associated Nevada establishment to enable reporting the California employee.
Note: If your organization has other special circumstances, such as highly mobile employees whose work locations are set based on contract location, then you might need to manually include these employees in the report if they perform work in or from California. For more information about what is sometimes required in special circumstances, see Virtual Workers and Work Location Overrides for California Pay Data Reporting.
For a California employee to be counted in the CA Employee Count column, they must be on the employer's payroll in the snapshot period defined for the template. An employee is still counted in this column if they meet the above criteria but don't have hours or pay data. However, they won’t be included in the California pay data report. To ensure complete reporting, you can generate a report of employees missing data for your review. See Generate the California Employee Data Report.
A warning icon appears in the CA Employee Count column when any employees in the establishment are on the employer's payroll during the snapshot period for the template but is excluded as a result of missing ethnicity, gender, or job category data:
If an establishment has employees who should be reported on, but are excluded because of missing ethnicity, gender, or job category data, the establishment isn't listed in the Establishments tab.
Additional Information:
- The employee is eligible for reporting if they are on the employer's payroll at any time during the snapshot period. For example, say that you define a snapshot period of October 1 to October 15, 2020. An employee who was terminated on October 9, 2020 (mid-period) is still included in the report because they were on the employer's payroll for part of the payroll filing period.