Configure California Pay Data Report Templates

The name of the pay data template.

The unique identifier for the EEO-1 company number (single-establishment employers) or the EEO-1 establishment ID (multiple-establishment employers).

Remarks to include in Section I of the report. There is a 1,000-character limit maximum.

The employer's California Employer Identification Number (CA SEIN), provided by the California Employment Development Department. If the employer has more than one CA SEIN, enter the main CA SEIN here and the other CA SEINs in the Employer-Level Clarifying Remarks field. If the employer has no CA SEIN, enter 00000000.

The employer's Federal Employer Identification Number (FEIN) provided by the Internal Revenue Service. If the employer has more than one FEIN, you can enter the main FEIN here and the other FEINs in the Employer-Level Clarifying Remarks field.

The establishment designated as headquarters. This drop-down list shows establishments that roll up to the legal entities selected in the Legal Entity drop-down list.

Note: The headquarters location isn't used in the report.

Indicates whether the employer is a contractor of the State of California.

FEINs of all related companies if the employer is affiliated with other companies or is part of an enterprise.

The organization's US legal entities. By default, all US legal entities are selected, but you can clear the ones you want to exclude.

In Dayforce, establishments roll up to legal entities. As such, the legal entities that you select determine which establishments are reported on in the pay data report for the template.

For example, say that your organization has two companies for which it needs to generate separate reports, and these companies are aligned to two separate legal entities in Dayforce. To produce a file for each company, you would create two templates. In the first template, you would select the first legal entity and in the second template, the second legal entity. As a result, each template only reports on establishments that roll up to the legal entity selected.

The employer's Dun and Bradstreet (DUNS) number. If the employer has more than one DUNS number, enter the main DUNS number here and the other DUNS numbers in the Employer-Level Clarifying Remarks field.

The first and last day of the pay period included in the report. If the start and end dates span multiple pay periods, data from the earliest pay period is used in the file.

Note: For California pay data reporting, select a pay period between October 1 and December 31 of the reporting year as the “workforce snapshot period.” Annual compensation and hours-worked data will then be reported for full- and part-time employees who were on the payroll during this selected payroll filing period.

The date that you enter must be for a processed pay period. This is because the report requires annual salary data for the reporting year.

The year that the annual salary and hours are added for the report is based on the year of the pay period entered. For example, if you enter a filing period in 2020, Dayforce looks at the hours and W-2 data for 2020.

The earning grouping that Dayforce uses to gather and sum up the appropriate hours worked data for the employees of the selected pay period. This value doesn't impact the number of employees that are returned in the file, and only impacts the number of hours calculated for each employee. Earning groupings are configured in the Earning Groupings tab of Payroll Setup > Groupings. See Deduction and Earning Groupings.

Important: Hours worked data for pay data reporting will be reported solely based on Dayforce output for the earning grouping selected. If an employee is captured in the selected payroll filing period but hours aren't being tracked under the employee’s earning grouping, Dayforce uses a value of “zero” for such an employee’s hours worked.

Important: Employers who don't use Dayforce to track hours for a particular employee or group of employees – for example, exempt or commissioned workers – will be required to make appropriate revisions to the report prior to filing with the agency to ensure that non-zero hours are reported for these workers as applicable.

Proxy Values:

• The California Civil Rights Department (CRD) permits use of a proxy methodology for calculating hours worked by exempt employees who don't keep records of their hours. Employers are instructed to calculate such employees’ total hours worked by multiplying the total number of days worked (plus days on paid leave) by the average number of daily hours worked by the employee.

• The CRD also permits employers to make a reasonable estimation of the average number of hours worked per day. For example, a reasonable estimation for a full-time employee might be 8 hours per day. Proxy values for employees with alternate work schedules should be adjusted accordingly.

The pay classes for which employees are included in the report. For example, you could use this setting to show records for part-time employees only.

The position terms for which to include employees in the report. Position terms are configured in the Position Term tab of Org Setup > Jobs and Job Assignments.

The indicators for which to include employees in the report. Employment indicators are configured in the Employment Indicator tab of Org Setup > Jobs and Job Assignments.

Contains fields for entering the employer's name and address information as filed with the California Employment Development Department.

Contains fields for entering the principal or headquarters office address information regardless of whether that is in California.

Employer Details (Section)

The employer's total number of US employees, including employees inside and outside of California, both part-time and full-time employees (each counts as one employee), and all employees on employer-approved leave.

The employer's total number of US establishments, including all establishments inside and outside of California.

The employer's total number of California employees, including all employees assigned to a California establishment or working in California, both part-time and full-time employees (each counts as one employee), and all employees on employer-approved leave.

The employer's total number of California establishments.

Indicates whether the employer is owned or affiliated with another company, or if there is centralized, integrated, or similar ownership, control, management, or compensation (such as the same management personnel or central control of personnel policies, stock plans or labor relations) between a group of separate FEINs.

Contains fields for entering the FEIN, name, and address information of the parent company.