Pay Data Reporting (California CRD)

California employers with 100 or more employees (or 100 or more workers hired through labor contractors) must file an annual pay data report with the Civil Rights Department (CRD) under Government Code §12999: employee counts and pay bands by job category, race/ethnicity and sex, per establishment. This module prepares the Payroll Employee and Labor Contractor Employee reports from your Workforce data and each member's voluntary self-identification, validates them against the reviewed CRD template, and exports the CSV / XLSX files and a portal worksheet. You file in the CRD portal yourself.

Resgrid prepares and exports; it never files

It never decides whether you are covered and never certifies. Every input and output here is a protected field served no-store; the department must have Advanced Data Protection enabled (not just purchased) before these pages open.

Business Ops add-on with Compliance.CaliforniaPayDataReporting and Advanced Data Protection enabled. Menu: Workforce & Business Ops → Workforce → Pay data reporting (administrators, Manage California pay data reporting, Export California pay data reports). Every member sees My demographic response while the flag is on.

Before the first run

1. Workforce → Employer: legal name, FEIN, SEIN, CA SOS number, NAICS, addresses, filing contact and the coverage status you declare.
2. Establishments with NAICS and reported in the prior year.
3. Workers → employments → job assignments with the CRD job category, establishment and work mode for every California employee; labor contractors and their employees for the second report.
4. Annual pay facts for the reporting year (import the payroll export; approve).
5. Demographic responses — ask every member to answer My demographic response; a compliance officer records the rest from employment records.

My demographic response

Every member's own page (Workforce & Business Ops → My demographic response or from the profile menu): Hispanic or Latino (yes / no / no answer), race / ethnicity (select every category that applies — two or more are reported as multiracial — or Decline to state) and sex (or decline). Answers are stored separately from the personnel record, encrypted, used only for the aggregate report and never shown on any other screen. Answering is voluntary; Decline to state is a valid answer and is reported as such. The page explains why we ask.

A compliance officer with Manage California pay data reporting can open a worker's Demographic record for someone who has not self-identified: collection source (employment record, other reliable record, or — as a last resort — observer perception, which is flagged on every report run), a required reason (audited), and the same answers. Responses are versioned.

The report run

Workforce → Pay data reporting shows the readiness for the year: due date, the reviewed schema profile (CRD-RY2025 in this release), coverage status, open runs, unresolved exceptions, demographic responses missing, annual pay facts missing, and demographic completeness (self-identified / declined / observer perception). New run: report type, reporting year and the snapshot period (a single pay period between the dates the CRD allows).

A run is a four-step wizard, then attestation:

Step	What happens
1. Build snapshots	One row per California employee in the snapshot period: worker, establishment, CRD job category, demographic code, pay band (from annual pay facts), hours, hourly rate and work mode, with Included yes/no. Override a snapshot (category, work mode, inclusion) with a reason — audited. Demographic responses are matched as they stand today, not as of the snapshot date.
2. Aggregate rows	Counts per establishment × job category × demographic code × pay band, plus mean and median hourly rates and the non-remote / remote-in-CA / remote-outside-CA split.
3. Validate	Errors block freezing (missing job category, employee with no pay facts …); warnings do not. Clarifying remarks (up to 500 characters) are required when Box 1 earnings were used or an exempt-hours proxy applies.
4. Freeze and export	A frozen run is immutable; the CSV and XLSX files in the CRD template column order (checksum-stable for unchanged input) are downloadable — no-store, audited — until purged after the retention window (30 days by default). The Portal worksheet lists the employer-level values you type into the portal beside the upload.
Attest in the portal	Certify in the CRD portal, then Record certification here with the portal's reference → Certified externally.

Create correction after filing marks the exported run Correction and opens a new draft; Void discards a run and purges its files. Run statuses: Draft, Validated, Frozen for export, Exported, Certified externally, Correction, Void.

During the filing season (January–May) administrators receive a daily readiness digest — due date, run state and counts of unresolved exceptions, missing responses and missing pay facts — never a name, code, rate or earnings figure.

Setup examples

Organization	Applies?
California city / county fire or EMS with 100+ employees	Yes — both reports if you also use labor contractors (e.g. contract dispatchers). Run the wizard in April; certify in the CRD portal by the deadline.
California private ambulance / security company with 100+ workers	Yes — usually the payroll report only; labor contractor report if you use staffing agencies.
Smaller California employers, volunteer departments, employers outside California	No filing duty — leave the flag off; the demographic questionnaire stays hidden.

Technical reference

Item	Value
Routes	/User/Workforce/{PayData,PayDataRun?tab=snapshots\|rows\|validation\|artifacts,Worksheet,MyDemographics,WorkerDemographics}; POST CreatePayDataRun, BuildSnapshots, OverrideSnapshot, AggregateRows, SaveRemarks, ValidateRun, FreezeAndExport, MarkCertified, CreateCorrection, VoidRun, SaveMyDemographics, SaveWorkerDemographics; DownloadArtifact
Model	PayDataEntities — report runs, employee snapshots, aggregate rows, validation, export artifacts (protected binary), demographic responses (versioned, DemographicCollectionSources); CaPayDataSchemaProfile CRD-RY2025 (source checksum pinned by the reviewer)
Permissions	Manage California pay data reporting (77), Export California pay data reports (78); members always answer their own response
Gates	Flag Compliance.CaliforniaPayDataReporting + DepartmentDataProtectionState.Enabled (CanUsePayDataReportingAsync)
Worker	49 PayDataReportingReadinessLogic, daily: filing-season digest and artifact purge
Services	IPayDataDemographicsService, ICaPayDataReportingService, pure PayDataAggregator (dependency-free XLSX writer)
Config	WorkforceConfig.ExportArtifactRetentionDays 30, FilingSeasonStartMonth–EndMonth (1–5)