Overview of California Pay Data Reporting

The California Department of Fair Employment and Housing (DFEH) requires that private employers report their pay data for the reporting period if they have:

1. 100 or more employees

2. At least one California employee

You generate and submit this report yearly to the DFEH by March 31.

Report	Reporting Period
California Pay Data report	October 1 through December 31

Pay data reporting through Oracle Fusion Human Capital Management involves multiple steps.

Performing these steps requires multiple roles. You must either coordinate with admins in other areas or assign these roles to yourself. For further info, see Oracle Cloud HCM Security Role Mappings (1556500.1) on My Oracle Support.

Here's a summary.

What needs to be done	Who does it	What roles they require
Confirm you're running the correct software version	All customers	Application Implementation Consultant
Check your EEO-1 Component 1 reporting configuration	All customers	HR Analyst HR Specialist
Extract your hours and earnings info	Oracle Fusion Global HR-only customers Oracle Fusion Global Payroll customers who don't have full-year balances for the reporting year	N/A
Configure your tax reporting units (TRUs)	All customers	Application Implementation Consultant
Feed the predefined balances	Oracle Fusion Global Payroll customers	EOY Payroll Administrator Payroll Coordinator Payroll Manager
Use HCM Data Loader (HDL) to load the data into the storage table	Oracle Fusion Global HR-only customers Oracle Fusion Global Payroll customers who don't have full-year balances for the reporting year	EOY Payroll Administrator Payroll Coordinator Payroll Manager
Load data into the storage table	Oracle Fusion Global Payroll customers with complete hours and pay data for the reporting year	EOY Payroll Administrator Payroll Coordinator Payroll Manager
Generate the Regional Pay Data Report	All customers	EOY Payroll Administrator Payroll Coordinator Payroll Manager
Submit the CSV upload file to the DFEH	All customers	EOY Payroll Administrator Payroll Coordinator Payroll Manager
Update your location	All customers	HR Specialist

For further info, see the following sections.

Configure Your EEO-1 Reporting and Regional Pay Data

Do the following before running the pay data report.

1. Properly configure your organization for EEO-1 Establishment Electronic reporting.

   For further info, see EEO-1 Establishment Electronic Report in the Help Center.

2. Set your regional pay data reporting info.

   1. From My Client Groups, click Workforce Structures.

   2. Click Manage Legal Entity HCM Information.

   3. Click Edit > Update.

   4. Click Federal.

   5. In Regional Pay Data Reporting Information, enter all appropriate values as required by the regional tax authority.

   6. Click Submit.

Extract Your Hours and Earnings Info

You must make your payroll data available for extraction to the report if:

• You aren't an Oracle Cloud Global Payroll customer

• You don't yet have payroll balances for the full calendar year

Otherwise, you can skip these steps.

1. Extract the hours and earnings info from your third-party or legacy payroll application.

   Refer to the California Pay Data Reporting Portal User Guide for guidelines on what hours and earnings must be reported.

   For further info, see the DFEH website.

   Be sure to sum by person to their primary assignment (or the legacy application's equivalent).

2. Perform any necessary configuration of these files to make them suitable for upload to the storage tables.

For further info, see Loading US Data Using HCM Data Loader (2558276.1) on My Oracle Support. This document includes a sample upload file to help you get started.

Feed the Predefined Balances

Skip this step if you're not an Oracle Fusion Global Payroll customer.

Pay data reporting uses two balances for tracking employee earnings and hours. Before you can load their data to the storage table, configure their balance feeds.

Note: If you perform a balance initialization that includes these balances, consider providing the Calculation Breakdown ID and Tax Reporting Unit (TRU) contexts for them.

1. From My Client Groups, click Show More.

2. In Payroll, click Balance Definitions.

3. Search for and select the following balances. Configure the feeds appropriately.

   Balance name	What you need to do
   Regional Pay Data Employee Hours	For each earnings element: In Regional Pay Data, click Balance Feeds. In Balance Feeds by Element, click Create. Select the element's Results indirect element. Select Hours Calculated as the input value. Select Add. Click Save, and repeat for the next Earnings element. Click Submit. If you don't complete these steps, the storage table records the employees' hours as 0.
   Regional Pay Data Employee Earnings	For each earnings element: In Regional Pay Data, click Balance Feeds. In Balance Feeds by Element, click Create. Select the element's Results indirect element. Select Earnings Calculated as the input value. Select Add. Click Save, and repeat for the next Earnings element. Click Submit. If you don't complete these steps, the storage table records the employees' earnings as $0. In this case, the Load Hours and Earnings Data for Reporting flow uses the US_MEDICARE_REDUCED_SUBJECT_WITHHOLDABLE balance for the employee earnings in W-2 Box-5.

Load Your Regional Pay Data to the Storage Table

You can skip this step if you are an Oracle Fusion Global Payroll customer who implemented on the reporting year.

How you load your hours and earnings info to the storage table depends on your Oracle Fusion implementation.

What you can do	Who can do it	How you do it
Create a PayrollInterfaceInbound.dat file, and load it using HDL.	Oracle Fusion Global HR-only customers Oracle Fusion Global Payroll customers who have incomplete hours or earnings info for the reporting year Oracle Fusion Global Payroll customers who implemented in the middle of the reporting year	To load your earnings and hours data with HDL, you must first build the PayrollInterfaceInbound.dat file. Include columns for Person, Total Wages, and Total Hours. You can also use the HDL process to change select data. For further info, see Loading US Data Using HCM Data loader (2558276.1) on My Oracle Support. This document includes a sample upload file to help you get started. Note: The Load Hours and Earnings Data for Reporting process overrides the data in the storage table. If there is no data in table, it adds it.The process captures all active employees in the year you select. When you run the Regional Pay Data Report, it selects only those employees from this snapshot period.
Run the Load Hours and Earnings Data for Reporting flow. To load the balances for the current year, set the submission year appropriately.	Oracle Fusion Global Payroll customers who implemented as of the first payroll run of the reporting year	To load your earnings and hours data with the Load Hours and Earnings Data for Reporting flow: From My Client Groups, click Payroll. Click Submit a Flow. Select your US legislative data group (LDG). Search for and run Load Hours and Earnings Data for Reporting. For further info, see Load Hours and Earnings Data for Reporting for the US in the Help Center.

Update Your Regional Pay Data

After the regional pay data is in the storage tables, you can edit it directly through the Payroll Interface Inbound Records task.

1. In My Client Groups, click Payroll.

2. Click Payroll Interface Inbound Records.

3. Perform a search for the person's name.

4. Select your US LDG, and enter your batch name.

Generate the California Pay Data Report

Use the Regional Pay Data Report to extract the California pay data from the storage table and consolidate it with the HR EEO-1 data for delivery to the DFEH.

Run this flow each year according to California's reporting requirements.

For further info, see Regional Pay Data Report for the US in the Help Center.

This flow creates the following reports for the California Pay Data Report.

Output report	How you use it
CSV upload file	This is the file you submit to the DFEH.
Audit report	This CSV file contains diagnostic info in pages organized by: Number of Employees Number of Hours Use this file to reconcile employee counts by their race, ethnicity, sex, job category, pay band, and hours.
Exception report	This PDF file contains any errors captured during the flow run, such as missing ethnicity info, missing gender, and so on.
Employee detail report	This CSV file contains the regional pay data info, sorted by employee. Use this file to confirm each employee’s pay data, including their total for hours and earnings.

Submit the Report to the DFEH

Submit the pay data report on the California Pay Data Reporting Portal.

1. Upload the .CSV file with the required data to the portal by selecting Submit New Report.

2. Edit the report as needed, and correct any errors identified by the portal validation process.

3. Certify and submit the validated report.

Update Your Location Definitions

For the location associated with this report, use the Locations task to identify it as having been included in the report.

1. Start the Locations task from your implementation project.

2. Search for and select the location for editing.

3. In United States Reporting Information, identify the location as having been included in pay data reporting.