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:
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100 or more employees
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At least one California employee
Report | Reporting Period |
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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.
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 |
|
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 |
|
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.
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Properly configure your organization for EEO-1 Establishment Electronic reporting.
For further info, see EEO-1 Establishment Electronic Report in the Help Center.
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Set your regional pay data reporting info.
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From My Client Groups, click Workforce Structures.
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Click Manage Legal Entity HCM Information.
- Click Edit > Update.
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Click Federal.
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In Regional Pay Data Reporting Information, enter all appropriate values as required by the regional tax authority.
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Click Submit.
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Extract Your Hours and Earnings Info
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You aren't an Oracle Cloud Global Payroll customer
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You don't yet have payroll balances for the full calendar year
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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).
- 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.
If you perform a balance initialization that includes these balances, consider providing the Calculation Breakdown ID and Tax Reporting Unit (TRU) contexts for them.
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From My Client Groups, click Show More.
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In Payroll, click Balance Definitions.
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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:
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In Regional Pay Data, click Balance Feeds.
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In Balance Feeds by Element, click Create.
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Select the element's Results indirect element.
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Select Hours Calculated as the input value.
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Select Add.
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Click Save, and repeat for the next Earnings element.
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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:
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In Regional Pay Data, click Balance Feeds.
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In Balance Feeds by Element, click Create.
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Select the element's Results indirect element.
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Select Earnings Calculated as the input value.
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Select Add.
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Click Save, and repeat for the next Earnings element.
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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.
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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.
What you can do | Who can do it | How you do it |
---|---|---|
Create a |
|
To load your earnings and hours data with HDL, you must first
build the 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:
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.
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In My Client Groups, click Payroll.
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Click Payroll Interface Inbound Records.
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Perform a search for the person's name.
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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.
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:
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
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Upload the .CSV file with the required data to the portal by selecting Submit New Report.
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Edit the report as needed, and correct any errors identified by the portal validation process.
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Certify and submit the validated report.
Update Your Location Definitions
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Start the Locations task from your implementation project.
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Search for and select the location for editing.
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In United States Reporting Information, identify the location as having been included in pay data reporting.