Labor Contractor Employee Pay Data Report Deferral Available

This year, large employers must submit their California pay data reports by May 10, 2023 — a deadline that is quickly approaching. However, the California Civil Rights Department (CRD) recently announced that employers can apply for a two-month deferral to comply with pay data reporting — but only for labor contractor employee reports.

As previously reported, in September 2022, Governor Gavin Newsom signed SB 1162 that, among other things, revised and expanded the state’s pay data reporting requirements for employers with 100 or more employees.

This year, one of the most notable changes requires employers with 100 or more workers hired through labor contractors to file separate labor contractor employee reports. These reports must contain much of the same information required in payroll employee reports, including each employee’s establishment, job category, race/ethnicity, sex, pay, pay band, hours worked and hourly rates.

To gather all this information, employers have to work with their labor contractors, who are required by law to provide this information. However, this can be complicated, especially if a client employer uses multiple contractors and/or if those contractors use subcontractors, etc.

To help, the CRD recently updated its pay data reporting FAQ page to state that beginning April 18, 2023, it will consider an employer’s request to defer their labor contractor employee report through Monday, July 10, 2023.

Note that deferrals are available only for labor contractor employee reports — not for reports covering an employer’s payroll employees. All deferral requests must be submitted by May 10, 2023.

Employers can submit deferral requests only through the CRD’s pay data reporting portal; the CRD will not consider requests submitted through any other methods, including a request submitted by a third party on behalf of the employer, such as a professional employer organization.

Employers are strongly encouraged to review the CRD’s pay data reporting website and resources when compiling both their payroll employee and labor contractor employee reports, if applicable. There, employers can access the portal, a detailed user guide, and sample Excel and .csv templates. Also available are frequently asked questions that address many of the subtleties and nuances employers may encounter in this process.

Staff Contact: James Ward

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James W. Ward joined the CalChamber in June 2019 as an employment law subject matter expert/legal writer and editor. He enhances the ongoing efforts of the CalChamber legal affairs team to explain for nonlawyers how statutes, regulations and court cases affect California businesses and employers. Ward came to the CalChamber following his time as an associate attorney at Kronick Moskovitz Tiedemann & Girard of Sacramento, where he provided advice and counsel to public and private employers on labor and employment matters. He holds a B.A. in humanities, magna cum laude, and an M.A. in history from California State University, Sacramento. He earned his J.D. with great distinction from the McGeorge School of Law, University of the Pacific.