California Finalizes 2025 Pay Data Reporting Templates Reporting Deadline: May 13, 2026

The California Civil Rights Department has released the final pay data reporting templates for the 2025 reporting year, along with updated guidance and resources to assist employers with completing the reports.

Who Is Impacted
Private employers with 100 or more employees, including at least one California employee, must submit an annual pay data report to the state. Employers with 100 or more workers hired through labor contractors must also submit a separate report covering those workers.

What’s New in the 2025 Templates
The updated templates introduce several new reporting fields, including:
• Exemption status (exempt or non-exempt).
• Employment type (full-time, part-time, or intermittent).
• Total weeks worked during the reporting year.

Employers must also continue reporting employee data by race or ethnicity, sex, job category, and pay band, with weeks worked aggregated across each employee group during the reporting year.

Important Reminder
Reports must be filed on or before May 13, 2026, which is the second Wednesday of May as required under California law.

Next Steps for Employers
• Review the finalized reporting templates and CRD guidance.
• Confirm employee classification data is accurate.
• Coordinate with payroll, HRIS, and labor contractors to gather required data.
• Begin preparation early to avoid last minute compliance challenges.

Pay data reporting remains a key enforcement tool for California regulators, making accurate preparation and timely submission critical.