California Pay Data reporting? Anyone else?

Anyone else hit with this, and what are you doing to help gather everything you need? I had created an incident with support to see if they had any plans for this requirement, and they passed it to development. Development closed the incident out and said they will not be supporting any state required reporting.

jarkiewicz-eva

We are having our IS team pull the data for box 5 from the W-2 data, and then hours we will pull using pay groups (?). We'll have to join this data most likely using an Access database. Looked at the file layouts yesterday and have to say am disappointed in the layout as the EEO and VETS layouts are a bit easier to build if necessary.

Do you collect gender identity in addition to gender? If not, how are you handling that aspect of the criteria for this filing?

Just curious if anyone had looked into making a copy of PA390 and modifying the source code to pull only CA? I am wondering if that might be another option.

my plan we to maybe try to run PA390 using the component 2 layout, and using the data to enter 1 by 1 by hand into the CA excel sheet or somehow into the CSV file they want.

jarkiewicz-eva

how are you addressing the issue of this report requiring box 5 data from the W2 while the EEO used box 1?

There is a report that is run for the W2's which has the Box #5 amount on it per my payroll department. Soon as I find out, I will pass it on.

Good thinking Carmen, I would think any of the W2 programs would work. I also tried PR276 - I entered the employee medicare deduction code, and the report displayed the medical taxable total amount in addition to the deduction total. If you make a csv out of the report, the medicare taxable is on there. The medicare taxable can also be found to the left of the medicare deduction total on the employee's PR52.

Similarly, you could use the QUARTDED table to get the medicare taxable by summing the TAX_WAGES amount for each employee's medicare deduction. I guess the method you use depends on how many employees you need to do this for.

Another thing I noticed when reading the guide is that the hours that PA390 pulls might be different from what CA is looking for. This is from their guide:

"Unlike the federal EEO-1 Component 2 collection from 2017 and 2018, in which the EEOC required employers to exclude time on paid leave when calculating hours worked, DFEH is requiring employers to include time during which the employee was on any form of paid time off for which the employee was paid by the employer, because such pay will be included on the employee’s W-2.'

I'm thinking we might just build a pay class with all the eligible pay codes.

In the FAQ there is a section that makes it sound like you can use the EEO-1 Component 2 data for submission of this report BUT, you still have to put in the their format of excel or csv that their system will accept.

Did anyone else see this?

We still have the ability in our system to pull Component 2 data out of Lawson. The ability is still enabled.

Thoughts?

May an employer submit a federal EEO-1 Report to DFEH to satisfy its obligation under Government Code section 12999?

(11/23/2020; updated 01/15/2021) Yes, but only if the EEO-1 Report “contain[s] the same or substantially similar pay data information required” by Government Code section 12999. Gov. Code § 12999(g). Because the EEO-1 survey is not collecting pay data at this time, no EEO-1 Report filed with the EEOC for Reporting Year 2020 will satisfy this standard.

Some employers have inquired whether they are permitted to submit reports to DFEH using the scripts/programs they developed for the EEO-1 Component 2 collection from 2017 and 2018. DFEH has endeavored to build a reporting system that closely resembles the EEO-1 Component 2 collection in order to ease burden on employers. However, as explained in these FAQs, the California requirements differ in certain ways from the EEO-1 Component 2 collection from 2017 and 2018. Therefore, employers must use DFEH’s template or the fillable form on DFEH’s portal to create and submit their reports

Paid time off was excluded for federal, but CA wants it included. I guess I just assumed that since PA390 was built for the feds, it would not include the time off hours. So for CA, we would have to add the time off hours to the PA390 hours. So for us, I think it will be easier to just build a pay class and write a query to sum those hours. Fortunately, we only have a small number of employees in CA.

You can use the PA390 for some of the information but not all. EEO report was asking for the wages from box 1. This one is asking for Box 5 on the W2 which is all wage categories. I'm not sure if the hours are the same either. Anyone answer to the hours from the PA390 report?

I'm not a payroll person. Is the medicare deduction code something I need to create?

Agreed! I am going to try to see if the PA390 hours match what CA says they want. I have a feeling they might not match up, but I think it is worth a try. And as you mention, we will still have to get the medicare taxable for the pay bands anyway.

Due to Covid, we allowed our employees to cash out vacation hours last year. The amount of hours for that field will be astronomical. Any suggestions, any one. I myself cashed out 200 extra hours last year.

has anyone gotten theirs close to being ready?

marty

Does anyone know for sure if we need to report cashout hours for this report? The instructions say "Include the number of hours the employee was ON any form of paid time off for which the employee was paid by the employer." To me the operative word is "on" meaning time away but paid. It seems that cashout hours would be double dipping the hours, but that's just my gut.

jarkiewicz-eva

looking at the template, there is the question "Was an EEO-1 Report filed for this establishment last year? (Column L)" Since the EEOC delayed the filings for 2019 until this year and the deadline for this year is 5/31/2021 how are you handling this question?

Hi, I just met with our payroll director on this topic today. His preference was to select No, and then put some sort of verbiage about the filing delay in the "Row Level Clarifying Remarks" column, all the way to the right.

Can anyone share how they pull the data together, I am at a loss of where to begin on this report. I usually use Crystal or Access to group the data but I am not sure how to bring it all together.

Hi Linda, I used excel template provided by the state, and filled it out using PA390 and PA93 for the employer and establishment info. Then I wrote some sql to get the summarized employee counts directly from the Lawson database. Could you use the sql?

I've never used SQL, but i think I can pull out the data for each group, i'm just not sure how to bring those numbers together. I was thinking using an IF statement.

Linda, here's an idea, what if you used add-ins to pull the employee detail. You could create vlookup tables or use excel's SWITCH function to map the job category, race-ethnicity-sex, and pay band from Lawson to the CA group values. Then you could use excel to group and summarize the data by the CA group values.

I'm curious how other are reporting "Non-Binary" for sex since Lawson only has the options of "Male/Female" i'm not able to change it.

jreese

You would need to use the Gender Identity field to store this information.