This report provides employee information in the Civil Rights Department (CRD) government-specified format. The state mandates the filing of this form by all employers with a work presence in California and at least 100 employees nationwide. Detailed explanation or the pay data reporting requirements and user guides can be obtained on the California Civil Rights Department website.
Note: California CRD requires multiple establishments within an organization to be separately reported, but they all must be transmitted together in a single file. If your organization has more than one California “establishment” (typically, defined as unique work location), it will be necessary to create a separate export for each establishment (entering the correlating Section II - Establishment Information) and then merging them into a single (primary) file for submission. This consolidation may be performed automatically via the report's Append Results option or manually via copy/paste functionality.
The CRD legislation also recognizes an individual’s choice to self-identify as an alternate or binary gender, which factors into the sub-categorization of report result data. To accommodate, employers have the option to activate the Alternate Gender identification field on all employee records (this field may be activated in the Field Options of your Company Configuration). When active, the field displays on personnel records in addition to the standard Gender field and is used for Pay Data Reporting (when an alternate gender value exists for an applicable employee). If the field is not used, or if no value is selected for an employee, the CRD Pay Data report will use the employee’s Gender field value.
To run this report:
1. On the Menu, click HR Administration > ReportsHR Administration > Reports.
The report typesreport types menu will display.
2. Click the California CRD Pay Data Report link.
The California CRD Pay Data ReportCalifornia CRD Pay Data Report page displays.
3. In the Calendar Year drop-down list, select the year for which you are reporting employee information (typically, prior calendar year).
4. Enter the date for which you would like to view headcount in the As of Date field. For CRD reporting purposes, this is referred to as the "Snapshot Period" and can be any date within the 4th quarter. The results will reflect all individuals who were active for the Snapshot Period (regardless if wages were received for the payroll period that includes the selected As of Date).
Note: You may use the checkboxes to indicate if you would like the generated report results to include contractors, international employees (if applicable for your organization), and/or employees outside of California (only applicable when reporting data for years prior to 2022).
4. For multi-company organizations, use the company selection filter to refine the results for just the desired company(ies).
5. Select the preferred option for reviewing generated report result:
For multi-establishment employers, select the Append Results to Existing XLS Export option to assist with the consolidating the export results of each establishment into a single (primary) file for submission. When selected, the results for the currently selected establishment will automatically be added to the Excel file export results that were previously created for other establishments within the same calendar year. Once the final Excel export has been generated for every establishment, the final output will comprise of all establishments and may be imported into the agency's portal for submission.
7. If desired, use the Filter By section to add parameters to refine the generated results to just the individuals matching the specified criteria.
8. Click the Generate Report button.
Result: The report you selected displays in a new window with the options you selected.
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