CA Pay Assist Data Template Info

A Unique identifier for each employee. This data is not included in the final VETS 4212 report, so if you would like to "anonymize" the Employee IDs, please do so as long as you can still identify each employee when checking your data.

An Establishment Name should be listed for each employee, and is the physical worksite the employee works at. If the employee is remote, please assign them to the physical location they would work at if they were not a remote employee.

Race data should be provided for all employees. Each employee should be listed under one of the race categories below. Per the EEOC: - " If an employee declines to self-identify their race and/or ethnicity, employment records or observer identification may be used. "

The standard race categories are:

Hispanic or Latino: Coded as "HSP".  A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin regardless of race. 

White: Coded as "WHT".  A person having origins in any of the original peoples of Europe, the Middle East, or North Africa. 

Black or African American: Coded as "BLK".  A person having origins in any of the black racial groups of Africa. 

Native Hawaiian or Other Pacific Islander:  Coded as "NHP". A person having origins in any of the peoples of Hawaii, Guam, Samoa, or other Pacific Islands. 

Asian: Coded as "ASN".  A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. 

American Indian or Alaska Native: Coded as "AMI".  A person having origins in any of the original peoples of North and South America (including Central America), and who maintain tribal affiliation or community attachment. 

Middle Eastern or North African: Coded as "MEN".  A person having origins in any of the original peoples of the Middle East or North Africa, including Lebanese, Iranian, Egyptian, Syrian, Iraqi, Israeli, Moroccan, Yemeni, and Kurdish. 

Two or More Races: Coded as "TWO".  All persons who identify with more than one of the above five races (White, Black or African American, Native Hawaiian or Other Pacific Islander, Asian, American Indian or Alaska Native). For the purposes of this group, identifying as Hispanic or Latino and only one of the listed 5 race groups does NOT qualify. 

Sex data should be provided for all employees. Each employee should be listed under one of the Sex categories below.

Male: Coded as "M" in the data template.

Female: Coded as "F" in the data template.

Non-Binary: Coded as "NB" in the data template.

Every employee should be assigned to an EEO-1 category. The EEO-1 categories and template codes are as follows (please do not include the quotation marks in the template.):

 Executive/Senior Level Officials and Managers : Coded as "OM1" in the data template.

 First/Mid-Level Officials and Managers : Coded as "OM2" in the data template.

 Professionals : Coded as "PROF" in the data template.

 Technicians: Coded as "TECH" in the data template.

 Sales Workers : Coded as "SALES" in the data template.

 Administrative Support Workers : Coded as "ADMIN" in the data template.

 Craft Workers : Coded as "CW" in the data template.

 Operatives : Coded as "OPER" in the data template.

 Laborers/Helpers : Coded as "LABOR" in the data template.

 Service Workers : Coded as "SERV" in the data template.

Please  provide the annual earnings shown in “Box 5 - Medicare wages and tips” of the employee’s IRS Form W-2. If any employee has wages not reported in Box 5, use W-2 Box 1 for that employee. Please round to the nearest whole number.

Please  provide the total annual hours worked for 2025 by each employee. Round to the nearest positive whole number. 

Please provide the number of weeks worked by each California employee during the reporting year. This includes weeks during which the employee was on any form of paid time off (such as vacation time, sick time, or holiday time). 

Please list "E" for Exempt, or "N" for Non-Exempt for Each employee.

Please place each employee into one of the following employment categories:

Full time: Coded as "F" in the data template.

Part time: Coded as "P" in the data template.

Intermittent:  Coded as "I" in the data template.

For each employee, please list "Y" if the employee works remotely, or "N" if the employee does not work remotely.

For each employee, please list "Y" if the employee is a resident of California, or "N" if they are a resident of another state.

The Establishment Names of each location will auto-populate based on the establishments listed in the Workforce sheet.

Please provide the address information  for all Locations and Parent Company Location.

Please ensure the only special characters in the street address are  apostrophe ('), dash (-), period (.) 

Address Line 2 is not required.

Please list "Y" if the establishment is the company headquarters. Otherwise please list "N" for no.

 Describe the major activity or activities of the establishment. Include the specific type of product or type of service provided, as well as the principal business or industrial activity. 

Please list "P" for Prime Contractor, "S" for Subcontractor, or "B" for both.

 The North American Industry Classification System (NAICS) is the standard used by federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. business economy. The NAICS code number used should be the six digit number applicable to the Establishment Name for which the report is filed. If the you cannot find a separate NAICS code number for the Establishment Name, enter the NAICS code number for the parent company. Learn more about NAICS codes on the U.S. Census Bureau's website.  

 Enter the nine-digit Federal Employer Identification Number (FEIN) of the labor contractor. 

Please list "Y" if a California Pay Data report was filed for the establishment last year. Otherwise please list "N" for no. 

Please select a date between October 1 and December 31, 2025 that represents the start of a payroll period.  Format must be MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day, and YYYY is the four-digit year.

Please  provide the date that represents the end of the payroll period selected as the Snapshot Start Date.  Format must be MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day, and YYYY is the four-digit year.