What is a Snapshot Period for CA Pay Data Reporting? TY 2023

The recent updates to California Pay Data Reporting begs the question: What is a Snapshot Period? 

Snapshot Period Defined

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The Snapshot Period is a single pay period between October 1st and December 31st of the reporting year. Employers may choose any pay period between these dates. 

Choosing this fixed period is important, because it is used by employers to identify which employees are going to be reporting on in the Pay Data Report that is submitted to the California Civil Rights Department (CRD).

Since there are many different types of pay periods (weekly, bi-weekly, monthly, etc.), the CRD has noted that the period chosen isn’t used to determine the employees’ pay or hours worked. It is instead only used to identify those individuals that will be included in the employer’s Pay Data Report. 

This fixed period also makes it easier for employers to determine if they must submit a Pay Data Report to the CRD. 

Frequently Asked Questions

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How does the Snapshot Period differ for Payroll Employee Reports and Labor Contractor Employee Reports? 

The Snapshot Period is essentially the same thing for both the Payroll Employee Reports and the Labor Contractor Employee Reports. The only difference is the type of workers that are included in each report. 

It should still be a single pay period between October 1st and December 31st of the reporting year. The Client Employer and Labor Contractors should work together to determine and identify the labor contractor employees that will be reported on in the pay data report. 

It’s important to note that the client employer should work with each of their labor contractors to choose the Snapshot Period for that labor contractor. While California has stated they would prefer the same Snapshot period between all labor contractors in the same report, they understand the difficulty of the request. Which is why the period selected may be different for each labor contractor. 

How should employers select a time frame for the employee salary ranges?

Employers must report on their workforce by choosing a single pay period—or “Snapshot Period”—from the fourth quarter of each reporting year (currently 2023) between the dates of October 1st through December 31st.

Employers can choose any pay period between October 1st and December 31st. It does not matter what type of pay schedule the employer has (weekly, bi-weekly, monthly).

What is the purpose of making the employer choose a Snapshot Period?

It is essential for the employer to determine which individuals must be included in the Pay Data Report. A fixed period makes reporting on employees easier since employees change throughout the year. 

A fixed period also makes it easier for employers to determine if they must submit a Pay Data Report. 

While selecting a snapshot pay period for their employees may seem confusing, a key point to remember is, it does not matter if the employees were paid during the pay period; the vital part is to see all employed individuals.

The Snapshot period is not used to determine the hours worked or their pay.

What if the Snapshot Period chosen does not include a California resident?

Reporting is not required if the selected time frame does not include any CA employees and the employer is not located in CA.

What if the Snapshot Period chosen has an individual who is no longer employed? Should that employee still be included in the report?

Yes, any individuals who were employed during the Snapshot Period should be included in the Pay Data Report—even if they are no longer employed.

An employee that was fired in the middle of this period must also be included in the Pay Data Report.

The time frame chosen is what determines the individuals that must be included in the Pay Data Report, not their current employment status.

Key Takeaway

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Choosing a Snapshot Period is a vital first step in completing a Payroll Employee Report and/or Labor Contractor Employee Report as this period determines the payroll employee and labor contractor employee counts.

This fixed period also makes it easier for employers to determine if they must submit a Pay Data Report to the CRD. 

Since this is the first year for the updated Pay Data Reporting requirements, employers should start compiling their data as soon as possible. It’s important not to wait until the deadline is near, as this can lead to potential late filings and penalties.

Find out your California Pay Data requirements in under a minute by completing a simple interactive questionnaire below!

BoomTax, The Boom Post, and its affiliates do not provide tax, legal or accounting advice. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal or accounting advice. You should consult your own tax, legal and accounting advisors prior to engaging in any transaction.

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