An error was found in how we said Datatech Software reports hours for salary employees on the California Pay Data Report.
Read further for more information about the error and what we have done to resolve it.
The Problem
Our documentation says that Datatech Software will automatically assign 40 hours per pay period for salary employees who do not have any hours.
However, according to the 2025 California Pay Data Reporting FAQ’s provided by the Civil Rights Department (CRD), salary employees should be reported with actual hours worked if time records are kept. If an employer does not keep record of hours actually worked by a salary employee, then hours should be calculated based on the number of days worked multiplied by the average number of hours worked per day by the employee.
The way the software works was changed to reflect the CRD’s guidance; therefore, it was not automatically assigning 40 hours to salary employees. However, our documentation was never updated to reflect this change.
The Solution
We realize that many customers are not recording salary hours and/or days worked per paycheck. Therefore, we have re-added the option to have the program automatically assign hours to salary employees when there is no record of their time worked.
To download the software update that includes this adjustment, in the HR program go to Tools > Check for Updates.
NOTE: This update is needed only if: (1) you have salary employees and (2) in the program, you have not been keeping record of the hours they work.
If you want to keep record of the hours worked for salary employees going forward, change the Base Pay Type to Piecework for your Salary Wage Type (see below); this will allow you to record hours in the P/W Hrs column during check entry. If there are hours entered on a salary check, then those will be used for reporting.
Additional Pay Data FAQ's
Here are two questions about Pay Data Reporting that have come up recently. Please visit our Online Help to see the full list of FAQ’s.
How should I categorize employment type for seasonal employees?
Datatech employees cannot advise what employment type you should select for seasonal employees. Please review the CA Pay Data Reporting FAQ.
“How do I report employees’ employment type?
Covered employers should classify each California employee into one of three employment types: “Full-time,” “Part-time,” or “Intermittent.”
An employee who is assigned to regularly work full-time hours under the employer’s
standard or alternative workweek schedule would fall under the “Full-time” employment
type.
An employee who is assigned to regularly work less than full-time hours under the
employer’s standard or alternative workweek schedule would fall under the “Part-time” employment type.
An employee who is assigned to periodically or irregularly work full-time or part-time hours, under the employer’s standard or alternative workweek schedule, would fall under the “Intermittent” employment type.”
In Datatech Software, what is the difference between the Demographic Compliance window and the Edit Employee EEO/California Pay Data Information window?
Once you have generated a snapshot period for a reporting year, you must edit employee information for that year in the Edit Employee EEO/California Pay Data Information window.
You cannot return to the Demographic Compliance window to edit employees for a year with a snapshot period already generated (even if you are generating a different snapshot period date within the same reporting year). The Demographic Compliance window is only used to enter newly hired employee information.
If you have any additional questions or concerns, please click here to submit a Datatech Support Request.
NOTE: The information presented in this blog should not be construed as legal, accounting, or tax advice. Our employees are not accountants or lawyers and they do not provide accounting, tax or legal advice. You should consult with a professional advisor familiar with your particular factual situation concerning specific accounting, tax or legal matters before making any decisions.