WGEA - legislation, reporting and
compliance
ATO Payroll Seminar – November 2014
Content
 Overview:
• agency
• legislation
• compliance requirements
 Submitting a report online
• completing the workplace profile
• completing the reporting questionnaire
 Client inquiries
 System development
• SBR
• 2014-15 update
 Advice and assistance
The Workplace Gender Equality
Agency (WGEA)
 Federal statutory agency charged with promoting and
improving gender equality in Australian workplaces.
• responsible for administering the Workplace Gender
Equality Act 2012
• part of the Department of Employment portfolio
 Regulator and educator/influencer
• promoting and improving gender equality in the
workplace
About the legislation
Equal Opportunity
for Women in the
Workplace Act
1999
2012
2013
2014
Workplace Gender
Equality Act 2012
Matters in relation
to Gender Equality
Indicators (2013)
Matters in relation
to Gender Equality
Indicators (2014)
Reporting matters for the
2013-14 reporting period
+
Additional reporting
matters for the 2014-15
reporting period
Reporting matters for the
2014-15 reporting period
(No change)
+
Additional reporting
matters for the 2014-15
reporting period
postponed to the 201516 reporting period
Six gender equality
indicators (GEIs)
Minimum
standards
Who needs to report?
Required to report
All non-public sector employers with 100 or more employees
are required to report annually
If number of employees falls below 100, must continue to
report until numbers fall below 80
Not required to report
Employers with fewer than 100 employees not required to
report to the Agency will be able to access advice and
assistance from the Agency
Compliance requirements
Report
Signed by CEO
Notification and access requirements
Minimum standards
Reporting requirements
Reporting
matters
Workplace
profile
Reporting
matters
#
Gender Equality Indicators
1
Gender composition of the
workforce
Reporting
matters
2
Gender composition of
governing bodies
Reporting
matters
3
Equal remuneration between
women and men
Reporting
matters
4
Flexible working
arrangements*
Reporting
matters
5
Consultation with employees
about gender equality
Reporting
matters
6
Any other matters specified
by the Minister
Reporting
matters
Reporting
questionnaire
Timeline
1
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Reporting period: 1 April to 31 March
Submission period: 1 April to 31 May
31
Change period: 28 days after submission
Submitting a report online
Via the online portal on WGEA website
Login with AUSkey
Complete all five steps and submit
Completing the workplace profile
Choose a date during the reporting period
(snapshot in time of representative
workforce)
Classify employees
Headcount of all
employees
Identify reporting level to the CEO for
managers ONLY
Calculate remuneration data
Choose excel table option:
• Unit level template OR
• Aggregated data template
Annualised
FTE
Calculating remuneration data
Actual earnings
(not contractual
amounts)
Remuneration data
for the 12 months
prior to the date
chosen for the
workplace profile
Annualised
AND full-time
equivalent
•
•
•
for all employees
(inc. casuals)
for both base salary
and total
remuneration
except for overtime
Unit level v. aggregated data - features
Unit level data
One table - simplest format
OR
Aggregated data
Two tables (one excel workbook)
• managers
• non-managers
Employees are de-identified
Aggregated employees numbers
per category (average
remuneration data)
System calculates aggregated data
automatically once uploaded
Grey columns auto-populate but
can be overwritten
One row per employee
Unit level data template
Aggregated data template
Workplace profile - online
Unit level data
Download ‘Option 1’ template
OR
Aggregated data
1. Complete reporting levels to
CEO table prior to generating
template
1
2. Generate ‘Option 2’ template
2
Workplace profile - online
Online
portal
1
Login to online portal
2
Download or generate Excel
template
Your system
or data
Extract data from your HR
system
2
Reformat your data for reporting
3
(if required)
5
Upload to online portal
6
Review, validate & submit
Copy into system-generated
Excel template
Consider adjusting your HR systems to reflect the WGEA reporting
requirements including the standardised classifications.
4
Extracting workplace profile data
Your system
or data
HRIS
OR
Different systems
with different sets of
data
OR
Excel
What guidance is required for organisations
with systems varying in level of sophistication?
Workplace profile template
Template
Upload errors
Data quality
Excel spread sheet
(2003 onwards
compatible)
•
•
•
•
•
System-generated
spread sheet contains a
unique identifier for each
reporting period
Non-portal spreadsheets
cannot be uploaded
Aggregated data
template: warning
message if reporting
level to CEO table blank
•
•
formatting (correct
abbreviations, empty
cells/rows etc.)
base salary greater
than total
remuneration
0 as salary*
occupation specific
high salary
annualised/FTE
salaries averaged
unusually low salaries
(trainees, employees with
disabilities)
•
•
•
•
zero CEO salary
legitimate
no CEO in report
legitimate
high number of CEO’s
legitimate
100% men/women
Completing the reporting questionnaire
 Yes/No type format
 Table format
Minimum standards
 At least one ‘YES’
OR
OR
OR
Client inquiries (from 14
Client inquiries
TOTAL
th
Feb to 20th Oct 2014)
#
20,076
Reporting issues
• calculating remuneration data
• issues reading upload error report
8,309
Change of details
4,267
AUSkey / IT issues
• no AUSkey
• AUSkey on USB
1,616
Portal issues
• how to log in?
• uploading/editing workplace profile
1,520
Data quality
• annualised FTE
• total remuneration higher than base
salary
986
System Development - SBR
SBR
functionality
Quantitative data
(up to 200,000
records)
Workplace
profile
?
Qualitative
data
?
?
?
CEO
signature
Notification
and access
requirements
Minimum
standards
Quantitative
data
Reporting
questionnaire
Reporting requirements
Other compliance requirements
WGEA compliance requirements
(subject to legislative changes every year)
System Development – 2014-15
Upload errors
/ data quality
thresholds
Questions?
Advice and Assistance
Contact us
Workplace Gender Equality Agency
Tel: (02) 9432 7000
1800 730 233
Email: [email protected]
Web: www.wgea.gov.au