2025 Pay Transparency Compliance Checklist

Stay ahead of new 2025 pay transparency laws with this HR compliance checklist by Exceptional HR Solutions. Learn how to align your job postings, internal systems, and documentation with state-specific regulations and avoid costly fines or lawsuits.

1. Pay Transparency
Compliance Checklist
E x c e p t i o n a l H R S o l u t i o n s

2. CONTENTS
`. Why This Matters in

a. Your Pay
Transparency
Compliance Checklist
b. Next Steps: Don’t Go
It Alone

3. `. Why This Matters in
A s o f J a n u a r y 2 0 2 5 , 1 8 + s t a t e s a n d m a j o r c i t i e s r e q u i r e e m p l o y e r s t o d i s c l o s e
s a l a r y r a n g e s i n j o b p o s t i n g s . N o n - c o m p l i a n c e c a n t r i g g e r :
`
F i n e s u p t o $ 1 0 , 0 0 0 p e r v i o l a t i o n ( e . g . , C a l i f o r n i a , C o l o r a d o )
a
E m p l o y e e l a w s u i t s f o r w a g e d i s c r i m i n a t i o n
b
R e p u t a t i o n a l d a m a g e o n G l a s s d o o r a n d s o c i a l m e d i a
T h i s c h e c k l i s t — d e v e l o p e d b y o u r S H R M - S C P c e r t i f i e d t e a m — h e l p s y o u
q u i c k l y a u d i t y o u r c o m p l i a n c e a c r o s s j o b a d s , i n t e r n a l s y s t e m s , a n d e m p l o y e e
c o m m u n i c a t i o n s .

4. a. Your Pay Transparency
Compliance Checklist
Job Postings & Recruitment
A l l e x t e r n a l j o b p o s t i n g s i n c l u d e a
c l e a r s a l a r y r a n g e ( m i n i m u m t o
m a x i m u m ) .
S a l a r y r a n g e s a r e c o n s i s t e n t a c r o s s
p l a t f o r m s ( L i n k e d I n , I n d e e d ,
c o m p a n y c a r e e r s p a g e ) .
R a n g e s r e f l e c t a c t u a l h i r i n g b u d g e t
( n o t i n f l a t e d t o a t t r a c t a p p l i c a n t s ) .
R e m o t e / h y b r i d r o l e s s p e c i f y l o c a t i o n -
b a s e d p a y d i ff e r e n c e s ( e . g . , “ $ 8 0 K –
$ 1 0 0 K i n C A ; $ 7 0 K – $ 9 0 K i n T X ” ) .

5. Internal Systems & Documentation
`
H R I S / p a y r o l l s y s t e m c a n g e n e r a t e p a y r a n g e r e p o r t s b y
r o l e / d e p a r t m e n t .
a
E m p l o y e e h a n d b o o k i n c l u d e s a n u p d a t e d p a y t r a n s p a r e n c y p o l i c y.
b
M a n a g e r s a r e t r a i n e d o n h o w t o d i s c u s s c o m p e n s a t i o n w i t h s t a ff .
c
I n t e r n a l p r o m o t i o n / j o b t r a n s f e r p o s t i n g s i n c l u d e s a l a r y b a n d s .

6. State-Specific Compliance
( C h e c k a l l t h a t a p p l y t o y o u r w o r k f o r c e )
California
R a n g e s p o s t e d f o r
r o l e s w i t h ≥ 1 C A
e m p l o y e e .
New York
R a n g e s i n c l u d e d
f o r r o l e s r e p o r t i n g
t o N Y.
Colorado
B e n e f i t s +
c o m p e n s a t i o n
d i s c l o s e d i n
p o s t i n g s .
Washington
R a n g e s p o s t e d f o r
r o l e s w i t h ≥ 1 WA
e m p l o y e e .
Texas
M o n i t o r p e n d i n g
H B 1 9 2 3 ( e ff e c t i v e
J a n 1 , 2 0 2 6 ) .
Other states
[ L i n k t o f u l l s t a t e -
b y - s t a t e g u i d e ] .

7. Audit & Risk Mitigation
C o n d u c t e d a n i n t e r n a l p a y e q u i t y
a n a l y s i s i n t h e l a s t 1 2 m o n t h s .
D o c u m e n t e d j u s t i f i c a t i o n f o r p a y
d i ff e r e n c e s ( s e n i o r i t y, m e r i t ,
e d u c a t i o n , e t c . ) .
A s s i g n e d a c o m p l i a n c e o w n e r
( H R l e a d o r l e g a l c o u n s e l ) .
S c h e d u l e d q u a r t e r l y c o m p l i a n c e
r e v i e w s .
` a
b c

8. b. Next Steps: Don’t Go It
Alone
Need Help Implementing?
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© 2 0 2 5 E x c e p t i o n a l H R S o l u t i o n s . T h i s c h e c k l i s t i s f o r i n f o r m a t i o n a l
p u r p o s e s o n l y a n d d o e s n o t c o n s t i t u t e l e g a l a d v i c e .

9. Thank You