2025 Pay Transparency Compliance Checklist: Stay Audit-Ready and Penalty-Free

Pay transparency isn’t optional anymore — it’s law. This checklist presentation helps you align your HR systems, salary structures, and documentation to meet new state regulations.

Step-by-step, discover what your organization must do to stay compliant, reduce legal risk, and protect your employer brand.

1. Pay Transparency Compliance Checklist Exceptional HR Solutions

2. CONTENTS Why This Matters in . Your Pay Transparency Compliance Checklist Next Steps: Don ’ t Go It Alone

3. Why This Matters in As of January 2025, 18+ states and major cities require employers to disclose salary ranges in job postings. Non- compliance can trigger: Fines up to $10,000 per violation (e.g., California, Colorado) Employee lawsuits for wage discrimination Reputational damage on Glassdoor and social media This checklist— developed by our SHRM- SCP certified team— helps you quickly audit your compliance across job ads, internal systems, and employee communications.

4. Your Pay Transparency Compliance Checklist Job Postings & Recruitment All external job postings include a clear salary range (minimum to maximum). Salary ranges are consistent across platforms (LinkedIn, Indeed, company careers page). Ranges reflect actual hiring budget (not inflated to attract applicants). Remote/hybrid roles specify location- based pay differences (e.g., “$80K– $100K in CA; $70K–$90K in TX”).

5. Internal Systems & Documentation HRIS/payroll system can generate pay range reports by role/department. Employee handbook includes an updated pay transparency policy. Managers are trained on how to discuss compensation with staff. Internal promotion/job transfer postings include salary bands.

6. State- Specific Compliance (Check all that apply to your workforce) California Ranges posted for roles with ≥1 CA employee. New York Ranges included for roles reporting to NY. Colorado Benefits + compensation disclosed in postings. Washington Ranges posted for roles with ≥1 WA employee. Texas Monitor pending HB 1923 (effective Jan 1, 2026). Other states [Link to full state- by- state guide].

7. Audit & Risk Mitigation Conducted an internal pay equity analysis in the last 12 months. Documented justification for pay differences (seniority, merit, education, etc.). Assigned a compliance owner (HR lead or legal counsel). Scheduled quarterly compliance reviews.

8. Next Steps: Don ’ t Go It Alone Need Help Implementing? Our HR compliance team conducts free 15- minute Pay Transparency Audits. → Book Your Audit [ https://www.exceptionalhrsolutions.com/get- in- touch/ ]. → Visit More Guides [ https://www.exceptionalhrsolutions.com/blogs/]. https://www.exceptionalhrsolutions.com/hr- resources/ © 2025 Exceptional HR Solutions . This checklist is for informational purposes only and does not constitute legal advice.

9. Thank You Exceptional HR Solutions Website: https://www.exceptionalhrsolutions.com/ Email : [email protected] Phone no.: [phone]