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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.<br>

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2025 Pay Transparency Compliance Checklist

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  1. ???? Pay Transparency Compliance Checklist Exceptional HR Solutions

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

  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 Salary ranges are consistent across clear salary range (minimum to platforms (LinkedIn, Indeed, maximum). company careers page). Ranges reflect actual hiring budget Remote/hybrid roles specify location- (not inflated to attract applicants). 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 Employee handbook includes an updated pay transparency policy . role/department. ? ? 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 New York Colorado Ranges posted for Ranges included Benefits + roles with ≥1 CA for roles reporting compensation employee. to NY . disclosed in postings. Washington Texas Other states Ranges posted for Monitor pending [Link to full state- roles with ≥1 W A HB 1923 (effective by-state guide]. employee. Jan 1, 2026).

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

  8. ?. Next Steps: Don’t Go It Alone Need Help Implementing? Our HR compliance team conducts free 15-minute Pay T ransparency 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

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