Columns A-K

The data fields listed below for columns A to K are the same in both template types.

Unit level file:

STP/payroll file:

Please note: Due to changes made to the Workplace Gender Equality Act 2012, and associated Legislative Instruments, some of the items noted as voluntary below will be mandatory in 2024.

• Full detail of the legislative changes are available on the WGEA website ‘WGEA Reforms: A roadmap to closing the gender pay gap’.

Refer to the list of each column below to input your data for each employee who was employed on your snapshot date.

The 'Employee ID' column is a voluntary field. If your organisation has internal codes or identifiers that are unique to each employee, you may wish to use these to help you prepare your data file.

• This can be useful to keep track of who is on the profile and will assist you in identifying or explaining any queries that arise relating to data provided for a particular employee or employee group. 
• Employee ID information does not appear on any report or summary document that the Agency provides after you have submitted your data, they are for your use only and are not used or collected by the Agency.

The 'Employing ABN' column is a mandatory field. It refers to the Australian Business Number (ABN) of the organisation that employs each respective employee.

• You must enter the 11-digit ABN number without any spaces for each employee.
• Corporate groups – if your submission covers more than 1x ABN you will need to ensure that all ABNs that you have confirmed as employing staff appear across your file(s) for this section.

The 'Occupational Category' column is a mandatory field. You must indicate each employee's four-digit occupational category using the Australian and New Zealand Standard Classification of Occupation (ANZSCO) codes.

ANZSCO is a standardised list of occupations and provides a basis for the standardised collection, analysis and dissemination of occupation data for Australia and New Zealand. ANZSCO codes can be either at a broad ‘major group’ level or at a specific occupation level.

At a minimum, you must enter one of the following four-digit Major Group codes for each employee:

• 0001 - Managers
• 0002 - Professionals
• 0003 - Technicians and Trades Workers
• 0004 - Community and Personal Service Workers
• 0005 - Clerical and Administrative Workers
• 0006 - Sales Workers
• 0007 - Machinery Operators and Drivers
• 0008 – Labourers

It is voluntary for you to go down to a specific occupational code. You can find a full list of ANZSCO codes at the ‘Occupational Categories’ tab of the Workplace Profile.

In the Workplace Profile, the ‘Manager Category’ is a mandatory field for all employees recorded as Managers under the 'Occupational Category' column (i.e. ANZSCO Major Group 0001 and relevant sub-groups).

• A manager occupation is one of 0001, 001X, 01XX, or 1XXX (where X is any numeral). The first number that is not a zero must be a one.
• If you have entered one of the above values into column C you must use a Manager Category for the employee in column D.
• 'Manager Category' should be left blank for all non-manager employees.

Managers must be categorised against one of WGEA's six standardised categories: 

• CEO - Chief Executive Officer or Agency/Department head (or equivalent)
• HOB – Head of business (for use in corporate groups only)
• KMP - Key Management Personnel
• GM - Other executives and general managers
• SM - Senior managers
• OM - Other managers
• OSM - Overseas reporting manager 

When categorising managers:

• Use the manager category that best reflects the responsibilities of each role. This may differ to formal/internal job titles.
• You do not need to use every manager category in your Workplace Profile.
• Heads of Business (HOB) is a category that can only be used in corporate group submissions. Where a subsidiary CEO is not equivalent to a head CEO, the ‘HOB’ category is used instead.
• If an employee holds more than one role, use the manager category that best reflects their substantive/main role (i.e. the job or position that attracts entitlements and/or spend the most time working in).
• If an employee changed roles during the reporting year, use the category they belonged to on the snapshot date.
• A manager does not need to have people reporting to them to be defined as a manager.

• It is mandatory to provide the gender of employees that are either female (‘F’), male (‘M’).
• If an employee does not identify as either female or male, they can be voluntarily added to the profile as non-binary ('X’).

It is not a mandatory requirement to report employees that do not identify as either male or female. 

‘Graduate/Apprentice’ is a mandatory field to complete if the employee is either a graduate or apprentice.

You must indicate whether each employee is:

• a graduate (G) — only for employees who are employed as part of a formal graduate program.
• an apprentice (A) — only for employees who are apprentices. This does not include trainees.

A formal graduate program gives recent graduates the opportunity to work in a professional context in their chosen industry and to be provided with intensive training.

If the employee is neither a graduate nor an apprentice, the cell in this column should be left blank.

Employment Status' is a mandatory field. You must categorise employees as full-time (FT), part-time (PT) or casual (CE). These values can be selected in the drop-down menu in the cell of column G.

‘Employment type’ is a mandatory field. You must categorise employees as permanent, contract, or casual. These values can be selected in the drop-down menu of the cell in column H.

A casual employee in column G must use ‘CE’ in Column G – Employment status.

‘Year of birth’ is a mandatory field in the Workplace Profile that should be within the typical working age range. This should be a four-digit value (YYYY).

• Please do not enter the employee’s full date of birth (DD/MM/YYYY), if you do this will cause a data entry error.
• If you enter a year that is not within the typical working age range (e.g. it is in the future), you will receive an error message.
• If you enter a year of birth that is notably low *below 14) or high (above 85), you will receive a data validation requiring you to confirm this data as being correct.

Postcode’ is a mandatory field in the Workplace Profile. It is a four-digit number that refers to the postcode of an employee’s primary workplace location. 

• If an employee attends multiple different locations for work, enter the post code where they spend most of their time.  

The 'Industry Class' is a mandatory field in the Workplace Profile. To complete this field, you must assign a four-digit ‘Industry Class’ (ANZSIC) code to each employee that matches the industry code(s) you have confirmed when starting the WGEA report submission.

• At a minimum, you must confirm one primary industry class per submission in the WGEA portal.
• At a maximum, you can confirm an additional two industry classes (for a total of three) per submission in the WGEA portal.

Note - The industry class code reflects the major function of the whole organisation/ submission group, not individual employees (the functions of individual employees is reflected in their ANZSCO code).

• Including more than one industry class is optional.
• If your organisation confirmed additional optional industry class codes in the WGEA Portal, each of the confirmed optional codes must also appear in your Workplace Profile - if not, you will receive a data validation error.