Reporting overview

The WGEA compliance reporting program is one of three programs in the WGEA Portal. It is a mandatory program for all ‘relevant employers’ under the Workplace Gender Equality Act 2012 (the Act).

By submitting your report, you’re not only meeting your compliance obligations, but contributing to the Agency’s world-leading dataset on gender equality in Australian workplaces. The process can also help you identify gender equality issues and put action plans in place. If you are not a relevant employer, you may wish to see if you can participate in the voluntary reporting program. 

Note this reporting program is different to the new voluntary Commonwealth Public Sector reporting. For information on public sector reporting check out this step-by-step public sector reporting guide

When to report

Each year, the WGEA Portal opens on 1 April for reporting. Organisations then have two months to submit their reports, with reports due on 31 May

Reports cover the preceding 12-month reporting period. The reporting period is the same each year, from 1 April (the previous year) to 31 March (the current year)

  • The Questionnaire and Workforce Management Statistics reflect the entire reporting period.
  • The Workplace Profile is completed by selecting a snapshot date within the reporting period.

Once submitted, organisations have a further 28 days to edit their report, in case corrections or changes are required 

    You can access the WGEA Portal top right corner of the website.

    For help with reporting, you can explore our Knowledge Hub. This is a repository of articles designed to help you at each step of the reporting process.  You can select relevant topics for targeted information or search your questions and key words in the search bar.

    Overview of WGEA reporting

    For an overview of how to complete and submit your report to the Workplace Gender Equality Agency, please watch this information video. It will introduce key concepts and components of the Agency’s annual reporting program.

    An information video on reporting to WGEA

    Reporting videos on the workplace profile

    Unit level workplace profile

    This video gives an overview of how to report employee types and their pay in the unit level workplace profile, using worked examples.

     

    Payroll aligned workplace profile

    This video gives an overview of how to report employee types and their pay in the payroll aligned workplace profile, using worked examples.

    Who needs to report

    The Workplace Gender Equality Act 2012 requires non-public sector employers with 100 or more employees to submit a report to the Workplace Gender Equality Agency. This includes:

    • standalone organisations with 100 or more employees 
    • corporate structures with 100 or more employees across all entities.

    Organisations register for reporting if they:

    • are not a public sector (i.e. government) employer AND
    • have employed in total 100 or more employees for 6 months or more of a reporting period (these months do not need to be consecutive) OR
    • expect to have 100 or more employees and your organisation will stay at or above 100 employees for 6 months or more within a reporting period.

    For example, Organisation XY should select yes because they had a total employee count of:

    • 60 from April to June 2019 (3 months)
    • 110 from July to January 2019 (6 months)
    • 90 from January to March 2020 (3 months).

    There are also special considerations for organisations whose employee count dropped below 100 since last reporting to the Agency, and organisations who are in receivership or liquidation.

    Who is included in the 100 employee headcount?

    All the following employees must be counted when determining whether you meet the requirement to report:

    • full-time employees
    • part-time employees
    • casual employees
    • temporary (fixed-term) employees.

    Individual employees must be counted; do not use full-time equivalent calculations.

    The following employees should not be counted:

    • independent contractors (i.e. those not employed by the organisation or group)
    • employees of a labour hire or recruitment organisations who have been assigned to work in your organisation.

     If you are currently a relevant employer, but your employee total drops below 100, you must keep reporting until: 

    • The total falls below 80 employees for six months (these months do not have to be consecutive) during a given reporting period 
    • The entire group, if you are reporting on behalf of a corporate structure, falls below 80 employees.

    Once your employee numbers have fallen below 80 for six or more months, please advise the Agency by lodging a support request. Once this is confirmed by the Agency, you will be notified in writing.

    Complying with the Act

    You will comply with the Act if you:

    • submit an annual report with the required data on time
    • have your CEO sign the public report
    • comply with notification and access requirements
    • meet the minimum standards (for organisations with 500 or more employees)
    • give us information to review your compliance if we ask
    • do not include anything false or misleading in your report or in the extra compliance information we request.

    The Agency issues compliance letters to confirm that an organisation is compliant with its obligations under the Act. For reporting organisations, compliance letters are available to download from the online portal once an employer has been assessed as compliant. Compliance letters are issued after the Agency has reviewed the submission to ensure the organisation has submitted a fully compliant report (there must be no outstanding data quality items to be addressed).

    Employers will receive an email informing them when their compliance letter is available to download from the portal.

    If you do not demonstrate compliance you are named and may not be eligible to tender for contracts under Commonwealth and some state procurement frameworks. You may not be eligible for some Commonwealth grants or other financial help (read more). 

    Tendering for government contracts

    Organisations tendering for government contracts may need to satisfy a requirement to be compliant with the Workplace Gender Equality Act 2012.

    • For organisations that have reported your compliance letter fulfils this requirement.
    • For non-public sector organisations with 100 or more employees who are not registered with the Agency you will need to register to be issued with a letter stating that you are compliant. Please visit the Do I need to report? article.
    • For organisations that are not required to report as they have less than 100 employees across their entire structure, please complete the registration form on the login page of the WGEA Portal. The Agency will use the details provided in the registration form to issue your organisation with a tender letter.

    Completing the registration form will register your organisation as a relevant organisation under the Act only when you report 100 or more employees in total.

    Steps for reporting

    1. Register your organisation

    Click on the 'Portal Login' button and then click on Register if your organisation is reporting for the first time.  

    2. Log in through Digital Identity

    When you first arrive at the WGEA Portal, you will notice that you need to login through the Australian Government Digital Identity System. Through this system, you will continue to use your myGovID to connect to the WGEA Portal. 

    If your organisation does not already have one, you will need to apply for a Digital Identity (such as myGovID). Visit https://www.digitalidentity.gov.au/ to set up your credential. 

    3. Login to the Portal and select your submission

    The Gender Equality Reporting program is one of three programs in the WGEA Portal. It is a mandatory program for all relevant employers under the Workplace Gender Equality Act 2012.  

    • You can access your compliance report from the 'Programs' tab in the Portal. 

    • Click on the hyperlink of the current reporting year to begin, e.g. 2021-22  

    4. Create a Submission Group (corporate groups only) 

    A submission group is a group of legal entities from the same corporate group that choose to or have been nominated to form a single submission group for the purpose of submitting the data to the Agency. Submission groups are a great way for corporate groups to organise their submissions however this option will not be applicable to all reporting organisations. 

    • Click on 'Go to Reporting Page' for a specific submission group.

    5. Confirm organisation details

    You will be required to confirm your organisation’s details annually as part of your organisation’s enrolment into a program before the submission is started. Your organisation’s details must be kept up to date to ensure accurate submissions, you can change your details at any time by lodging a support request. The industry information you confirm for your submission must reflect how your report your data, for more information please see: How do I report multiple industries in the Gender Equality Report?

    6. Complete the Reporting Questionnaire

    The Questionnaire is an online survey related to your organisation’s policies, strategies and actions on gender equality and forms one of three major components of the report that your organisation will be submitting to the Agency.  

    • If you have previously completed a questionnaire for this submission group your answers will prepopulate from last year 

    • You can move throughout the entire questionnaire and save/exit at any time 

    7. Complete the Workforce Management Statistics

    The Workforce Management Statistics is an Excel worksheet designed to collect information about your employee movements, including appointments, promotions, resignations and parental leave. You will need to download the worksheet and complete it outside of the portal.  
    There are two template options to complete the Workforce Management Statistics:  

    • one for Partnership organisations, and 
    • one for all other types of organisations.  

    You should choose the template that reflects your organisational structure.  When you have finished entering your data into the workforce management statistic spreadsheet/s, you will need to upload and submit in the portal. 

    8. Complete the Workplace Profile

    The Workplace Profile is an Excel worksheet designed to collect information about workforce composition, salaries and remuneration. There are two types of Workplace Profile worksheets to choose between when completing your submission:  

    • a simplified unit level profile, or 
    • a calculated payroll/STP aligned profile.  

    You may choose whichever template better suits your needs. When you have finished entering your data into the workplace profile spreadsheet, you will need to upload and submit it in the portal. 

    9. Fix any data anomalies

    Each file you upload is validated to ensure the accuracy of your submission. When the file has finished being checked by the system there will be a status under the 'Issues' column within the submission overview:  

    • ‘No issues’ indicates that your file has returned no issues after being checked, or  

    • ‘Issues found’ indicates that either an error, warning or notification has been identified on the file you uploaded 

    If your file has ‘issues found’ you will need to click on the hyperlink text to be taken to a page with details of the issue(s), as well as clear instructions about how to fix each issue.  

    • If you leave the portal you will be notified by email once the data checks are complete and a link will be provided to the appropriate page in the secure portal.  

    • To ensure your organisation is compliant or receives certification, once you have submitted, you have 14 days to resolve any outstanding data anomalies.   

    10. Confirm CEO sign-off and agree to all Declarations and Consents

    Once you have completed the core components of the compliance program, you will generate reporting documents such as your CEO Summary Report and the appendixes of your submission. Your CEO/head of business or equivalent must review and then approve and sign the Submission Approval Form. To submit the final report, you will need to confirm in the final declarations that your nominated CEO has approved the submission of your data.

    • You do not need to upload or show proof of the CEO/equivalent’s signature.
    • You will confirm that the CEO/equivalent has signed and approved the submission of your data by selecting the relevant declarations before you can submit.
    • You can download a copy of the Submission Approval Form in the offline files section of this webpage.

    11. Submit your report

    Once any data errors have been corrected, you can click on the 'submit' button to officially lodge your compliance report. Once the report has been submitted, employers can access any active submission from the 'Programs' tab in the portal. 

    • You have 28 days after the date of submission to make any edits or updates to your report. 

    12. Download, share and analyse your report

    Once you have completed reporting, you will be able to access a number of reports in the ‘Data and Insights’ tab of the Portal. This includes:  

    • The CEO summary report for approval from your CEO/equivalent 

    • Later in the year Competitor Benchmarking Reports become available, they compare your submission groups gender pay gaps by industry against de-identified peers. 

    Data quality checking

    In the system, data checks are conducted across the Compliance and Voluntary Reporting programs and these checks may identify ‘data anomalies’. A data anomaly is where the data provided is either incorrect or is unusual/unexpected for the particular question.

    The Agency is committed to the highest possible data quality to ensure the appropriate use for its intended purpose under the Workplace Gender Equality Act 2012 (Act).

    Data checks are conducted to minimise data anomalies. Anomalies may occur when a respondent does not understand the requirements of their submission or unintentionally provides incorrect answers.

    In the system there are three statuses for data anomalies:

    • ERROR - you must fix the data and re-upload the file.
    • WARNING - you must provide a reason for the data provided.
    • NOTIFICATION - you must confirm that the data entered is intentional. 

    Data validations now occur in ‘near’ real-time and are triggered before the report is submitted. The data validation checks are also more robust than ever before. Data validation checks are conducted as each section of the programs are submitted (section checks) and checks will also be completed after all sections are completed (cross-section checks).

    Resolving data anomalies

    After system checks have been completed you will see a status of ‘no issues’ or ‘issues found’ for each uploaded file. If your file has ‘issues found’ you will have a link to a page with details of the issue(s), as well as clear instructions about how to fix each issue.

    If you leave the portal you will be notified by email once the data checks are complete and a link will be provided to the appropriate page in the secure portal.

    To ensure your organisation is compliant or receives certification, once you have submitted, you have 14 days to resolve any outstanding data anomalies (Read: Can I make changes after submitting my report?).

    Data you will need to report

    In order to complete your report, you will need access to the following information and data points:

    Organisation details

    Questionnaire

    You will need details about your organisation’s policies and strategies covering:

    • Workforce composition: You will be asked to indicate whether your organisation has a ‘policy’ and/or a ‘strategy’ in place that supports  gender equality in each of eight key areas, and overall.
    • Governing bodies: You will be asked to specify the type of body, the gender of the Chair and other members, whether you have a formal selection policy and/or strategy, and whether you have set a target for the representation of women. (Read: What is a governing body? )
    • Gender pay gaps: You will be asked about the policies and strategies your organisation has in place related to remuneration, and whether these include specific objectives related to gender pay equity. (Read:What is gender pay equity?
    • Employer action on pay equity: You will be asked about the actions your organisation has taken in relation to gender pay equity, including whether you have conducted a pay gap analysis and took any actions as a result. (Read: What is a gender pay gap analysis?)
    • Employee consultation: You will be asked if and how you have consulted employees about gender equality issues in your workplace. (Read: What is good employee consultation?)
    • Flexible working: You will be asked about the flexible work arrangements in your organisation, including any formal policies and strategies as well as specific flexible working options that are available. (What is flexible work)
    • Paid parental leave: You will be asked about the employer-funded paid parental leave arrangements available to primary and secondary carers in your organisation. (Read: What is employer-funded paid parental leave? )
    • Support for carers: You will be asked how your organisation supports employees with family or caring responsibilities, including through formal policies and strategies as well as other specific support mechanisms. (Read: How can we support carers? )
    • Sex-based harassment and discrimination: You will be asked about the measures your organisation has in place related to sex-based harassment and discrimination, including formal policies/strategies, grievance processes, and training. (Read: What is sex-based harassment and discrimination?)
    • Family or domestic violence: You will be asked how your organisation supports employees experiencing family or domestic violence, including through formal policies and strategies as well as other specific support mechanisms. (Read: What is domestic and family violence?)

    Workforce Management Statistics

    You will need to report how many employees in this period: 

    Workplace Profile (base unit level)

    Workplace Profile (payroll aligned)

    Public Sector Reporting

    Public Sector reporting 

    The Public Sector Reporting Program enables public sector organisations, for the first time, to report their gender equality data to the Agency. This will expand the Australian workforce covered by consistent reporting on workforce gender equality approaches and outcomes, which can be used to continue to target efforts to promote workplace gender equality in Australia. 

    In 2022, the Public Sector reporting program will be open for voluntary reporting from the Commonwealth public sector from the 15th of July to 30th of September.  

    WGEA will be working with States and Territories to run a limited pilot program later in the year. 

    Check out our comprehensive guide to public sector reporting