Creating a pay gap report

Build a regulatory or internal pay gap report from a template and download it as a PDF.

Written By Karl

Last updated 1 day ago

Evenpay builds pay gap reports from your latest pay equity analysis. Start from a standard template for the EU Directive or a national requirement, adjust the sections, and download a PDF.

Who can do this: Administrators

Where: Pay Equity → Reports

Before you start

You need a completed pay equity analysis. See Running your first pay equity analysis.

Check the reporting year, pay source and employee population

The reporting year and pay source work together:

Payroll history: Evenpay retrieves payroll-history data for the selected year. Check that the imported history covers the required employees, pay periods and components.

Agreed pay: For the selected reporting year, Evenpay uses the historical agreed-salary values that applied during that year, rather than today's latest agreed salaries. These are historical agreed-pay values, not a substitute for actual payroll history; check the data and period needed for your report.

Employee population: Historical reports can include employees who worked during the selected year and have since left the company, provided their employee records have not been deleted from the organisation. Selecting a year cannot reconstruct deleted employee records. Check that the report covers the appropriate employees for the period, including former employees retained in Evenpay and people who joined or moved between entities during that year.

Before exporting a historical report, verify both the pay data and employee coverage. Contact Evenpay support if you cannot reconcile them with your source records.

Create the report

Under Report Template, pick a template from Standard Templates or Your Templates.
Choose the Year and enter a Report Title.
If you have entities, choose the Entity, or keep Whole group.
Review the Sections. Add, reorder or remove sections, and set options such as Group by and Max rows.
Open Settings to set the confidentiality notice, section numbering, minimum group size and pay gap convention.
Select Download PDF.

Standard templates

Template	Use it for
EU Pay Transparency	A template for preparing EU pay transparency reporting, including organisation-wide indicators, a category-of-workers pay-gap table and management sign-off.
EU Pay Transparency (Public)	The public version, without the category-of-workers breakdown
Lönekartläggning (Sweden)	The Swedish pay survey: cooperation, pay components, gender distribution, equal and equivalent work analysis, action plan
Pay Gap Report (Finland)	The pay survey under the Finnish Equality Act
CSRD Social Metrics	ESRS S1 pay metrics for sustainability reporting
Auditor Report	A fixed-structure report for auditors. See The auditor report and data bundle.

Category-level pay breakdown

In Pay Equity → Reports, use the Pay Gap by Category report component for separate basic-pay and complementary or variable-pay breakdowns by category of workers. For Article 9 reporting, check that the exported report includes the applicable breakdowns for every required category, not just a total pay-gap figure.

Before submission, reconcile the included pay components and category-level figures with your source data and reporting requirements. Contact Evenpay support if you need help checking the output.

Check that all required categories are included

The standard EU Pay Transparency template initially displays up to 20 worker categories in its Pay Gap by Category section.

Check the section's Max rows setting and increase it where needed. After downloading, look for a Showing X of Y groups message. If fewer groups are shown than are available, the table does not include every category.

A shortened table can be useful for an internal summary. Before using the report as a complete category breakdown, confirm that all required categories are present. If you cannot include them, contact Evenpay support before submission.

Open the downloaded PDF and reconcile it with the data and purpose of your report:

Scope: check the organisation or entity, included employee population and reporting period. Do not assume that selecting a year alone confirms the underlying data covers that period.
Pay basis: check which pay components and periods are represented and whether the output is intended to describe actual pay, agreed pay or planned adjustments.
Figures: compare employee counts and a sample of totals and gaps with your source data. Investigate unexpected differences before relying on the report.
Recipients: check the chosen template, confidentiality notice and suppressed information. An internal or auditor report is not automatically suitable for public sharing.
Requirements: check that the sections and breakdowns needed for the report's intended use are present. A template name does not replace this review.

If the period, population or pay basis is unclear, contact Evenpay support before submission.

Save your own template

Select Save as Template to reuse your sections and settings. Saved templates appear under Your Templates for everyone in your organisation.

Good to know

Standard reporting does not use a draft scenario that contains simulated pay. The Auditor Report workflow is different: it can include planned compensation adjustments when you explicitly enable that option. Check the pay basis stated in the output and keep planned-adjustment reports distinct from reports intended to describe actual or agreed pay without those adjustments. See The auditor report and data bundle.
Standard reports download as PDF, not Excel. The auditor workflow can download a ZIP containing the PDF and a CSV data file.
Whether you must report, and how often, depends on your headcount and country. Check your national rules.

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