US State Pay Transparency Pack

Prepare job postings across states using the pack’s dated state list. Document a good-faith pay range, include the required posting details, maintain the records each state expects, and track complaints in one place.

Eight tools for preparing and documenting pay-range postings

The pack brings together a tracker with a verified state reference, four working documents, a web checker, a printable Quick Reference, and a Start Here orientation. Use them together for every multistate posting.

• Multistate Pay Transparency Tracker. Six tabs, including a verified State Requirements Reference covering posting elements, remote coverage, promotion and transfer rules, and record retention by state. The Job Posting Audit checks range width and completeness, the Pay Range Worksheet includes a width check, the Posting Compliance Tracker calculates a retain-until date, and the complaints and remediation log keeps track of issues and corrections. Works in Excel or Google Sheets.
• Multistate Pay Range Job Posting Template. A ready-to-fill posting with every commonly required field: title and location, summary, responsibilities, requirements, and a good-faith pay range with a commission and tips line. It also includes a benefits summary naming the states that require it, application instructions with a close date, equal opportunity, and an internal record marked for deletion before publishing. Editable Word document.
• Pay Range and Good-Faith Estimate Worksheet. Establish a defensible range using market data, internal equity, and a sensible range width. Includes a width-check callout and sign-off block. One per role. Editable Word document.
• Pay Transparency Posting Policy Template. A twelve-section internal policy covering posting requirements, good-faith ranges, remote roles, promotions and transfers, posting reviewers and their checklist, records and retention, no retaliation, salary history, and a review schedule. Editable Word document.
• Recordkeeping and Remediation Guide. Covers why records matter, a per-state retention table, responses to complaints and agency notices, available cure periods, steps to correct a non-compliant posting, and a note explaining that penalties vary by state. Editable Word document.
• US Pay Transparency Posting Checker. Select the states where a role is advertised, or use the remote-nationwide toggle. The checker combines every required posting element, scores a live checklist, and returns one of three results with a per-state detail panel. Runs in any browser.
• Start Here. An introduction to each piece and the order to use them. Begin here.
• Quick Reference (PDF). A printable guide to each tab, the order to use them, and the state requirements reference.

The posting process, step by step

Start with the states where you recruit. Then set the pay range, prepare the posting, put the policy in place, and organize your records. The pack provides the drafting and documentation tools. Have counsel confirm the applicable requirements for borderline or questioned postings.

• Check which states apply. Most states have an employer-size threshold, while Colorado, Connecticut, Maryland, Virginia, and the District of Columbia apply their posting rules to all employers. The checker shows which requirements apply and what your postings must include.
• Set a defensible pay range. Use market data and internal pay information to establish a good-faith range with a sensible width. Document how you arrived at it.
• Prepare the posting and adopt the policy. Use the template to include the pay range, its pay basis, and a benefits description where required. Share the policy with the people responsible for writing and approving postings.
• Maintain the records. Use the tracker to log each posting and its retain-until date. Record complaints, agency notices, and how each was resolved. Have counsel review borderline or questioned postings.

Who it is built for

Built for

• A multistate or remote-nationwide employer preparing postings across several states and managing every required element in one place.
• An HR or talent acquisition team responsible for writing and approving postings, documenting defensible good-faith ranges, maintaining records, and handling complaints.
• A company expanding job postings into a new pay-transparency state and identifying which requirements apply.

If you are looking for

• For Canadian posting requirements, see the Ontario Job Posting Transparency Pack. It covers the Ontario 2026 rules rather than US requirements.
• For EU posting requirements, see the EU Job Posting Pay Range Pack. It covers the recruitment side of the EU Directive rather than US requirements.

Before you buy

What format are the files and can I edit them?

One Excel tracker, four editable Word documents, a Start Here PDF, a Quick Reference PDF, and a web checker. The tracker works in Excel or Google Sheets. The checker runs locally and uploads nothing. The Word and Excel files are editable.

Which states are covered?

The pack covers posting rules in force as of October 2026 in California, Colorado, Connecticut, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, New Jersey, New York State, Vermont, Virginia, Washington, and the District of Columbia. Delaware is listed as not yet in force. Several cities and counties have their own rules, so confirm the applicable local requirements too.

Do the rules reach my company?

Most states set an employer-size threshold, commonly 15 or more employees. Colorado, Connecticut, Maryland, Virginia, and the District of Columbia apply to all employers. A nationwide remote posting can trigger requirements in several states. The checker identifies which states apply to a given role.

What has to be in a posting?

Include a good-faith pay range and its pay basis (per hour or per year), plus a benefits description in states that require one. Colorado also requires the application close date. The District of Columbia requires disclosure that health-care benefits exist before the first interview. The posting template and audit cover all these details.

How long do we keep the records?

Retention periods vary by state. Illinois requires five years. The tracker calculates a retain-until date using the posted or removed date and the retention years for each state where you advertise.

What if a posting is found non-compliant?

Some states provide a cure period before penalties apply. The Recordkeeping and Remediation Guide explains how to respond to complaints and agency notices and correct a posting. Penalties vary by state. Have counsel review any agency notice.

How do I know when it was last checked?

State requirements change, and new states are added. Each file shows its review date. Check that date and confirm the applicable rule for each state before relying on a result.

What is the refund policy?

Digital products are covered by a 30-day money-back guarantee. To request a refund, email support@truestephr.com or reply to your receipt within 30 days of purchase.

What happens after I buy?

Your download link appears immediately after checkout. Your receipt arrives by email with the same link. Open the Start Here page first for the recommended order. For setup questions, email support@truestephr.com.

How the download works

Your files arrive as a single ZIP download, best opened on a computer. Save it, extract it (right-click and select Extract All on Windows, or double-click on a Mac), then open the Start Here file first. PDFs open in any reader, and editable files work in Microsoft Word and Excel or free equivalents, including LibreOffice, Google Docs, and Google Sheets. No other software is needed. Step-by-step help for every device is at truestephr.com/pages/download-help.

Scope

These working tools and editable templates help you run a clear, consistent, and defensible HR process. Rules vary by jurisdiction and change over time, so adapt each template to the facts of your situation to avoid unintended legal exposure. Have qualified counsel review your policies, notices, and individual decisions against applicable law before you act. General HR information, not legal advice.