Setting Up the VETS Report

If you are a federal contractor subject to VETS reporting requirements, you must set up specific company, establishment, job code, and employee information in your system before you run the VETS report. For a list of tables and fields that need to be completed prior to running the VETS report, see the Entering Data for the VETS Report topic.

After the core tables have been set up, you will need to perform the following tasks to create and submit the VETS-4212 file for submission:

  1. Run the VETS Process for report type VETS-4212 to perform the calculations and load the values into a temporary table

  2. Run the VETS Analysis process to generate an information report of the findings (optional and for internal use). This displays the data that would get submitted to the government when completing the submit process and can be used for validation purposes.

  3. Run the VETS Submit process that uses the temporary file data to create the digital file for submission. Note that this does not automatically submit the report to the DOL website.

For page information, see Pages Used to Run the U.S. Regulatory Reports.

Note:

Because the VETS report is complex and time consuming to run, you should run the process on a high-powered server at a time when it is not heavily used. You can also run the process by establishment over the course of a few days, rather than running it for all employees at once.

Using Military Discharge Date

Use the Military Discharge Date to enter the discharge date for employees. This date is used to determine which veterans qualify for the Recently Separated Veteran designation. The Military Discharge Date provides accurate data for the following year's reporting cycle. Recently Separated Veterans are determined by verifying that a valid military status is selected and that the military discharge date is within 365 days of the reporting date.

Establishments in VETS Reporting

VETS reporting is organized by establishment. A company's headquarters unit and each of its hiring locations are considered separate establishments. A single-establishment employer files a single completed form.

A multi-establishment employer (doing business at more than one hiring location), files separate forms for each of the following locations:

  • The organization's principal or headquarters office.

  • Each hiring location employing 50 or more persons.

  • Each hiring location employing fewer than 50 persons.

The USF Vets-100 by POI (U.S. federal veterans-100 by personnel office identifier) report generates a Veterans employment report by POI.

The USF Vets-100 by Sub-Agency report generates a Veterans employment report by sub-agency.

VETS Process

Because the VETS report is complex and time consuming to run, PeopleSoft has separated the process from the report. Run the process on a high-powered server at a time when it is not heavily used. You can also run the process by establishment over the course of a few days, rather than running it for all employees at once.

The VETS Process collects the data and stores it in a temporary table. No report is created for viewing in this process. The data stays in this table until you run the VETS Analysis or VETS Submit process for it. Running the VETS Process successive times does not delete or overwrite data unless you run it twice for the same establishment or fail to run the VETS Submit process between reporting years.

VETS Analysis

The VETS Analysis process generates an informational, easy-to-read version of the veterans employment report in the PDF format for analysis and referencing purposes. Running this report does not affect the data in the temporary table. Make sure to run the VETS Process before running this report. You can also use the VETS Analysis process to report on VETS history; however, you cannot report on years before 2000.

Run the VETS Submit process to create a formatted text file for the veterans employment report and submit it to the government.

VETS Submit

The VETS Submit process creates a digital file that meets the VETS specifications using the data in the temporary table and transfers the data from the temporary table to a history table. The VETS Submit process only removes data from the temporary table that should be written to the digital file. If the temporary table contains data for the entire organization and you run the VETS Submit process for the headquarters only, data for establishments outside of headquarters remains in the temporary table until you run the VETS Submit process to capture it. You can also use the VETS Submit process to recreate a digital file based on VETS history.

When calculating the minimum and maximum employee counts, PER027.SQR uses a method in which the first day of the selected reporting period is compared to the last day of the reporting period. The day with the most employees is considered the maximum count, while the day with the fewest is considered the minimum count. This method is very broad and VETS does not prefer this method. However, the preferred method according to VETS regulation is not required and the method used is subject to the discretion of the employer reporting the data.