1. Localization Information Guide
  2. Examples of Employer Configuration for Equal Employment Opportunity Reporting

Examples of Employer Configuration for Equal Employment Opportunity Reporting

The following examples show how you can set up different types of reporting location and proxy structures.

They also identify which settings you would use for each case.

  • Configuring multiple locations to report as a single entity

  • Defining headquarters establishments

  • Defining different names for report

  • Configuring multiple employers to consolidate their headcount

  • Generating a single EEO-1 file for a single establishment employer

  • Generating a single EEO-1 file for multiple establishment employers

  • Generating multiple EEO-1 files for multiple establishment employers

  • Report configuration examples

Configure Multiple Locations to Report as a Single Entity

Your organization includes a campus of four separate buildings (A, B, C, and D) with a fifth building (E) some blocks away. Although having different addresses, you consider all locations to be part of the same entity. You want them to appear on your EEO-1 report as a single entry.

To do this, configure an HR reporting proxy.

  1. For Building A, set HR Reporting Location to Yes in the Locations task to designate Building A as the primary location.

  2. For the other four locations on campus, set that value to No and select Building A's location from the HR Reporting Proxy list.

Note: The VETS-4212 report also uses the reporting structure defined by these fields.

Define Headquarters Establishments

Your organization has a headquarters in Salt Lake City and a location in San Francisco, and you want to define the headquarters location. A legal employer can have only one location as the headquarters.

To define the headquarters:

  1. Using the Legal Entities task, create a legal employer for your Salt Lake City organization.

  2. Use HR Reporting Location and HR Reporting Proxy in the Locations task. Identify the location of each organization as a reporting location.

  3. In the Manage Legal Entity HCM Information task, set Establishment Employer Type to Multiple.

  4. Identify Salt Lake City as a Parent Legal Employer. This setting means you can optionally group other locations with this location for reporting purposes.

  5. Use Parent Company to specify Salt Lake City as the legal employer's headquarters. If a reporting location is marked as a headquarters establishment, the MHQ (headquarters) record of the report is populated with data for only that location.

Note: The VETS-4212 report also uses the reporting structure defined by these fields.

Define Different Names for Reports

You have several methods to define the names of companies and locations used in your HR reports.

  • To identify the parent company of the legal employer, use Parent Company in the Manage Legal Entity HCM Information task. This value automatically applies to all subordinate tax reporting units and identifies the headquarters.

  • To identify the parent company of the TRU, use Parent Company in the Manage Legal Reporting Unit HCM Information task. This value overrides any value set at the legal employer level. If there isn't a value in this field, then the TRU federal Employer Identification Number (EIN) name is used as the parent company name.

  • To identify the headquarters for a TRU separately from the parent company value, use Headquarters Establishment. Set this value in the EEO and VETS Reporting Rules section of the Manage Legal Reporting Unit HCM Information task. It displays the list of locations you have identified as HR reporting locations.

  • To set an HR reporting location, use HR Reporting Location and HR Reporting Proxy in the Locations task.

Configure Multiple Employers to Consolidate Their Headcount

Your organization has three legal employers: California, Texas, and New York. You want to group them such that the EEO-1 report consolidates their headcount into a single report. In this example, the California legal employer is the parent and the other two locations are children.

To group legal employers, you configure one legal employer as the parent legal employer first and configure the other legal employers as children.

  1. Define each location as a separate legal employer using the Legal Entities task.

  2. Use HR Reporting Location and HR Reporting Proxy in the Locations task. Identify the location of each establishment as a reporting location.

  3. Use Headquarters Establishment to specify California as the headquarters establishment in the EEO and VETS Reporting Rules section. Use the Manage Legal Reporting Unit HCM Information task.

  4. In the Manage Legal Entity HCM Information task for each legal employer:

    1. Set Establishment Employer Type to Multiple.

    2. Choose Yes to identify the California legal employer as a Parent Legal Employer.

    3. For the Texas and New York legal employers, set Parent Legal Employer to No. Use Proxy Legal Employer to identify the California legal employer as their parent.

Note: The VETS-4212 report also uses the reporting structure defined by these fields.

Generate a Single EEO-1 File for a Single Establishment Employer

To configure a business for single establishment EEO-1 reporting:

  1. Use HR Reporting Location and Headquarters Establishment in the Locations task. Identify the location of the establishment as a reporting location.

  2. Set up this business as a separate legal employer using the Legal Entities task.

  3. In the Manage Legal Entity HCM Information task, set the Establishment Employer Type to Single.

  4. Set the location to be a Parent Legal Employer by choosing Yes.

Generate a Single EEO-1 File for Multiple Establishment Employers

Your organization has a presence in three states, California, Texas, and New York. You want them combined into a single report with New York as the headquarters. Your organization has one legal employer, and a TRU represents each state.

If employees aren't associated with a TRU, the report process checks to see if they're attached to a reporting establishment. The process uses the TRU for that establishment. Otherwise the reporting process uses the TRU you selected in the New Hire Report field.

To configure the New York headquarters TRU:

  1. Define New York as a legal employer using the Legal Entities task.

  2. Set up New York as a reporting location using HR Reporting Location and HR Reporting Proxy in the Locations task.

  3. Use Headquarters Establishment to identify New York as the headquarters establishment in the EEO and VETS Reporting Rules section. Use the Manage Legal Reporting Unit HCM Information task.

  4. In the Manage Legal Entity HCM Information task:

    1. Set the Establishment Employer Type to Multiple.

    2. Set New York as a Parent Legal Employer by clicking Yes.

    3. Select New York as the Headquarters Establishment.

To configure the California and Texas TRUs:

  1. Set up California and Texas as reporting locations using HR Reporting Location and HR Reporting Proxy in the Locations task.

  2. Set up California and Texas using the Manage Legal Reporting Unit HCM Information task Federal tab.

    1. Set the Establishment Employer Type to Multiple.

    2. Select New York as the Headquarters Establishment.

When you run the EEO-1 report, New York is listed first in the output file, followed by separate records for locations employing 50 or more persons. In addition, there are separate records for locations employing fewer than 50 persons.

Note: The VETS-4212 report also uses the reporting structure defined by these fields.

Generate Multiple EEO-1 Files for Multiple Establishment Employers

Your organization includes a campus of four separate buildings (A, B, C, and D) with a fifth building (E) some blocks away. You consider all five locations to be separate legal entities and want them to appear in separate EEO-1 reports. You can configure each building as a separate legal employer and run the report for each legal employer.

To configure a business with more than one location to create a separate EEO-1 report for each location:

  1. Using the Legal Entities task, create separate legal employers for each location.

  2. Use HR Reporting Location and HR Reporting Proxy in the Locations task to set up each location as a reporting location.

  3. Use Headquarters Establishment in the Manage Legal Reporting Unit HCM Information task to identify Building A as the headquarters establishment.

  4. In the Manage Legal Entity HCM Information task for each legal employer:

    1. Set Establishment Employer Type to Multiple.

    2. Set Parent Legal Employer to Yes.

Note: The VETS-4212 report also uses the reporting structure defined by these fields.

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