VETS-4212 Establishment Electronic Report

Use this flow to generate VETS-4212 reports.

If you're a nonexempt federal contractor or subcontractor, with contracts of $100,000 USD or more, you must generate and submit this report. The report is due annually between August 1 and September 30.

To run this flow:

1. From My Client Groups, click Payroll.

2. Click Submit a Flow.

3. Select your US legislative data group (LDG).

4. Search for and select VETS-4212 Establishment Electronic Report.

Before You Begin

Before you can generate reports, you define the following.

1. Use the Locations task to set required info.

   1. Use United States EEO and Veteran Reporting Information in the Locations task to define your HR reporting locations.

      A valid ZIP Code is required for proper reporting.

      Note: The VETS-4212 Establishment Electronic Report flow uses the values you set in Maximum and Minimum Number of Employees in the Location task for employee counts. If you leave these fields blank, the flow derives the employee counts based on the reporting period start and end dates.

   2. Use United States Veteran Reporting Information in the Locations task to define your veteran reporting info.

      For further info, see Locations for the US in the Help Center.

2. Use the Jobs task to associate each job with an EEO-1 category.

   For further info, see Jobs for the US in the Help Center.

3. Use the Legal Entity HCM Information task to define required info.

   1. Use VETS Reporting Rules to identify the parent company and type of reporting organization.

      For further info, see Define Legal Entities for the US in the Help Center.

   2. Use EEO and VETS Reporting Information to define the employment categories and establishment employer type.

   3. Use United States Reporting Entity Data to identify the parent legal employers.

   4. Use EEO and VETS Assignment Category to exclude certain employee types from the report, such as part-time temporary.

4. Use the Legal Reporting Unit HCM Information task to define required info.

   1. Enter the VETS reporting info for your tax reporting unit (TRU).

      For further info, see Overview of Legal Reporting Unit Configuration for the US in the Help Center.

   2. Use EEO and VETS Reporting Rules to define the employment categories.

      This region also permits you to override the establishment employer type at the TRU level if needed and to identify the headquarters for each TRU.

   3. Use VETS Reporting Information to define the company number and parent company name.

      This region also permits you to define the type of organization each TRU.

5. Use the Manage Legal Reporting Unit Registrations task to verify the federal employer identification number (EIN) is set up for United States Federal tax.

6. Make sure your employee definitions have the required info.

   1. Assign the appropriate veterans' data to employees.

      When hiring a new employee, you record their veteran data on the Hire an Employee: Person Information page in Legislative Information.

   2. Select from either Veteran Self-Identification Status or the individual categories using the check boxes.

      If you select both the Self-identification Status and Individual Veteran categories, the report process counts the employee twice in the protected veteran category.

   3. Assign the appropriate job to employees.

      When hiring a new employee, you record their job on the Hire an Employee: Employment Information page in the Job region.

To be eligible for VETS reporting, an employee must have these settings.

• Must be of type Employee and an active employee as of report end date or a new employee hired between report start and end dates

• Attached to an active location

• Have employment category defined

• Be a veteran and have their veteran status info defined through either the Person or Hire New Employee tasks

• Have one of the following job categories (as of the report end date):

  • Executive or senior level officials and managers

  • First or middle level officials and managers

  • Professionals

  • Technicians

  • Sales workers

  • Administrative support workers

  • Craft workers

  • Operatives

  • Laborers and helpers

  • Service workers

• Have an active assignment during the report period start and end dates, even if only for 1 day

  In the case of multiple assignments, the report uses the primary assignment.

Report Parameters

Provide the following parameters.

Payroll Flow

Enter a unique name.

Legal Employer

Select a legal employer from the list to report all employees attached to it.

Establishment Employer Type

Select Multiple if you have multiple establishments. Otherwise, select Single.

Start Date

Specify the starting point of the reporting date range.

The default is 12 months before the end date. The minimum range is 12 months.

End Date

Represents the end of the reporting date range. Can be any date between 01 July and 30 September of the current year.

Payroll Period Start Date

Represents the start of the payroll period that has the same end date as the reporting range. This helps the report identify the active employees.

Title of Certifying Official

The default is the HR representative title you defined on the TRU's contact info.

Name of Certifying Official

Default is the HR Representative name defined on the TRU's contact info. Use this field to override the default setting.

Phone Number

Default is the HR Representative's phone defined on the TRU's contact info. Use this field to override the default setting.

Email of Certifying Official

Default is the HR Representative email defined on the TRU's contact info. Use this field to override the default setting.

Run and View the VETS-4212 Report

Run the Report

To run the VETS-4212 report:

1. From My Client Groups, click Payroll.

2. Click Submit a Flow.

3. Select your US LDG.

4. Search for and select VETS-4212 Establishment Electronic Report.

5. Click Next.

6. Enter the parameters as described above.

7. Click Next.

8. In the Enter Flow Interaction task, click Next.

9. In the Schedule task, select As soon as possible.

10. Click Next.

11. Click Submit.

12. In the confirmation window, click OK and View Checklist.

    The report process generates the following output files with separate report job name numbers.

    Report	Description
    VETS4212 eText Report	The VETS-4212 electronic file, suitable for submission.
    VETS4212 Audit Report	Audit information in PDF format. Use this report to verify what data is printed in the eText report.
    VETS-4212 Audit Detail Report	Detailed audit information in text format, suitable for viewing in a spreadsheet.
    VETS4212 Exception Report	Contains any errors detected during report generation. Review this file, resolve any issues it detects, and rerun the report process.

View the Reports

To view the output files of the VETS-4212 report:

1. Start Reports and Analytics.

2. Click All Folders and then Shared Folders.

3. Click Human Capital Management, Workforce Management, Person Management, US, and then VETS.

4. Click Actions for the VETS-4212 Electronic Report and then Report History.

5. Search for the report you want to view.

   Be sure to set the owner as the user ID of the person who originally ran the report process. Alternately, leave it blank to return results for all users.

6. Click the number of the report results you want to view in Report Job Name.

   The report process generates four output files, listed in Output & Delivery.

   • VETS4212 eText Report

   • VETS4212 Audit Report

   • VETS4212 Exception Report

   • VETS-4212AuditDetail_Report

7. Select the exception report to view any errors.

   If there are any issues reported on this report, your electronic file might be blank.