Overview of Equal Employment Opportunity Reporting
The US Equal Employment Opportunity (EEO) Commission's EEO-1 Joint Reporting Committee requires that federal contractors and subcontractors and private employers report all employees.
As an employer, you must file the annual Employer Information Report EEO-1 (Standard Form 100) with the EEO-1 Joint Reporting Committee no later than September 30. Use employment numbers from any pay period in July through September of the reporting year.
This topic covers the following subjects.
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EEO-1 Establishment Electronic Report flow
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Report eligibility and schedule
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Single and multiple establishments
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Reporting locations and reporting proxies
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Locations representing multiple federal EINs
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Headquarters establishment, parent company name, and company number
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Parent and child legal employers
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Reporting establishments
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Employee configuration
EEO-1 Flow
To generate the EEO-1 report:
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From My Client Lists, click Payroll.
- Click Submit a Flow.
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Select your US legislative data group.
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Search for and select EEO-1 Establishment Electronic Report.
Eligibility and Schedule
If you're a nonexempt federal contractor or subcontractor, with contracts of $50,000 or more, you must generate and submit this report. You must also file an EEO-1 report if you're a private employer with 100 or more employees, excluding:
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State and local governments
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Primary and secondary school systems
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Institutions of higher education
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Indian tribes
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Tax-exempt private membership clubs other than labor organizations
Only those establishments located in the District of Columbia and the 50 states are required to submit an EEO-1 report.
Single and Multiple Establishments
The EEO-1 report categorizes your organization's employment info based on the number of reporting locations you have. Each location represents the physical plant, office, job site, or work center that the employees are assigned to. A location address and unit number identify each location.
You define a legal employer as a single or multiple-establishment employer through Establishment Employer Type. Use the Manage Legal Entity HCM Information task to set this at the legal employer level. The value you set applies to all subordinate tax reporting units (TRUs). You can override this value for individual TRUs through the same field on the Manage Legal Reporting Unit HCM Information task.
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Field name |
What it does |
|---|---|
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Single Establishment |
An organization that has employees working at only one location is considered a single establishment and is required to file as a single establishment employer. You can configure your organization so that multiple physical locations close to each other can be considered a single establishment. For example, when you have multiple buildings on a single campus. To do this, use the Locations task to configure an HR reporting proxy. The electronic file includes a single record type for that location (Status Code 1). |
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Multiple Establishment |
If your organization has employees working in multiple reporting locations, you're required to file as a multiple establishment. The electronic file includes the following record types.
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Reporting Locations and Reporting Proxies
US HR reports such as EEO-1 and VETS-4212 use HR Reporting Location to group HR locations. Each location represents the physical plant, office, job site, or work center that the employees are assigned to. You identify them by the location address.
Use a proxy to group reporting locations if you want the headcount of multiple physical locations to be included as a single report entry.
In the Locations task, set the following in the United States EEO and Veteran Reporting Info section.
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Field name |
What this is |
|---|---|
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HR Reporting Location |
Set to Yes to use this location as a reporting location for your HR reports. When set to No, assign the reporting location to a reporting proxy. |
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HR Reporting Proxy |
If you set HR Reporting Location to No, this field automatically populates with a list of HR reporting locations. Select a location reporting proxy from the list of HR reporting location names. The location's headcount is included in the selected proxy location's report. |
Headquarters Establishment, Parent Company Name, and Company Number
You can define a variety of HR-related identifiers to aid you in properly configuring your organization for US HR reporting.
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Field name |
What this is |
|---|---|
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Headquarters Establishment |
Identifies the headquarters location of your tax reporting unit (TRU). Select the headquarters from the list of HR reporting locations. You set this value in EEO and VETS Reporting Rules in the Manage Legal Reporting Unit HCM Information task. |
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Parent Company |
The EEO and VETS reports use this field to identify the parent company headquarters. To identify the parent company of the legal employer, use the Manage Legal Entity HCM Information task. This value automatically applies to all subordinate TRUs. To identify the parent company of the TRU, use the Manage Legal Reporting Unit HCM Information task. This value overrides any value set at the legal employer level. If there's not a value in this field, then the report uses the TRU federal employer identification number (EIN) name as the parent company name. |
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Company Number |
The EEO report uses this unique company identifier assigned by the Equal Employment Opportunity Commission (EEOC) to identify the company. Note: The EEOC previously assigned the Company Number (CO=XXXXXX-X) to the
headquarters establishment.
You set this value in EEO Reporting Information in the Manage Legal Reporting Unit HCM Information task. |
Locations Representing Multiple Federal EINs
The EEO report process organizes employees based on the work location of their primary assignment. So employees in different payroll statutory units or TRUs (and therefore different federal EINs) are grouped together if they have the same work location.
Parent and Child Legal Employers
Parent legal employers represent themselves and all assigned child legal employers in the HR reports. The EEO-1 and VETS-4212 report processes use Parent Legal Employer and Proxy Legal Employer to group legal employers for reporting. Group legal employers if you want the child legal employer headcount to be included in the parent legal employer's report.
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Field name |
What this is |
|---|---|
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Parent Legal Employer |
Set to Yes to designate the legal employer is a parent. If you set this to No, the legal employer is a child. Assign it to a parent proxy. Caution: Although the default value displays as Yes, the report processes don't automatically
use this value. You must explicitly select either Yes or No while in Correction mode.
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Proxy Legal Employer |
If you set Parent Legal Employer to No, this field automatically populates with a list of parent legal employers. Select a parent legal employer from the list. The legal employer's headcount is included in the selected parent legal employer's report. |
Define a legal employer as a parent or child through the Manage Legal Entity HCM Information task. If you identify more than one legal employer as a parent legal employer, you must generate a separate EEO-1 and VETS-4212 report for each one.
Reporting Establishments
A reporting establishment is an organization used for HR statutory reporting.
Identify your legislative reporting units (LRU) as reporting units based on your license type.
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License |
Reporting Establishment |
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Nonpayroll |
If you have multiple LRUs, selection is required for each. If you have a single LRU, selection is optional, but you must associate the TRU to a legal employer at the legal entity level. Use TRU for the New Hire Report in the Manage Legal Entity HCM Information task. |
To identify an LRU as a reporting establishment when you define it, use the Manage Legal Reporting Unit HCM Information task. To identify an existing TRU as a reporting establishment, use the Reporting Establishments task.
Employee Configuration
To be eligible for EEO reporting, an employee must have the following settings.
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Requirement |
What you need |
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Person type |
Must be of the Employee type and an active employee between the report start and end dates. |
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Assignment |
Must have an active assignment. In the case of multiple assignments, the report uses the primary assignment (where the employee presumably spends most of the time). |
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Location |
Attached to an active location. The report process uses the employee's work location as the location of their TRU. |
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Employment category |
Have an employment category defined. |
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Ethnicity |
Have ethnicity data defined |
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Job category |
Have one of the following job categories (as of the report end date).
Use EEO-1 Category in the Job Details task to associate each employee's job to a Job category. You can exclude an employment category from the LE or TRU level using Exclude Assignment Category. Ensure you have assigned each employee to a Job category appropriate to their current job duties. Don't report them in the job in which they might have trained, if that's different. For example, an employee trained as an accountant, that's working as a bookkeeper, must be reported in the Administrative Support job category. Ensure you have assigned each employee to an actual major job activity. It must be according to the EEO-1 definition and not by company job title. |
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Work-at-home employees |
For work-at-home employees, the EEO-1 report uses their work location as set at the assignment level. To include this type of employee on the EEO-1 report, populate the location field with one of the following on the employee's assignment.
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