EEO-1 and California Pay Data Reporting Guide

The EEO-1 Toolkit includes an EEO-1 dashboard that provides a graphical representation of employees, by Gender and Ethnicity, who were active at any point during the calendar year.

1. From the Web Access Rights page, in the Reporting section, check the View box for EEO-1 Dashboard.
2. Select Save.

Manage business headquarters and related establishment details using the Establishments business rule. Maintaining establishment information helps ensure data accuracy in the final data file for EEO-1, California Pay Data, and VETS 4212 reporting (Veterans Employment Reporting).

1. From the Establishments page, complete one of the following:
   • To add an establishment, select Add.
   • To change an existing establishment, select the applicable code link below the Code column.
2. From the Add/Change Establishment page, in the Details section, check the option(s) to indicate the statement applies to the establishment.

   • This is the first year that this establishment will be reported for EEO-1. If this is not the first year, enter the Unit ID for this establishment.

   • Was a California Pay Data Report filed for this establishment last year?

   • This establishment is a federal contractor.

   • This is my Headquarters.

3. Indicate if this establishment is defined as the headquarters.
   • If an establishment is the headquarters, complete the following:
     • Assign a reporting type of Prime, Subcontractor, or both, if applicable.
     • Enter the Establishment Name for headquarter establishments.
     • Enter the Unique Entity ID.
     • Enter the required Employer Identification Number - (EIN).

       For multi-establishment employers, each establishment can have a unique EIN or share the same one.

     • Enter the required North American Industry Classification System - (NAICS) code.
     • Enter a description for this establishment's Major Activity by describing the major activity or activities of the establishment. Include the specific type of product or type of service provided, as well as the principal business or industrial activity.

     • Enter Employer Comments by adding comments you wish to communicate to the EEOC that are not otherwise captured in designated fields. For example, you may wish to voluntarily report the employee demographic data of non-binary employees. Note that commas are not supported in this field.

   • If an establishment is not the headquarters, the current headquarters is listed. Complete the following:
     • Enter the Unique Entity ID (UEI).
     • Enter the Employer Identification Number (EIN), if available.
     • Enter the North American Industry Classification System (NAICS) code, if available.
     • Enter a description for this establishment's Major Activity by describing the major activity or activities of the establishment. Include the specific type of product or type of service provided, as well as the principal business or industrial activity.

     • Enter Employee Comments by adding comments you wish to communicate to the EEOC that are not otherwise captured in designated fields. For example, you may wish to voluntarily report the employee demographic data of non-binary employees. Note that commas are not supported in this field.

4. In the Establishment Address section, enter all required primary address information for the establishment.
5. In the Select Location(s) for this Establishment section, select Add.
6. From the Add My Location(s) page, select the company.
   Define an establishment as one company with all its corresponding tax locations. Another option is to define each tax location (or group of tax locations) within one component company as a separate establishment.
7. Select the applicable locations in this company that comprise your establishment.
   It is recommended to include one location that reflects the physical location. Do not group multiple locations with different addresses into one establishment. If you add more than one location, this may create an establishment with more than one physical location, which does not comply with the EEOC definition of establishment. In these cases, a warning message appears. You can still proceed to save.

   Select Add.

8. The Add/Change Establishment page appears with the updated information.
9. Select Save.
   The Establishment page appears with the updated information.

The EEO-1 Reconciliation page is an online version of the EEO-1 CSV Reconciliation file. This online view helps you quickly identify your EEO-1 workforce when reconciling information prior to submitting the final file.

1. From the EEO-1 Generate page, select Run Reconciliation.
2. Enter the workforce snapshot period dates.
3. Select the employee type.
4. Select Generate.

   The EEO-1 Data Reconciliation report appears.

   
5. Select a number link to display the Employee Details page. Depending on the role-based security setting in web access rights, Pay Bands and Form W-2 Income information may not be visible. You can filter the grid based on these fields: Employee Name, Employee Number, and Establishment and sort the grid based on any column.
   
6. From the Employee Details page, use the Find By fields to search for an Employee Name, Employee Number, or Establishment. The grid can also be sorted by any column.
   
7. Select the job category link to access a breakdown of job category information.
8. Select the drop-down by hours worked or pay bands to sort the desired information.
9. Select the Employees with No Pay Data link.
   

   Note This information cannot be updated from the page or downloaded into CSV file format. To download employee details, review the section on creating the CSV Employee Detail file within the main EEO-1 page.

In general, all employees with active days within the selected snapshot period are included in the EEO-1 and California pay data files for the selected establishment. In some cases, you may want to use the Exclude Employee option to exclude specific employees from the final report to ensure accurate data is reported. Excluding employees from one report also excludes them from subsequent reports. Ensure you review excluded employees before generating subsequent reports; and, when necessary, re-include employees prior to generating the final file to ensure accurate data is reported.

1. From the reconciliation page, select a number link. The Employee Details page appears.
2. Select one or more employees from the grid and then select Exclude. The Confirm Exclusion dialog box appears.
   
3. Select Yes, Exclude. Excluded employees are not included in the data files or the reconciliation page counts.
   
4. Review the list of excluded employees by selecting the link at the bottom of the page.
   
5. Select employees you want to re-include and select Include, if needed.
   

The EEO-1 Toolkit includes an EEO-1 dashboard that provides a graphical representation of employees, by Gender, Ethnicity, and Median Pay, who were active at any point during the calendar year. The data defaults to the current year for all establishments and job categories.

1. From the EEO-1 page, select EEO-1 Dashboard.
2. From the Year drop-down menu, select Partial Year or a calendar year. When Partial Year is selected, enter the date range, which represents the snapshot period or any other period (within the same year) for which you want to visualize the data for EEOC reporting.
3. From the Establishment menu, select All, individual or multiple establishments.
4. From the Job Category menu, select All, individual or multiple job categories.
5. From the Employee Type menu, select All, individual or multiple employee types.
6. Check the Exclude Terminated Employees box, if needed. When checked, the option excludes employees that were no longer active as of the last day of the selected period (partial) or calendar year. When left unchecked, employees active at any time during the selected time period are included even if they were terminated at some point.
   

Generate the EEO-1 data file for Component 1 and 2 on the EEO-1 Data File page to submit EEO-1 information electronically to the Equal Employment Opportunity Commission (EEOC).

1. From Reporting, select EEO-1 Data File. The EEO-1 Data File page appears.
2. Select a single establishment or multiple establishment locations to include in the data file.
   Note An establishment designated as the Headquarters is automatically selected by default and appears in the first row of the EEO-1 Data file page to ensure reporting requirements for the final data file are met.
3. For Component 1, if you receive a warning message on Unit Number, edit the establishment and enter a unit number. The Unit Number field will be blank for establishments reported for the first time in the current year's EEO-1 survey.

   In the Actions section, select Run Data File.

4. Data in the required fields is validated for EEO-1 reporting. When invalid data is found, an error message appears. Before proceeding, either correct the data or deselect the establishment location to remove it from the data file.
5. From the Run Data File page, in the File Generation Options section, check the EEO-1 Data File box.

   In the Workforce Snapshot Period section, enter the Start Payroll Date and End Payroll Date for the file.

6. Select whether to generate a Type 6 List File (Attachment 2) if you report records for establishments employing fewer than 50 employees. When selected, a Type 6 file is generated in addition to the EEO-1 data file for multi-establishment employers with establishments under 50 employees. If you don’t have any establishments under 50 employees, leave this box unchecked
   Note If your company was previously registered to file as Type 8 for establishments under 50 employees and you want to keep filing as Type 8, leave this box unchecked to generate the data file as it did previously. If you wish to change and file a Type 6 report instead, check the box. To change the report type from Type 8 to Type 6 for establishments with fewer than 50 employees, submit a change request by emailing your company name and number to e1.techassistance@eeoc.gov.
7. The start and end dates must be selected from October 1 through December 31. These dates are required for acceptance by the EEOC. A warning message displays for dates outside of this period. You can ignore the warning if you need to run the file to preview your data. Previous year reporting can still use any date.

   In the Are You Required to File section, select Yes or No for each of the questions.

8. Based on your answers, an information message may appear, indicating that you may not need to file an EEO-1 report. Confirm whether you need to file with the Equal Employment Opportunity Commission (EEOC).
9. Select the employee types to include in the report.
10. Enter the certifying official information.
    Important For Component 2 data the NORCS user ID is required to run the data file. This 8-digit ID is provided directly by the EEOC as a letter mailed through USPS, and email to the registered EEO-1 email address on record.
11. Select Run. A processing message appears.
12. Navigate to the File Transfers page (Menu > Administration > Reporting > File Transfers) when a message appears, instructing you that the file is ready to be viewed.

View and download the generated EEO-1 and California Pay Data files to use for reporting from the File Transfers page.

1. From the File Transfers page, open or save files locally (File > Save As).
2. Review the EEO-1 or CA Data file (TXT), the EEO-1 or CA Reconciliation (CSV) file, and Employee Reconciliation Detail (CSV) file to ensure the information to report is accurate.
3. Upload the final EEO-1 Data file (TXT) for Component 1 to the government website.