Memorandum
Date : July 2006
To : Private Employers
From : EEO-1 Joint Reporting Committee
Subject : EEO-1 Reports Submitted as a Data File (Upload to Online Database/Submit on CD or Diskette) - The Required Format (Rev. 7/2006) (To be implemented beginning with the 2007 EEO-1 Survey)
This document details the specifications for the submission of EEO-1 reports as a data file (ASCII/TEXT file only.) Employers who elect to use this Alternate Reporting Format must comply with all of its requirements without exception.
Private employers who wish to use this EEO-1 Alternate Reporting Format may upload a data file to the employer's online database (preferred method) at www.eeoc.gov/eeo1survey ; or submit a data file on CD or diskette and mail to the:
EEO-1 Joint Reporting Committee
PO Box 19100
Room 9054
Washington, DC 20036-9100
EEO-1 data files submitted on CD or diskette must be accompanied by a fully executed EEOC Form 352B. EEO-1 data files must be formatted according to these specifications and must contain data records for the entire company, including the Headquarters (Status 3) and Consolidated Report (Status 2). Data files which do not have the required format will be rejected.
Multi-establishment employer data file will consists of the following records (Attachment 1):
OPTIONAL DATA RECORDS:
Employers who prefer to include data in File 1 for All establishments, regardless of employee size, and omit File 2 must:
(1) Use Status Code 8 for each such record.
(2) Include the Unit Number for each establishment that was reported in the most previous survey year.
(3) Include data for each such record in All fields.
DO NOT INCLUDE INTERMEDIATE SUMMARY RECORDS FOR DIVISIONS, SUBSIDIARIES, AND GEOGRAPHIC AREAS.
LIST FILE (File 2) - OPTIONAL (Multi-Establishment Employers)
This file (Attachment 2) will contain records for establishments employing fewer than 50 employees.
Each data file must contain Data File 1. Data File 2 may be included as an option. Data File 1 must include data for all establishments if Data File 2 is omitted.
EEOC will evaluate each submission according to these specifications. If the submission does not meet our specifications, we will notify you in writing (preferably email).
CD's and diskettes must be mailed (shipped) to the following address:
EEO-1 Coordinator
CD/Diskette SRP
EEO-1 Joint Reporting Committee
PO Box 19100
Washington DC 20036-9100
Telephone : 866-663-6440 (Toll-free)
Fax : (202) 663-7185
EEOC is not responsible for CD or diskette damage during shipping.
The database file may be uploaded to the employer's EEO-1 online database or electronically transmitted to the EEO-1 Joint Reporting Committee at e1.techassistance@eeoc.gov. Companies that do not upload and certify their report on the EEOC web site must fax the fully executed EEOC form 352B immediately following the electronic transmission of the database. The letter or email accompanying the CD or diskette, or the electronic transmission of the database must include the name, title, telephone/fax numbers, and email address of the person who can answer technical computer questions about the submission.
Please Note:
Companies that upload EEO-1 data (reports) to the EEOC website must certify them online. After uploading the file(s), return to the main menu and click the "Edit EEO-1" button. After making any corrections online, click the "Certify Reports" button.
Please observe the following rules for all names and addresses:
Do not use periods or commas anywhere in name or address fields.
Do not begin a name with "The". "The" should be attached at the
end of a name.
EXAMPLE: The Greatest Corporation would be submitted in
an EEO-1 report as Greatest Corporation The.
Do not begin a name with a numeral. The first character must be alphabetic.
Diskettes may only be used by employers who can fit the entire EEO-1 report on one (1) volume.
SPECIAL NOTICE: The EEO-1 data file must be in ASCII/TEXT fixed-field configuration. Commercial spreadsheet or any other software packages such as LOTUS 1-2-3 or WordPerfect, as two examples, may not be used to generate this report.
FILE 1 – File1yyyyCCCCCCC
FILE 2 – File2yyyyCCCCCCC
where 'yyyy' is the survey year and "CCCCCCC" is the
Company Number
NOTE: ALL Four Digits of the Survey Year Must Be
Indicated.
FILE 1 - Sort by Company Number, by Status Code, by Unit
Number
FILE 2 - Sort by State Abbreviation, by City Name, by
Establishment Name
Source Form : STANDARD FORM 100 (SF 100)
Dataset Name : File1yyyyCCCCCCC, where 'yyyy' is the survey year and "CCCCCCC" is the Company Number
Record Length : 1,310 positions
Data Description : EEO-1 reports for single and multi-establishment employers by Status Code (Field 2). Single-establishment employers file one Status 1 report. Multi-establishment employers file: Consolidated Report (Status 2), Headquarters Report (Status 3), Individual Establishment Reports for locations with 50 or more employees (Status 4). Optional Status Codes 8 and 9 reports may also be included.
Notes:
1. In Data Files 1 and 2, the Dataset Names must be indicated as 'FILE1yyyyCCCCCCC' and 'FILE2yyyyCCCCCCC', respectively. Files uploaded to the website are not required to have a specific naming format.
2. Companies that upload reports to the EEOC website must certify them online. After uploading the file(s), return to the main menu and click the "Edit EEO-1" button. After making any corrections online, click the "Certify Reports" button.
3. All previously reported Type 2, 3, 4, and 8 establishments must have An EEOC-assigned Unit Number. You must update the Unit Numbers in your HR system PRIOR to creating and uploading the data file. You may download a Unit Listing from your company's EEO-1 online database at http://www.eeoc.gov/eeo1survey . Click 'Other Actions' and 'All Locations'.
The headquarters unit of a multi-establishment employer should have an NAICS code that describes the business activity performed by the most employees across all company holdings.
< < < < RECORD LAYOUT TO FOLLOW > > > >
FLD | FIELD NAME | POSITIONS | LNGTH | FLD TYP |
POSSIBLE VALUES & REMARKS |
---|---|---|---|---|---|
1 |
COMPANY NUMBER |
1 - 7 |
7 |
AN |
UNIQUE IDENTIFIER FOR ENTIRE COMPANY (REQUIRED) |
2 |
STATUS CODE |
8 |
1 |
N |
INDICATES TYPE OF REPORT AS INDICATED IN PART A OF SF 100: 1 = SINGLE-ESTAB EMPLOYER MULTI-ESTAB COMPANIES: 2 = CONSOLIDATED REPORT 3 = HEADQUARTERS REPORT 4 = ESTABLISHMENT REPORT 5 = SPECIAL REPORTING PROCEDURE 8 = STATUS CODE 8 REPORT 9 = STATUS CODE 9 REPORT (REQUIRED) |
3 |
UNIT NUMBER |
9 - 15 |
7 |
AN |
REQUIRED EXCEPT FOR NEW STATUS CODE 8 AND ALL STATUS CODE 9 RECORDS |
4 |
UNIT NAME |
16 - 50 |
35 |
A |
ESTABLISHMENT NAME (REQUIRED) |
5 |
UNIT ADDRESS |
51 - 84 |
34 |
AN |
ESTABLISHMENT ADDRESS (REQUIRED) |
6 |
UNIT ADDRESS |
85 - 109 |
25 |
AN |
EXTENDED ESTABLISHMENT ADDRESS TO INCLUDE SUITE NO., PO BOX, ETC. (OPTIONAL) |
7 |
CITY NAME |
110 - 129 |
20 |
A |
CITY NAME (REQUIRED) |
8 |
STATE ABBREVIATION |
130 - 131 |
2 |
A |
FIPS PUB 5-2 (CENSUS) (REQUIRED) |
9 |
ZIP CODE |
132 - 136 |
5 |
N |
US POSTAL SERVICE (REQUIRED) |
10 |
QUESTION B.2.C |
137 |
1 |
N |
1=YES; 2=NO (REQUIRED) |
11 |
QUESTION C.1 |
138 |
1 |
N |
1 = YES; 2 = NO (REQUIRED) |
12 |
QUESTION C.2 |
139 |
1 |
N |
1 = YES; 2 = NO (REQUIRED) |
13 |
QUESTION C.3 |
140 |
1 |
N |
1 = YES; 2 = NO (REQUIRED) |
14 |
DUN & BRADSTREET NUMBER |
141 - 149 |
9 |
N |
(REQUIRED IF AVAILABLE) |
15 |
COUNTY NAME |
150 - 167 |
18 |
A |
FIPS PUB 6-4 (CENSUS) (REQUIRED) |
16 |
QUESTION D.1 |
168 - 183 |
16 |
N |
PAYROLL PERIOD USED FOR THE REPORT: MMDDYYYYMMDDYYYY. TIME FRAME MAY BE ANY PAY PERIOD IN JULY, AUGUST OR SEPTEMBER OF THE CURRENT SURVEY YEAR. (REQUIRED) |
17 |
NAICS CODE |
184 - 189 |
6 |
N |
USE NAICS CODES FROM www.eeoc.gov/eeo1survey (REQUIRED) |
18 |
TITLE OF CERTIFYING OFFICIAL |
190 - 224 |
35 |
A |
(REQUIRED) |
19 |
NAME OF CERTIFYING OFFICIAL |
225 - 259 |
35 |
A |
(REQUIRED) |
. 20 |
TELEPHONE NUMBER |
260 - 269 |
10 |
N |
INCLUDE AREA CODE (REQUIRED) |
21 |
EMAIL ADDRESS OF CERTIFYING OFFICIAL |
270 - 309 |
40 |
AN |
REQUIRED IF AVAILABLE |
22 |
MATRIX DATA |
310 - 1310 | 1001 | N | 11 LINES - 91 POSITIONS EACH |
LINE-1 | 91 | EXECUTIVE/SENIOR LEVEL OFFICIALS AND MANAGERS (Line No. 1.1, Section D, on EEO-1 Form) | |||
COLUMN A | 310 - 315 | 6 | HISPANIC or LATINO MALES | ||
COLUMN B | 316 - 321 | 6 | HISPANIC or LATINO FEMALES | ||
COLUMN C | 322 - 327 | 6 | WHITE MALES | ||
COLUMN D | 328 -333 | 6 | BLACK or AFRICAN AMERICAN MALES | ||
COLUMN E | 334 - 339 | 6 | NATIVE HAWAIIAN or OTHER PACIFIC ISLANDER MALES | ||
COLUMN F | 340 - 345 | 6 | ASIAN MALES | ||
COLUMN G | 346 - 351 | 6 | AMERICAN INDIAN or ALASKAN NATIVE MALES | ||
COLUMN H | 352 - 357 | 6 | TWO or MORE RACES MALES | ||
COLUMN I | 358 - 363 | 6 | WHITE FEMALES | ||
COLUMN J | 364 - 369 | 6 | BLACK or AFRICAN AMERICAN FEMALES | ||
COLUMN K | 370 - 375 | 6 | NATIVE HAWAIIAN or OTHER PACIFIC ISLANDER FEMALES | ||
COLUMN L | 376 - 381 | 6 | ASIAN FEMALES | ||
COLUMN M | 382 - 387 | 6 | AMERICAN INDIAN or ALASKAN NATIVE FEMALES | ||
COLUMN N | 388 - 393 | 6 | TWO or MORE RACES FEMALES | ||
COLUMN O | 394 - 400 | 7 | TOTAL MALE AND FEMALE | ||
LINE-2 | 401 - 491 | 91 | First/Mid-Level Officials and Managers (Line No. 1.2, Section D, on EEO-1 Form) | ||
LINE-3 | 492 - 582 | 91 | PROFESSIONALS | ||
LINE-4 | 583 - 673 | 91 | TECHNICIANS | ||
LINE-5 | 674 - 764 | 91 | SALES WORKERS | ||
LINE-6 | 765 - 855 | 91 | ADMINISTRATIVE SUPPORT WORKERS | ||
LINE-7 | 856 - 946 | 91 | CRAFT WORKERS | ||
LINE-8 | 947 - 1037 | 91 | OPERATIVES | ||
LINE-9 | 1038 - 1128 | 91 | LABORERS AND HELPERS | ||
LINE-10 | 1129 - 1219 | 91 | SERVICE WORKERS | ||
LINE-11 | 1220 - 1310 | 91 | TOTALS FOR ROWS 1 THRU 10 |
Dataset Name: File2yyyyCCCCCCC, where 'yyyy' is the survey year and 'CCCCCCC' is the Company Number. Files uploaded to the web site are not required to have a specific naming format.
Data Description: Establishments with fewer than 50 employees, excluding the national headquarters location which must be included in FILE 1
Record Length: 135 positions
FLD | FIELD NAME | POSITIONS | LNGTH | TYPE | COMMENTS |
---|---|---|---|---|---|
1 |
COMPANY NUMBER |
1 - 7 |
7 |
AN |
REQUIRED |
2 |
PARENT COMPANY NAME |
8 - 42 |
35 |
AN |
REQUIRED |
3 |
ESTABLISHMENT NAME |
43 - 72 |
30 |
AN |
REQUIRED |
4 |
ADDRESS |
73 - 106 |
34 |
AN |
REQUIRED |
5 |
CITY NAME |
107 - 126 |
20 |
AN |
REQUIRED |
6 |
STATE ABBREVIATION |
127 - 128 |
2 |
A |
REQUIRED |
7 |
ZIP CODE |
129 - 133 |
5 |
N |
REQUIRED |
8 |
TOTAL EMPLOYMENT THIS LOCATION |
134 - 135 |
2 |
N |
Employment cannot be greater than 49. REQUIRED |
This page was last modified on June 13, 2007.