The U.S. Equal Employment Opportunity Commission

EEO-1 Data File Specifications

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)

OVERVIEW

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.

SUBMISSION PROCESS

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):

  1. Consolidated Report (Status 2) - Include all employees in the fifty (50) states and the District of Columbia, which includes employment in list establishments.
  2. Headquarters Report (Status 3) - Include only those employees working in the main office location of the parent company.
  3. Establishment Reports (Status 4) - Locations where 50 or more persons work.

OPTIONAL DATA RECORDS:

  1. Status Code 8 Reports (For Locations Employing Fewer Than 50 Employees)-

    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.

  2. Status 9 Code Reports - Use Status Code 9 for each location that is being reported for the first time (NEVER ASSIGN A UNIT NUMBER) and has 50 or more employees.

    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.

DETAILED SPECIFICATIONS

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.

General Guidelines for Names and Addresses

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.

CD's/Diskettes

Diskettes may only be used by employers who can fit the entire EEO-1 report on one (1) volume.

Important! 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.

  1. Physical Characteristics
    1. Type of Diskette: 3.5 inch, double-sided and have maximum density of 1.4 MB.
    2. Type of CD: IBM compatible, standard internal labels are required for each file on the diskette with the following included in the dataset names:

      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.

  2. File Sequences

    FILE 1 - Sort by Company Number, by Status Code, by Unit Number
    FILE 2 - Sort by State Abbreviation, by City Name, by Establishment Name

Attachment 1

DATA FILE 1
Logical Record Description

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:

Important! 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
       (50+ EMPLOYEES – NOT FIRST TIME REPORTING)

5 = SPECIAL REPORTING PROCEDURE

8 = STATUS CODE 8 REPORT
       (LESS THAN 50 EMPLOYEES)

9 = STATUS CODE 9 REPORT
       (≥50 EMPLOYEES - FIRST TIME REPORTING)

(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

Attachment 2

LIST FILE (FILE 2) - OPTIONAL (MULTI-ESTABLISHMENT EMPLOYERS ONLY)
Logical Record Description

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.

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