VETS-4212 Federal Contractor Reporting

Yes. The VETS-4212 Reporting Application requires users to register with the application in order to gain access. Users will be required to provide their contact information as well as their company’s identification information. The user’s information will be sent to the company’s primary point of contact for approval. Once approved, the user will receive an email confirmation with further instructions to complete the registration process.

In order to register with the VETS-4212 Reporting Application, users will be required to provide contact information, company identification information, as well as the company’s primary point of contact. The primary point of contact is responsible for the management of the report, user, and company information which is submitted through the application. Once the registration request has been submitted, users will receive an email confirmation with further details and instructions.

The point of contact is responsible for the management of the company, report, and user information which is submitted through the VETS-4212 Reporting Application. The point of contact can be removed or designated by the registered user only. To reach the company’s point of contact, or to determine their identity, please consult the company’s human resources department.

The VETS-4212 Reporting Application requires users to request to access a company within the application to the company’s primary point of contact. If an email message is received from the VETS-4212 Service Desk requesting approval for a user to access the company within the application, the company’s primary point of contact may choose to approve or reject the user’s request.

The VETS-4212 Reporting Application sends a request to access a company within the application to the company’s primary point of contact. If an email message is received from the VETS-4212 Service Desk stating the request was approved, the user will need to complete the account registration process by clicking on the link provided in the email confirming the approval.

The VETS-4212 Reporting Application sends a request to access a company within the application to the company’s primary point of contact. If an email message is received from the VETS-4212 Service Desk stating the request was not approved, please contact the company’s primary point of contact for more information. To reach the company’s point of contact, or to determine their identity, please consult the company’s human resources department.

If no response is received after submitting a request to access a company within the VETS-4212 Reporting Application, please reach out to the company’s point of contact to verify the request was received.

The VETS-4212 Reporting Application sends a request to access a company within the application to the company’s primary point of contact. The request will expire if not replied to within 24 hours. If an email message is received from the VETS Service Desk stating the request has expired, users will need to register again. A new request will be sent to the company’s point of contact for approval.

In order to access the VETS-4212 Reporting Application, users must log in by entering the email address provided when they registered the account for the current year.  Users will also be required to enter the password created when the account was activated or reset.

In order to access the VETS-4212 Reporting Application, users must log in by entering the email address provided when they registered the account for the current year, as well as the password created when the account was activated. Valid passwords consist of at least eight alphanumeric characters with at least one upper case letter, one lower case letter, a number, and a special character.

If the password created when registering for the account has been forgotten or has expired, select the Forgot Your Password? link located on the log in screen of the VETS-4212 Reporting Application. An email will be sent with a link to the application where a new password can be created. Once the password reset email is sent, the link will expire after 24 hours.

The VETS-4212 Reporting Application will automatically end the user’s session after 30 minutes of inactivity. The user will then be redirected back to the application log in screen.

Chrome users having difficulty accessing the VETS-4212 Reporting Application may attempt to reach the application via an alternative browser such as Internet Explorer. If Chrome must be used, please go to URL: chrome://net-internals/#hsts, enter “vets4212.dol.gov” in the Domain field, and press delete. If any additional assistance is needed please contact your company’s IT department.

If you receive a notification that the VETS-4212 Reporting Application is currently experiencing technical difficulties concerning a certificate error that is displayed, VETS will be working to resolve this issue as quickly as possible. If you are unable to file online during this period, VETS-4212 reports can be sent to the VETS-4212 Service Center at vets4212-customersupport@dolncc.dol.gov to be uploaded on your behalf.

As a preventive measure, accounts may have been disabled due to installed key logger and/or malware on the computing systems used to access the VETS-4212 Reporting Application. Prior to account re-establishment, all anti-virus programs on all systems used to access the account will need to be updated. Once complete, please contact the VETS-4212 Service Desk to have the account re-enabled.

The VETS-4212 Reporting Application allows users to request access to new and existing companies within the application in order to submit and view VETS-4212 Reports. From the “My Companies” tab, users will be able to request access to companies by providing the required company identification information.

To associate with an existing company within the VETS-4212 Reporting Application, registered users must first log into the application. Once logged in, select the “My Companies” tab, and select “Associate with Existing Company.” Enter the company number for the existing company and select, “Submit Access.” If the company number is not known, please review the previous year’s submission, or contact the point of contact for the existing company in order to identify this number. Following the submission of the access request, an email message will be sent to the company’s point of contact for approval prior to system access being granted.

The company number is a company identifier used when filing the VETS-4212 Report. The company number should start with a letter "T" followed by six digits. A company that filed in 2019 and should use the same company number when filing in 2020.

The VETS-4212 Reporting Application allows users to make changes to a company’s information and point of contact. From the “My Companies” tab, locate the desired company and select “Details” under the “Actions” column. On the following screen, select “Edit Company,” to begin making the necessary changes. In order for the edited information to appear on a submitted VETS-4212 Report, changes to the parent company's information and point of contact must be made prior to submission.

To create a new company within the VETS-4212 Reporting Application, registered users must first log into the application. Once logged in they should select the “My Companies” tab and then select “Associate with a New Company.” When the company and point of contact information have been entered, select “Submit Access” at the bottom of the screen in order to be associated with the new company. Following the submission of the association request, an email message will be sent to the requested company’s point of contact for approval prior to access being granted to the new user.

Employers must include an Employer Identification Number (EIN) on the VETS-4212 Report.  The EIN should be a nine digit number applicable to the hiring location for which the report is filed. If there is not a separate EIN number for the hiring location, please enter the EIN for the parent company.  Learn how to obtain an EIN from the Internal Revenue Service (IRS).

Employers must include the Dun and Bradstreet (D&B) identification (DUNS) number on the VETS-4212 Report. The DUNS number should be the nine digit number applicable to the hiring location for which the report is filed. Companies will be required to obtain a new DUNS number if there is not a separate DUNS number for the hiring location. A DUNS Number can be requested at no cost online on the D&B Company website.  If the company cannot obtain a new DUNS number for the hiring location, enter the DUNS number for the parent company. 

The North American Industry Classification System (NAICS) is the standard used by federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. business economy. The NAICS code number used should be the six digit number applicable to the hiring location for which the report is filed. For the purposes of VETS-4212 reporting, if there is not a separate NAICS code number for the hiring location, companies will be required to obtain one. If the company cannot obtain a separate NAICS code number for the hiring location, enter the NAICS code number for the parent company. Learn more about NAICS codes on the U.S. Census Bureau's website.

The point of contact is responsible for the management of the company, report, and user information which is submitted through the VETS-4212 Reporting Application. When creating a new company within the VETS-4212 Reporting Application, registered users must enter the name, telephone number, and email address for the point of contact on the “Associate with a New Company” screen. The point of contact can be removed or designated by the registered user only. Users will need to contact the VETS-4212 Service Desk and register with the application in order to remove or change a point of contact.

The VETS-4212 Report should be filed if a business has a current federal government contract or subcontract worth $150,000 or more, regardless of the number of employees. The contract or subcontract may be with any department or agency of the United States for the procurement of personal property or non-personal services. Services include, but are not limited to, utility, construction, transportation, research, insurance, and fund depository, regardless whether the government is the purchaser or seller. The obligation to report is the responsibility of the contractor or subcontractor. If unsure of the requirements to file a report, please contact the authority requesting that the report be filed for clarification. Generally speaking, this authority is the federal contracting officer (CO) in charge of awarding the contract.

If a federal government contract or subcontract is worth $150,000 or more, a VETS-4212 Report must be filed between August 1 and September 30 each year. The obligation to report is on the contractor or subcontractor. If the contractor or subcontractor is unsure of whether to file a report or not they will need to contact the authority requesting that the report be filed for clarification. Generally speaking, this authority is the federal contracting officer (CO) in charge of awarding a contract.

If the company does not have a current contract that meets the reporting threshold, as of January 1 with the federal government, it does not need to file a VETS-4212 for the current filing cycle.

The reporting requirements do not apply to state and local government agencies or state and local government contractors and subcontractors that do not participate in work under a federal contract or subcontract according to 41 CFR 60-300.

A bank, financial institution or a private sector FDIC insured is covered under the Vietnam Era Veterans’ Readjustment Act (VEVRAA) if it has a single contract that meets the dollar threshold amount under VEVRAA filing requirements. Federal contracts held by banks and other financial institutions include, but are not limited to, agreements to serve as fund depositories, agreements for federal share and deposit insurance, and agreements to serve as an issuing and paying agent for U.S. savings bonds and savings notes.

If a company which is required to submit a VETS-4212 Report undergoes a merger or an acquisition, it is not necessary to notify the Veterans' Employment and Training Service for the purposes of filing the VETS-4212 Report. If an acquired or merged company maintains its identity once it has been merged with or acquired by another company, it is still required to file using its current Employer Identification Number (EIN). If the acquired or merged company does not maintain its identity once it has been merged with or acquired by another company, it is not required to file. Accordingly, the acquiring or merging company should not include the acquired or merged company’s information if the acquired or merged company maintains its identity. The acquiring or merging company must include the acquired or merged company’s information if the acquired or merged company does not maintain its identity.

If a company is not subject to the regulatory requirements under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA), they are exempt from the requirement to file a VETS-4212. A notification informing the VETS-4212 Service Desk that a company does not have to file a VETS-4212 Report is not required. Additionally, the VETS-4212 Service Center does not provide information certifying that a company does not have to file. Any requirements placed on a company by a federal contracting officer (CO) to certify that it is not required to file should be addressed with the CO.

Federal contractors and subcontractors who are required, but fail, to file the VETS-4212 Report will not be subject to fines. However, federal contracting agencies are prohibited from obligating or expending funds to enter into a contract with the contractor or subcontractor.

The reporting organization indicates the type of contractual relationship (either a prime contractor or a subcontractor) that the organization has with the federal government. If the organization serves as both a prime contractor and a subcontractor on various federal contracts, select both options.

A prime contractor is the company which was initially awarded a contract to provide a service or product to the federal government. The Vietnam Era Veterans’ Readjustment Act (VEVRAA) requires covered federal contractors and subcontractors to file the VETS-4212 Report. The VETS-4212 Report requires a company to indicate the type of contractual relationship that it has with the federal government. If the company serves as a prime contractor, please select "Prime Contractor" under the "Type of Reporting Organization" section.

A subcontractor is a business who receives a contract from a federal contractor (prime contractor or subcontractor) to perform a specific task as part of a contract awarded by the federal government. The Vietnam Era Veterans’ Readjustment Act (VEVRAA) requires covered federal contractors and subcontractors to file the VETS-4212 Report. The VETS-4212 Report requires a company to indicate the type of contractual relationship that it has with the federal government. If the company serves as both a prime contractor and a subcontractor on federal contracts, please select both "Prime Contractor" and "Subcontractor" under the "Type of Reporting Organization" section.

The VETS-4212 Report requires a company to indicate the type of contractual relationship that it has with the federal government. If the company serves as both a prime contractor and a subcontractor on federal contracts, please select both "Prime Contractor" and "Subcontractor" under the "Type of Reporting Organization" section.

Reporting organizations that submit a VETS-4212 Report for a single location should select Single Establishment. If the reporting organization submits more than one form, only one form should be submitted as Multiple Establishment-Headquarters. The remaining forms should be submitted as either Multiple Establishment-Hiring Location or Multiple Establishment-State Consolidated. For state consolidated forms, the number of hiring locations included in that report should be entered in the space provided.

The term "Hiring Location" refers to an economic unit which produces goods or services, such as a factory, office, store, or mine. In most instances, the establishment is a single physical location engaged in one, or predominantly one, economic activity. Employers required to file the VETS-4212 Report must file a completed report for its establishment. Multiple establishment employers with more than one hiring location must file a VETS-4212 Report for the headquarters office and for each establishment. If the multiple establishment hiring locations within a state employ fewer than 50 persons, the employer can file separate reports for each location, or state consolidated reports that cover all hiring location establishments within one state.

Companies are not required to report on locations outside of the U.S. and its territories.

Single establishment employers are those employers doing business at one hiring location. These employers must:

• File one completed VETS-4212 Report;
• Select "Single Establishment" under the "Type of Form" section;
• Complete name and address under "Parent Company" section; and
• Leave "Hiring Location" section blank.

"Parent Company" refers to any corporation which owns all or the majority stock of another corporation so that the latter stands in relation to it as a subsidiary company.

For the purposes of filing a VETS-4212 Report, a subsidiary company is a company of which a parent company owns all or the majority of the subsidiary company’s stock.

A subsidiary company that is a federal contractor or subcontractor must file a Multiple Establishment-Hiring Location Report for the parent company which owns all or the majority of the company’s stock. For the purposes of filing a VETS-4212 Report, a subsidiary company that is not a federal contractor or subcontractor should not be included in the Parent Company's VETS-4212 Report. The obligation to file a report is the responsibility of the contractor or subcontractor. If unsure of the requirements to file a report, please contact the authority requesting that the report be filed. Generally speaking, this authority is the federal contracting officer (CO) in charge of awarding a contract.

Multiple establishment employers are those employers doing business at more than one hiring location.  In addition to filing a completed VETS-4212 Report covering the principal or headquarters office, these employers must:

• File a separate VETS-4212 Report for each hiring location or state consolidated for each state employing 50 or more persons; and
• Select "Multiple Establishment - Hiring Location" under the "Type of Form" section for each form filed.

Multiple establishment employers do business at more than one hiring location.  When filing for a headquarters office, employers must:

• File one completed VETS-4212 Report covering the principal or headquarters office; and
• Select "Multiple Establishment - Headquarters" under the "Type of Form" section.

In addition to filing a completed VETS-4212 Report covering the principal or headquarters office, and separate VETS-4212 Reports for each hiring location within one state employing 50 or more persons, multiple establishment employers must either:

• File a separate report for each hiring location, select “Multiple Establishment - Hiring Location;” or
• File state consolidated reports that cover hiring locations within one state that have fewer than 50 employees, select “Multiple Establishment - State Consolidated,” and specify the number of Multi-State Consolidated (MSC) locations in the space provided.

Multiple establishment employers may file state consolidated reports that cover hiring locations within one state that have fewer than 50 employees. The Multi-State Consolidated (MSC) Number indicates the number of hiring locations when filing a VETS-4212 Multiple Establishment - State Consolidated Report. The MSC number is a required field in order to submit a Multiple Establishment - State Consolidated report, and indicates the number of hiring locations within the state consolidated report. The MSC number is not a required field if a Multiple Establishment - State Consolidated Report is not being filed.

If a VETS-4212 Report has been filed in the past, you will need to enter the company number assigned in previously submitted reports. The company number is a company identifier used when filing the VETS-4212 report. The company number should start with a letter "T" followed by six digits. A company that filed in 2019 should use the same company number when filing in 2020. If a company number is not available, please leave the field blank. If there are any questions regarding a company number, please contact the VETS-4212 Customer Support Center at 1-866-237-0275 or vets4212-customersupport@dolncc.dol.gov.

For purposes of completing VETS-4212 Reports, enter the end date for the 12 month “reporting period” used as the basis for filing the VETS-4212 Report. The "reporting period" is the 12 months preceding the selected payroll period ending date. To determine the “reporting period,” the contractor should select a date in the applicable year between July 1 and August 31 that represents the end of a payroll period. For example, if a contractor's payroll period ends on August 15, 2020, it would then go back one year to August 16, 2019. This is the year that would represent the reporting period for the 2020 filing cycle. In addition, you can use December 31 of the previous year.

Yes. Certain federal contractors are required by the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA) to report annually on their affirmative action efforts in employing veterans. They report this information on the VETS-4212 Report. Federal contractors that file both the EEO-1 and the VETS-4212 Report may choose the last full pay period in each calendar year for the purposes of counting employees for both reports.

The EEO-1 allows employers to choose any one pay period between October 1 and December 31 for the purpose of counting employees (the “workforce snapshot period”). The VETS-4212 regulations allow contractors to count employees for the VETS-4212 Report as of a December 31 “VEVRAA Ending Date” if the federal contractor has “previous written approval” from the EEOC to do so for purposes of submitting the EEO-1. The EEOC has already given blanket “previous written approval” to federal contractors in the form of the implementation notice for the revised EEO-1. DOL, which administers and enforces contractors’ obligations under VEVRAA, has accepted this as the EEOC’s “previous written approval.” DOL has also confirmed that if the last pay period of a calendar year does not end exactly on December 31, it will not cite contractors with any violation for using a VEVRAA Ending Date that falls on the last day of the final full pay period in the calendar year. DOL notes that this does not affect the filing deadline for the VETS-4212 Report; which must be filed no later than September 30 of the following calendar year.

For purposes of completing the VETS-4212 Report, enter the name and address of the "Parent Company" for which the VETS-4212 Report is filed. The "Parent Company" refers to any corporation which owns all or the majority stock of another corporation so that the latter stands in relation to it as a subsidiary company. For "Parent Company" headquarters location, complete the name and address for the "Parent Company" headquarters, and leave blank the name and address of the "Hiring Location." For "Hiring Locations" of a parent company, complete the address for the "Parent Company" location, and the name and address for the "Hiring Location."

For purposes of completing the VETS-4212 Report, enter the name, telephone number, and email address for the "Company Contact" for the employer for which the VETS-4212 Report is filed. The "Company Contact" is the primary point of contact who is responsible for the management of the company, report, and user information which is submitted through the VETS-4212 Reporting Application. The "Company Contact" can be removed or designated by the registered user only. Users will need to contact the VETS-4212 Service Desk and register with the application in order to remove or change a "Company Contact."

The term "Hiring Location" refers to an economic unit which produces goods or services, such as a factory, office, store, or mine. In most instances, the establishment is a single physical location engaged in one, or predominantly one, economic activity. Employers required to file the VETS-4212 Report must file a completed report for its establishment. Multiple establishment employers with more than one hiring location must file a VETS-4212 Report for the headquarters office and for each hiring location. If the multiple establishment hiring location employs fewer than 50 persons, the employer may file separate reports for each location or state consolidated reports that cover hiring location establishments within one state.

The term “Employee” for purposes of VETS-4212 reporting means any individual on the payroll of an employer who is an employee for purposes of the employer’s withholding of Social Security taxes (except insurance sales agents who are considered to be employees for such purposes solely because of the provisions of 26 U.S.C. 3121(d)(3)(B)), including part-time and leased employees. The term “Employee” does not include persons who are hired on a casual basis for a specific job (e.g., persons at a construction site whose employment relationship is expected to terminate with the end of the employee’s work at the site); persons employed temporarily in an industry other than construction who are hired through a hiring hall or some other referral arrangement; or persons on the payroll of an employment agency who are referred by such agency for work to be performed on the premises of another employer under that employer’s direction and control, as provided in 41 CFR 61-300.2(b)(5).

A "New Hire" is a regular full-time or part-time employee who is hired and included in the payroll for the first time during the reporting period. The VETS-4212 reporting period is considered to be the 12-month period preceding the ending date of the selected payroll period which is between July 1 and August 31 of the filing year, or the 12-month period preceding December 31 of the previous year.

For the purposes of VETS-4212 reporting, “Protected Veterans” are veterans who are protected under the nondiscrimination and affirmative action provisions of the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA); specifically veterans who may be classified as:

• Active Duty Wartime or Campaign Badge Veterans (“other protected veterans”);
• Armed Forces Service Medal Veterans;
• Disabled Veterans; or
• Recently Separated Veterans.

A complete description of these veteran categories can be found in regulation 41 CFR 61-300. Inquiries or complaints regarding an individual's classification as a protected veteran under the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA) can be directed to the U.S. Department of Labor's Office of Federal Contract Compliance Programs at 1‐800‐397‐6251.

For the purposes of VETS-4212 reporting, “other protected veterans” are individuals who served on active duty in the U.S. military ground, naval or air service during a war or in a campaign or expedition for which a campaign badge has been authorized.  Information on Campaign Badge Authorization or Armed Forces Service Medal qualification may be obtained by contacting the U.S. Department of Defense. A complete description of this veteran category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, “Armed Forces Service Medal Veterans” are individuals who, while serving on active duty in the U.S military, ground, naval, or air service, participated in a United States military operation for which an Armed Forces Service Medal was awarded. A complete description of this veteran category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, veterans of the U.S. military, ground, naval, or air service are generally considered to be disabled if they are entitled to compensation under laws administered by the Secretary of Veterans Affairs. Veterans may also fall under this category if they were discharged or released from active duty because of a service-connected disability. A complete description of this veteran category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, “recently separated veterans” are individuals who served on active duty in the U.S. military, ground, naval, or air service during the three-year period beginning on the date of each such veteran’s discharge or release from active duty. Recently separated veterans will be counted in the "Number of Employees" and/or the "New Hires" section of the VETS-4212 Report accordingly. A complete description of this veteran category can be found in regulation 41 CFR 61-300.

Contractors and subcontractors are not required to survey their workforces to solicit information about veterans’ status for the purpose of completing the VETS-4212 Report. A contractor is permitted to solicit information about veterans’ status in any lawful manner. For example, if a contractor periodically surveys its employees for the purpose of updating personnel records, the contractor could ask the employees to provide information regarding their veterans’ status at that time. More information concerning what may or may not be solicited can be found on the U.S. Department of Labor’s Office of Federal Contract Compliance Programs' Frequently Asked Questions webpage.

A federal contractor is required to invite applicants to disclose whether they are veterans covered under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and wish to benefit under the contractor’s affirmative action program (AAP) for covered veterans. The contractor may invite applicants to voluntarily self-identify as a veteran at any time before the applicant begins his or her employment duties. More information concerning what may or may not be solicited can be found in 41 CFR Appendix B to Part 60-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Executive/Senior Level Officials and Managers” are individuals who plan, direct, and formulate policies; and provide overall direction of organizations for the development and delivery of products and services. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “First/Mid-Level Officials and Managers” are individuals who receive directions from executive/senior level officials and management, and typically lead major business units. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Professionals” are individuals in positions that require professional certification, bachelor, and graduate degrees. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Technicians” are individuals in positions that include activities requiring applied scientific skills, usually obtained by post-secondary education of varying lengths, depending on the particular occupation. In some instances, additional training, certification, or comparable experience is required. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Sales Workers” are individuals in positions including non-managerial activities that primarily involve direct sales. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Administrative Support Workers” are individuals in positions involving non-managerial tasks providing administrative and support assistance, primarily in office settings. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Craft Workers” are individuals who have a relatively high-skill level and thorough knowledge of the processes involved in their work. These workers exercise considerable independent judgment, and usually receive an extensive period of training for such occupations as construction, natural resource extraction, and installation maintenance and part replacement of equipment, machines, and tools. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Operatives” are individuals who run machine or processing equipment and perform other factory-type duties of intermediate-skill level. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Laborers/Helpers” are individuals who work in manual occupations which generally require no special training to perform such duties. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

For the purposes of VETS-4212 reporting, employees who are considered to be “Service Workers” are individuals who provide protective or non-protective services to the public. A complete description and a list of worker types that fall under this job category can be found in regulation 41 CFR 61-300.

When completing VETS-4212 Reports, the contractor is to provide data on the total number of employees who are “Protected Veterans” for each of the 10 occupational categories in column A, and the total number of employees, including “Protected Veterans,” in column B. Blank spaces will be considered zeros.

Remote or satellite employees who work for a company off-site within the U.S. are typically included on the VETS-4212 Report for the location to which they report on a regular basis. This may require individuals who perform work outside of the state to be included on the report for the state to which they report on a regular basis.

For the purposes of VETS-4212 reporting, if the employee is active duty military personnel (including National Guardsmen and Reservists) and was deployed on active duty during the VETS-4212 reporting period, then the employee is not considered a covered veteran because the employee has not been discharged or released from active duty.

When completing VETS-4212 Reports, the contractor is to provide data on the total number of new hires who are “Protected Veterans” in column C, and the total number of new hires, including “Protected Veterans,” in column D. Providing new hire data for each of the occupational categories is optional. Blank spaces will be considered zeros.

Employees must be counted by veteran category as either new hires or current employees for each job category listed in the VETS-4212 report.  If the company does not employ covered veterans during a reporting period, it may enter zeros or leave the spaces blank.  Blank spaces will be considered zeros.

The “Maximum Number” is the greatest number of employees on board during the 12-month reporting period of the VETS-4212 Report. The “Minimum Number” is the fewest number of employees on board during the same 12-month reporting period. When filing VETS-4212 Reports, the “Maximum Number” of employees and the “Minimum Number” of employees may equal each other.

The VETS-4212 filing season begins August 1 and ends September 30. The preferred method to submit the VETS-4212 Report is online via the VETS-4212 Reporting Application. The report may also be submitted by email or U.S. mail. Reports will not be accepted before the filing season begins.

Requests for filing extensions are not accepted.

To create a new VETS-4212 report within the VETS-4212 Reporting Application, select the “My Reports” tab and select “Submit New Reports.” Under the “New Reports” section, select “Create.” At the top of the next screen, select the reporting organization from the list of available options and begin entering employee information. Click on “Submit Form” once all information has been entered.

If you receive a notification that the VETS-4212 reporting application is unavailable, we will be working to resolve this issue as quickly as possible. In the meantime, you can send your VETS-4212 Report(s) to the VETS-4212 Service Center at vets4212-customersupport@dolncc.dol.gov to be uploaded on your behalf.

The preferred method to submit the VETS-4212 Report is online via the VETS-4212 Reporting Application. The report may also be submitted by US postal mail or via email to the VETS-4212 Service Desk at vets4212-customersupport@dolncc.dol.gov. The VETS-4212 Report cannot be submitted in person or via fax. Please submit VETS-4212 Reports in .pdf format. Batch reports can be submitted in .txt or .csv formats. Reports submitted using a zip file format will not be accepted. Reports received via US postal mail or email will be entered into the VETS-4212 Reporting Application in the order they are received.

Upon receipt of the report, the VETS-4212 Service Desk will send an email confirming the receipt of the report. Once the report is submitted into the application, an additional email confirming the submission will be sent.

Blank copies of the VETS-4212 Report form, with instructions, are available for download on the VETS-4212 website.

The Office of Management and Budget (OMB) issues OMB numbers to identify the VETS-4212 Report form type as part of the Paperwork Reduction Act of 1995 for recordkeeping purposes and is not specific to the reporting company.

The Office of Management and Budget (OMB) provides expiration dates for all federal forms for recordkeeping purposes.  An updated VETS-4212 Report form is made available by the OMB upon the expiration of the previous version.  The expiration date appearing on the VETS-4212 Report form refers to the date up until which the form may be used and is not an indicator of a company's reporting compliance.  VETS-4212 Reports are to be completed annually between the dates of August 1st and September 30th.

Previously submitted VETS-4212 Reports may be edited via the VETS-4212 Reporting Application located under the “My Reports” tab. Next to the required report select “Details” located under the “Actions” column. Any edits made to the VETS-4212 Report will update the original “Date Received.” Edits to the parent company's information and company point of contact (POC) must be made prior to submission and cannot be modified when editing reports.

In order to refile, or resubmit a VETS-4212 Report, by US postal mail or email, a contractor will need to resubmit the report in its entirety. Please submit VETS-4212 Reports in .pdf format, or submit batch reports in .txt or .csv formats. Reports submitted in a zip file format will not be accepted. Please be aware that reports submitted online using the VETS-4212 Reporting Application can be edited or overwritten, but cannot be deleted. These reports will remain in the VETS-4212 Report database until the recordkeeping requirements are fulfilled.

No. The VETS-4212 Reporting Application is currently accepting submissions for the 2020 filing cycle only.

Upon successful submission of a VETS-4212 Report, contractors will receive an email confirmation of receipt notification for their records. These confirmation notifications should be used as verification of submission of the VETS-4212 Report by Federal contracting officers (CO) when obligating funds to an awarded contract. VETS does not require that a copy of a submitted VETS-4212 Report be produced as confirmation or validation of submission.

Copies of previously submitted reports may be viewed, downloaded, and printed by the user from the VETS-4212 Reporting Application. After locating the subject reports using the “My Reports” tab, click on “PDF” under the “Actions” column next to the selected report. Copies of submitted VETS-4212 Reports are only available via the VETS-4212 reporting application.

Previously submitted reports may be viewed online within the VETS-4212 Reporting Application from the “My Reports” tab.

When searching for previously submitted VETS-4212 Reports via the VETS-4212 Reporting Application, results may be sorted by clicking on the column name.

The “Download All Reports” button allows the user to create one file for all reports at once.

To complete this task, go under “My Reports” tab and select the “Download All Reports” button.

Verification of submitted VETS-4212 Reports from 2019 and 2020 may be obtained via the VETS-4212 webpage under the “Filing Verification” section.

Companies must keep copies of the completed annual VETS-4212 Reports submitted to the US Department of Labor (DOL) for a period of three years.

No. The VETS-4212 Service Desk is no longer sending out email reminders regarding the upcoming filing season. The VETS-4212 Report is due annually between August 1st and September 30th.

Companies with over 10 hiring locations are encouraged to submit their VETS-4212 Report via batch upload to expedite processing.

A “batch upload” is the means by which a company can submit multiple reports at once to the VETS-4212 Reporting Application for processing. The VETS-4212 Reporting Application is available for the submission of reports using the batch upload feature.

The file format for batch uploads is available on the VETS-4212 Reporting Application by selecting the “My Reports” tab from the home screen and selecting “Submit New Reports.” A complete description of the file format for VETS-4212 batch uploads can be found on the lower portion of the “Upload Batch” section.  The file format for hiring locations is also available in this section.  The file format for batch uploads and hiring locations is also available by visiting the VETS-4212 website.

To submit a batch set of VETS-4212 reports within the VETS-4212 Reporting Application, click on the “My Reports” tab from the home screen of the application. Under the “Upload Batch” section, click on “Browse” next to “Batch File.” Then click on "Locations File” only if "MSC" is entered as the type of form in the batch file. Files must be in plain text (.txt) or comma separated values (.csv) format. Batch upload files must also be less than 10MB in order to be processed.

The VETS-4212 Service Desk can provide verification of submitted batch uploads. Batch uploads may also be verified via the VETS-4212 Reporting Application; however, during the filing season it may take up to 24 hours for the submitted report to appear in the application. Batch uploads submitted to the VETS-4212 Service Desk via email are processed in the order in which they are received. An email notification will be sent to the company point of contact (POC) when the file has been processed.

Due to technical difficulties, batch upload processing may be delayed. After submission, a confirmation number should be received indicating a successful upload. Once the reports have been processed and completed, users will be notified via email.