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EEO-1 Data File Specifications

Memorandum

Date : July 2010
To : Private Employers
From : EEO-1 Joint Reporting Committee
Subject : EEO-1 Reports Submitted as a Data File (Submit electronically or on CD) - The Required Format (Rev. 7/2009)

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

rivate 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 electronically transmit a data file to eeo1.upload@eeoc.gov. You may also mail a data file on CD to:

EEO-1 Joint Reporting Committee
PO Box 78040
Washington, DC 20013-8040

EEO-1 data files must be formatted according to these specifications and must contain data records for the entire company, including the Headquarters Report (Status 3) and Consolidated Report (Status 2). Data files which do not have the required format will be rejected. For multi-establishment companies, data files must be accompanied by an XLS file of establishments, including the EEOC-assigned Unit Number, that are ‘closed/out of business’ or employ fewer than 50 employees in the current years EEO-1 survey.

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, including employees working at establishments employing fewer than 50 employees.
  2. Headquarters Report (Status 3) - Include only those employees working in the main office location of the parent company.
  3. Establishment Reports (Status 4) – Establishments employing 50 or more employees.

  4. OPTIONAL DATA RECORDS:

  5. Status Code 8 Reports (For Establishments 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, i.e. each establishment employing fewer than 50 employees.
    (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.
  6. Status 9 Code Reports - Use Status Code 9 for each establishment that is being reported for the first time (NEVER ASSIGNED A UNIT NUMBER) and has 50 or more employees.

    DO NOT INCLUDE INTERMEDIATE SUMMARY RECORDS FOR DIVISIONS, SUBSIDIARIES, AND GEOGRAPHIC AREAS.

LIST FILE (F ile 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).

EEO-1 Coordinator
CD SRP
EEO-1 Joint Reporting Committee
PO Box 78040 – Room 4SW22G
Washington, DC 20013-8040

Telephone : 866-663-6440 (Toll-free)
Fax : (202) 663-7185

EEOC is not responsible for CD damage during shipping.

The email transmitting the data file or letter accompanying the CD 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 will be notified via email following the upload of their data file(s). Log into the online database and click “Edit EEO-1”. Make all necessary corrections to ‘Incomplete’ (red) data records; or click “Certify Reports” if all data records are ‘Complete’ (green).

General Guidelines for Names and Addresses

Please observe the following rules for all names and addresses:

The only symbols and punctuation marks allowed in the Unit Name and Unit Address data fields are apostrophes and periods.

Do notbegin a name with "The". "The" should be attached at the end of a name; for example: The Greatest Corporation would be submitted in an EEO-1 report as Greatest Corporation The.

Internal company location codes may be indicated in the Unit Name data field (positions 16 – 50). However, such codes must follow the actual Unit Name.

In FIELD 4, UNIT NAME, POSITIONS 16 to 50, the company/establishment name must be a minimum of two (2) positions.

In FIELD 5, UNIT ADDRESS, POSITIONS 51 to 84, the UNIT ADDRESS must be a minimum of four (4) positions. The street address must begin with a number or ‘PO BOX’. DO NOT indicate ‘HOME ADDRESS’ or ‘WORKING FROM HOME’ in this data field. Employees working from home must be included in the EEO-1 report for the establishment to which they report.

The above revisions are implemented to improve the overall quality of EEO-1 data.

CD’s

CD’s must include 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 EXEL, as an example, may not be used to generate this report.

  1. Physical Characteristics
    1. Type of CD: IBM compatible , standard internal labels are required for each file on the diskette with the following included in the dataset names:

    2. 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

  3. 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:

  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 u0nit of a multi-establishment employer should have an NAICS code that describes the business activity performed by the most employees across all company holdings.

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
A
 (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

LINE-1
 

COLUMN A

COLUMN B

COLUMN C

COLUMN D

COLUMN E
 

COLUMN F

COLUMN G
 

COLUMN H

COLUMN I

COLUMN J
 

COLUMN K
 

COLUMN L

COLUMN M
 

COLUMN N

COLUMN O

 

LINE-2
 

LINE-3

LINE-4

LINE-5

LINE-6

LINE-7

LINE-8

LINE-9

LINE-10

LINE-11

310 - 1310

 
 

310 - 315

316 - 321

322 - 327

328 - 333

334 - 339
 

340 - 345

346 - 351
 

352 - 357

358 - 363

364 - 369
 

370 - 375
 

376 - 381

382 - 387
 

388 - 393

394 - 400

 

401 – 491
 

492 - 582

583 - 673

674 - 764

765 - 855

856 - 946

947 - 1037

1038 - 1128

1129 - 1219

1220 - 1310

1001

91
 

6

6

6

6

6
 

6

6
 

6

6

6
 

6
 

6

6
 

6

7

 

91
 

91

91

91

91

91

91

91

91

91

N

11 LINES - 91 POSITIONS EACH

EXECUTIVE/SENIOR LEVEL FFICIALS AND
MANAGERS (Line No. 1.1, Section D, on EEO-1 Form)

HISPANIC or LATINO MALES

HISPANIC or LATINO FEMALES

WHITE MALES

BLACK or AFRICAN AMERICAN MALES

NATIVE HAWAIIAN or OTHER PACIFIC
ISLANDER MALES

ASIAN MALES

AMERICAN INDIAN or
ALASKAN NATIVE MALES

TWO or MORE RACES MALES

WHITE FEMALES

BLACK or AFRICAN
AMERICAN FEMALES

NATIVE HAWAIIAN or OTHER
PACIFIC ISLANDER FEMALES

ASIAN FEMALES

AMERICAN INDIAN or
ALASKAN NATIVE FEMALES

TWO or MORE RACES FEMALES

TOTAL MALE AND FEMALE

 

First/Mid-Level Officials and Managers
(Line No. 1.2 , Section D, on EEO-1 Form)

PROFESSIONALS

TECHNICIANS

SALES WORKERS

ADMINISTRATIVE SUPPORT WORKERS

CRAFT WORKERS

OPERATIVES

LABORERS AND HELPERS

SERVICE WORKERS

TOTAL 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.
 EQUIRED