EEO-1 Data File Specifications

Memorandum

Date : July 2009

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. 7/2009)

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

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/employers/eeo1survey ; or electronically transmit a data file to eeo1.upload@eeoc.gov. You may also mail a data file on CD or diskette 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�.

Multi-establishment employer data file will consists of the following records (Attachment 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.
Headquarters Report (Status 3) - Include only those employees working in the main office location of the parent company.
Establishment Reports (Status 4) - Establishments employing 50 or more employees.

OPTIONAL DATA RECORDS:

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.
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 (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 78040 � Room 4SW22G
Washington, DC 20013-8040

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

EEOC is not responsible for CD or diskette damage during shipping.

The email transmitting the data file or letter accompanying the CD or diskette 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:

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. 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.

CD's/Diskettes

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.

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.
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:

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