August 1, 2016
Attn: Director of Human Resources
CITY, STATE ZIP
Company Number: XXXXXX
EEO-1 Online Filing Application Website: http://www.eeoc.gov/eeo1survey
Get Password for Online Filing Application: https://egov.eeoc.gov/eeo1/get_password.jsp
Dear Private Employer:
The 2016 EEO-1 Online Filing System is OPEN. This letter includes important information about the 2016 EEO-1 survey.
2016 EEO-1 SURVEY CHANGES
Beginning with the 2016 EEO-1 filing, companies who choose to file via datafile transfer can now complete the process themselves. By uploading your datafile according to the specifications to the Online Filing System, you are no longer required to wait for confirmation that your datafile has been uploaded. You will be informed immediately of acceptance or errors regarding your company's submission. As a reminder, companies MAY NOT include multiple records with the same address, NAICS code, and Employer Identification Number (EIN). For these multiple records, the company will be required to either change the NAICS code or combine these records into ONE record. You may seek technical guidance at www.eeoc.gov/eeo1survey.
* * * MOST IMPORTANT * * *
The 2016 EEO-1 report must be submitted and certified on or before September 30, 2016.
The Equal Employment Opportunity Commission (EEOC) has developed four convenient methods for filing your report:
EEO-1 Online Filing System
The easiest, most efficient and preferred method of filing the EEO-1 report, for most employers, is through the EEO-1 Online Filing System. Companies may log into their unique database at: http://www.eeoc.gov/eeo1survey, provide the unique Company number above, along with the EEO-1 Contact's email id in order to obtain the company password. ONLY include establishments located in the 50 states and the District of Columbia. If you choose to submit Type 6 records for establishments employing fewer than 50 employees, you MUST manually enter employment data categorized by race, gender and job category in the Type 2-Consolidated Report for ALL company employees.
Employers may submit reports as datafiles (ASCII/TXT or CSV/XML). To submit EEO-1 electronic datafiles ALL employers must submit datafiles by clicking the "Upload EEO-1 File" link in the EEO-1 Filing Application and following the on-line instructions. The format of your datafile(s) must follow the file layout(s) set forth in the EEOC-approved specifications available at http://www.eeoc.gov/eeo1survey. Only include data records for establishments located in the 50 States and the District of Columbia. DO NOT include data records for establishments with zero employment. Once data has been uploaded the user MUST still certify their survey by clicking the "Certify Report" button in the Online Filing System.
Computer Printouts and paper format
Use of paper reports is discouraged. For employers who must file in this manner please contact the EEO-1 Joint Reporting Committee at 1-866-286-6440.
Postal Code Lookup Table - For your convenience, the EEO-1 Joint Reporting Committee is providing employers with a postal code lookup spreadsheet which will be useful to employers as they update or add new establishments. This document can be found at www.eeoc.goc/eeo1survey under the "Additional Documentation" section.
Regardless of the EEO-1 reporting method used, ALL multi-establishment companies MUST submit a Type 2-Consolidated Report, Type 3-Headquarters Report and a separate report for each remaining establishment (location) of the company. Other than the Type 2-Consolidated Report, which must include all employees, employees working at various establishments MAY NOT be combined into a single EEO-1 report. Employees working from home MUST be included in the EEO-1 report for the establishment to which they report.
If your company experienced a merger or acquisition, email email@example.com PRIOR to submitting the 2016 EEO-1 report. If your company experienced a spin-off to become an independent company, email firstname.lastname@example.org. This will avoid receipt of violation notices. For additional information of what to include in your email, please visit the EEO-1 Survey webpage at www.eeoc.gov/eeo1survey.
Note: You may change your Contact Person Email ID by sending the EEOC a signed change request on company letterhead with the Login id or company number (if known), name, title, phone number and email address of the new contact person at your company. This change request MUST be signed by an authorized company representative in order for the change request to be processed. Please either scan and email this request to email@example.com or fax to 1-866-262-0032. Your new contact will receive an email with company number and password once your change request has been submitted.
EEO-1 Survey Information
Filing the EEO-1 survey report is not voluntary, but required by federal law: Section 709(c), Title VII of the Civil Rights Act of 1964, as amended; and §1602.7-§1602.14, Title 29, Chapter XIV, of the Federal Code of Regulations. Relevant legal texts are printed in the EEO-1 instruction booklet. We are prepared to assist you. You can reach us at:
EEO-1 Joint Reporting Committee Telephone: 877-392-4647 (toll-free) P. O. Box 3128 Fax: 866-262-0032 Reston, VA 20195 E-mail: E1.firstname.lastname@example.org
When and Where to File
The EEO-1 Joint Reporting Committee