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Annual Report (Statewide Hiring Practices for the Fiscal Year)

FPP F.005

Fiscal 2023 Annual Report Correction Instructions for USPS Agencies

Who Should Read

State agencies that use USPS.

Preliminary Annual Report

The preliminary Annual Report will be available with your daily downloads on Thursday, Sept. 21, 2023. If you find any discrepancies in the data that was extracted from USPS in your agency’s preliminary Annual Report, you must submit a Letter of Authorization Signature List for CAPPS HR/Payroll, HRIS, SPRS, USPS Data Changes (form 73-318).

Important: Letters of authorization (LOAs) for corrections for the reporting period must be submitted no later than 2 p.m. on Tuesday, Oct. 3, 2023. 

Legend of Codes

EEO-4 Job Categories

Job Code as Reported and on Report Job Description Report
A Officials/Administrators
C Administrative Support
E Elected Officials
M Service/Maintenance
O Elected Officials’ Staff
P Professionals
Q Paraprofessionals
R Protective Services
S Skilled Craft
T Technicians

Note: Report excludes EEO job category codes E (elected officials) and O (elected officials’ staff).

EEO Race Codes

Race Code Description
I American Indian or Alaskan Native
A Asian
B Black
H Hispanic
P Native Hawaiian or Other Pacific Islander
W White
M Two or More Races

Selection Criteria and Supporting Detail File Format

Using the following selection criteria, the new hire summary shows the number of African American, Hispanic American and female employees hired in each job code and the total number of new hires and others in each job code. The agency workforce summary shows the number of African American, Hispanic American and female employees in the workforce in each job code.

Selection Criteria

  1. Employee type must be regular full time or regular part time.
  2. Categories include Total Number of Employees, African Americans, Hispanic Americans, Total Females and Total Number of Others.
  3. The EEO job category code reflected in the new hire section is determined by the EEO value reported on the hire date.
  4. An employee’s EEO status in the Workforce Detail and Summary Reports is determined by using the EEO job category code in the most current report period.
  5. Regular full-time or part-time employees who are active anytime during the report period are counted in the total workforce figures.
  6. Reason codes 010, 012 and LEG (legislative transfers) are used to determine the new hire status.
  7. A regular full-time or part-time employee who is hired with one EEO job category code that is changed to another code in the same reporting period will be counted in the new hire figures with the original code. The workforce figures will reflect the latest EEO job category code for the reporting period.
  8. Any regular full-time or part-time employee who transfers to or is merged within another state agency due to legislation will be counted in the new hire figures and in the workforce figures of the new agency.
  9. Any regular full-time or part-time employee who is terminated and returns in the same reporting period as a regular full-time or part-time employee will be counted in the new hire figures separately for each hiring occurrence and in the workforce figures separately for each period of employment.
  10. The New Hire and Workforce Detail Reports list regular full-time and part-time employees who are active anytime during the report period.
  11. Report excludes EEO job category codes E (elected officials) and O (elected officials’ staff).

Note: Employees in job class codes BD25, PD25, JD25, CP25, SAD1 (agency 401 only) and EXCS (agencies 323 and 327 only) are excluded from the report unless the employee changed during the report period from a job class and EEO job category code that would normally appear on the report.