Equal Employment Opportunity Report – Hiring Practices for the Fiscal Year for State Agencies and Institutions

2023 Equal Employment Opportunity (EEO) Report Correction Instructions, Legend of Codes, Selection Criteria and Supporting Detail File Format for USPS Agencies

This report is available with your daily downloads according to the Calendar in this FPP.

Correction Instructions

If you find any discrepancies in your agency’s EEO Report related to historic data in USPS for the reporting period, you must submit a Letter of Authorization for Data Changes to CAPPS HR/Payroll, HRIS, SPRS, USPS (form 73-313). 

Important: Letters of authorization (LOAs) for corrections for the reporting period must be submitted no later than 2 p.m. on Oct. 27, 2023.  

Legend of Codes (Reporting Period: Sept. 1, 2022, through Aug. 31, 2023)

EEO-4 Job Categories

Click on any column heading to sort by that column.

EEO Race Codes

Click on any column heading to sort by that column.

Selection Criteria

1. Employee type must be regular full time or regular part time.
2. Categories listed include total number of employees, Caucasian Americans, African Americans, Hispanic Americans, other Americans, males and females. Columns display the total number of males and females in the workforce for Caucasian Americans, African Americans and Hispanic Americans by job category code.
3. The EEO job category code reflected in the new hire section is determined by the EEO value reported at the time of hire.
4. An employee’s EEO status in the Workforce Detail and Summary Reports is determined by using the EEO job category code for a full-time or part-time position 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. Employee records that reflect an H (HRIS), S (SPRS) or U (USPS) in the SYSTEM FLAG field are extracted from the system indicated.
8. A regular full-time or part-time employee hired with one EEO job category code and changed to another EEO job category code in the same reporting period will be counted in the new hire figures with the original EEO job category code. The workforce figures will reflect the latest EEO job category for the reporting period.
9. 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.
10. 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.
11. The New Hire and Workforce Detail Reports list regular full-time and part-time employees who are active anytime during the report period.
12. Report excludes EEO job category codes E (elected officials) and O (elected officials’ staff) and job class codes BD25 and CP25.

Supporting Detail File Format

The file format for the supporting detail file for USPS agencies is shown below. This is a raw data file that allows agencies to write their own reporting programs and create custom reports.

• Record Length: 43
• Recording Format: FB
• Layout:
  

  Agency Number	X(3)
  Social Security Number	X(9)
  Name	X(25)
  EEO Job Category Code (on report)	X(1)
  EEO Job Category Code (as reported)	X(1)
  Race Code	X(1)
  Sex Code	X(1)
  New Hire Indicator	X(1) (Y or N)
  HRIS/USPS/SPRS Indicator	X(1)

Note: Records are first sorted into workforce and new hire records. Within these two groups the records are sorted by EEO job category code on report, race and sex.