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

Overview

Applicable to

State agencies and institutions of higher education.

Policy

The Texas Workforce Commission (TWC) reports minority hiring practices and the composition of certain populations in state agencies and institutions in the Equal Employment Opportunity and Minority Hiring Practices Report, which is submitted to the Legislature, the Legislative Budget Board and the Governor’s Office of Budget, Planning and Policy. The report includes a new hire summary and an agency workforce summary. Both summaries show the number of African Americans, Hispanic Americans, Caucasian Americans, other Americans, male, female and total employees in each job category code. See the legend of codes sections for the Centralized Accounting and Payroll/Personnel System (CAPPS), the Human Resource Information System (HRIS) and the Standardized Payroll/Personnel Reporting System (SPRS).

To support TWC’s production of its report, the Comptroller’s office extracts data from HRIS and SPRS to produce the Equal Employment Opportunity (EEO) Report using report selection criteria provided by TWC.

Preliminary Report

Agencies and institutions receive a preliminary report to allow time to review the data and enter or submit changes before the final report is sent to TWC. Preliminary copies of the 2024 Equal Employment Opportunity Report will be sent to agencies and institutions via electronic file transfer (EFT).

Acknowledgment Form

After receiving the preliminary report, agencies and institutions must complete the electronic Preliminary Equal Employment Opportunity Report Acknowledgment form in this FPP and submit it to the Comptroller’s office. The form is available via this FPP from the date the preliminary report is available through the acknowledgment due date. The Comptroller’s office monitors these forms to ensure all agencies and institutions have received the preliminary report and have had the opportunity to make changes as needed. See Calendar for dates and times.

Note: Agencies must submit the Report Acknowledgment form to the Comptroller’s office by 5 p.m. Central time on the deadline listed in the calendar.

Final Report

Final copies of the 2024 Equal Employment Opportunity Report are sent to each agency and institution via EFT. The final report reflects all maintenance or corrections entered or submitted to HRIS or SPRS (includes CAPPS data). The Comptroller’s office sends the final reports to the Civil Rights Division of TWC.

Instructions

Each instructions section of this FPP includes:

• Correction instructions
• Legend of codes
• Selection criteria (as defined by TWC)
• Supporting detail file format

Legal Citation

Texas Labor Code, Section 21.552.

2024 Equal Employment Opportunity (EEO) Report Correction Instructions, Legend of Codes, Selection Criteria and Supporting Detail File Format for CAPPS Central Agencies

Correction Instructions

EEO-4 job categories are established for each agency-specific functional job code on the Extended Attributes page of the job code table in CAPPS. CAPPS is configured to include all of the applicable selections for EEO and must be established by the agency for all agency-specific functional job codes.

If your agency tracks contingent workers (CWRs), an EEO job category of N — No EEO Reporting — must be designated. CAPPS does not send information about CWRs to SPRS.

If you find any discrepancies in your agency’s EEO report, enter a correction in CAPPS, which will trigger corrections in SPRS using the actual effective date(s) of change(s).

All corrections for the report period must be completed by 4:30 p.m. on Oct. 29, 2024. For help reporting data corrections to SPRS, call the CAPPS help desk at (512) 463-2277.

Legend of Codes (Reporting Period: Sept. 1, 2023, through Aug. 31, 2024)

EEO-4 Job Categories

The values include the following:

Click on any column heading to sort by that column.

Job Code as Reported and on Report	Job Description
A	Officials/Administrators
C	Administrative Support
M	Service/Maintenance
P	Professionals
Q	Paraprofessionals
R	Protective Services
S	Skilled Craft
T	Technicians

EEO Race Codes

Click on any column heading to sort by that column.

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

The Position Data component identifies the functional job code assigned to each position. The Personal Data component displays certain information about the employee such as sex, ethnic group and race. The Job Data component displays all assignment records for each employee displayed by effective date along with the applicable position details. If data corrections are needed in CAPPS, correct the data according to the following guidelines:

If the error is …	Then …
The employee’s EEO job category	If the employee was assigned to the wrong functional job code, update the position in Position Data using correct history. Once complete, confirm the associated Job Data and update the applicable effective dated row(s) using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position. — or — Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position. If the employee was assigned to the wrong position number in Job Data, identify the correct position number and update the applicable effective dated row(s) in Job Data using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Job. — or — Select the Navigator icon, then Menu, then Workforce Administration, then Job Information, then Manage Job.
The employee’s sex code	Correct the GENDER field in Personal Data using correct history. Go to the Workforce Administration Dashboard, then select Personal Data (under the Biographical History grid on the Biographical Details tab). — or — Select the Navigator icon, then Menu, then Workforce Administration, then Personal Information, then Modify a Person (under the Biographical History grid on the Biographical Details tab).
The employee’s race	Correct the ETHNIC GROUP field in Personal Data using correct history. Go to the Workforce Administration Dashboard, then select Personal Data (under the Ethnic Group grid on the Regional tab). — or — Select the Navigator icon, then Menu, then Workforce Administration, then Personal Information, then Modify a Person (under the Ethnic Group grid on the Regional tab).
The employee type (RF, RP, TF, TP) and/or assigned work hours	Correct the REG/TEMP and/or the FULL/PART TIME fields on the applicable effective dated position assigned to the employee using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Job Information section). — or — Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Job Information section). Correct the STANDARD HOURS field using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Salary Plan Information section). — or — Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Salary Plan Information section). Correct the FTE field using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Education and Government section). — or — Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Education and Government section). Once the position is corrected, enter a corresponding Job Data Action (= DTA) and Reason (= 038) on the Job Data row using correct history and Position Override, and confirm the new compensation rate on the compensation tab. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Job. — or — Select the Navigator icon, then Menu, then Workforce Administration, then Job Information, then Manage Job.

Important: After corrections are made in CAPPS, the transactions are triggered to SPRS. Agency level 1 support staff may contact the CAPPS help desk for help confirming and/or updating the applicable data in SPRS. All statewide data produced for CAPPS Central agencies is based on their data stored in SPRS. All corrections for the report period must be updated in CAPPS by 4:30 p.m. on Tuesday, Oct. 29, 2024, to ensure transactions are sent to SPRS by the deadline.

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) or S (SPRS) 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 or 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, CP25, SAD1 (agency 401), JD25 (agency 241) and EXCS (agencies 323 and 327).

Supporting Detail File Format

The file format for the supporting detail file for SPRS 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/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.

2024 Equal Employment Opportunity (EEO) Report Correction Instructions, Legend of Codes, Selection Criteria and Supporting Detail File Format for HRIS Institutions of Higher Education

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, please submit an EFT with corrections or enter the corrections online using the actual effective date(s) of change(s) to HRIS.

The deadline for completing and submitting all corrections for the report period is 4 p.m. for batch submissions and 7 p.m. for online transactions on Oct. 29, 2024.

If you need help reporting data corrections to HRIS, contact your HRIS representative or call the help desk at (512) 463-4008.

Legend of Codes (Reporting Period: Sept. 1, 2023, through Aug. 31, 2024)

EEO-6 Job Categories

Click on any column heading to sort by that column.

Job Code as Reported	Job Description	Job Code on Report
1	Executive/Administrative/Managerial	A
2	Faculty	P
3	Professional/Non-Faculty	P
4	Secretarial/Clerical	C
5	Technical/Paraprofessional	T
6	Skilled Craft Workers	S
7	Service Maintenance	M
8	Administrative (valid only for UT components)	A
9	Managerial (valid only for UT components)	A

EEO-1 Job Categories

Click on any column heading to sort by that column.

Job Code as Reported	Job Description	Job Code on Report
1	Officials/Managers	A
2	Professionals	P
3	Technicians	T
4	Sales	C
5	Office/Clerical	C
6	Craft Workers (skilled)	S
7	Operatives (semi-skilled)	M
8	Laborers (unskilled)	M
9	Service Workers	R

EEO Race Codes

Click on any column heading to sort by that column.

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
O	Race/Ethnicity Unknown

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 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, 015, 017, 510 and 910 are used to determine the new hire status.
7. Employee records that reflect an H (HRIS) or S (SPRS) 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 an institution of higher education 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. When a newly hired employee is reported with multiple regular full-time or part-time jobs/appointments, the report program selects the job with the longest appointment period. If there are multiple full-time or part-time jobs/appointments with equal appointment lengths, the report program selects the job with the lowest job category code value.

Supporting Detail File Format

The file format for the supporting detail file for institutions of higher education 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:
  

  Supporting detail file format layout.

  Field	Value
  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/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.

2024 Equal Employment Opportunity (EEO) Report Correction Instructions, Legend of Codes, Selection Criteria and Supporting Detail File Format for SPRS 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, submit an EFT with corrections using the actual effective date(s) of change(s) to SPRS.

You must complete and submit all corrections for the report period by 5 p.m. on Oct. 29, 2024.

If you need help reporting data corrections to SPRS, contact your SPRS representative or call the help desk at (512) 463-4008.

Legend of Codes (Reporting Period: Sept. 1, 2023, through Aug. 31, 2024)

EEO-4 Job Categories

Click on any column heading to sort by that column.

Job Code as Reported and on Report	Job Description
A	Officials/Administrators
C	Administrative Support
M	Service/Maintenance
P	Professionals
Q	Paraprofessionals
R	Protective Services
S	Skilled Craft
T	Technicians

EEO Race Codes

Click on any column heading to sort by that column.

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

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) or S (SPRS) 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 or 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, CP25, SAD1 (agency 401), JD25 (agency 241) and EXCS (agencies 323 and 327).

Supporting Detail File Format

The file format for the supporting detail file for SPRS 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/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.