Equal Employment Opportunity (EEO)-4 Report

CAPPS Central Agencies Correction Instructions and Report Criteria

The Equal Employment Opportunity (EEO)-4 Report (FPP G.003) is available with your daily downloads according to the calendar.

Correction Instructions

The agency specific functional job category codes established on the Job Category Code Table identify the EEO-4 job category for the job category code on the Extended Attributes page in CAPPS. CAPPS is configured to include all the applicable selections and must be established for all agency specific functional job category codes. If your agency tracks contingent workers (CWRs), an EEO-4 job category code of No EEO Reporting (N) should be designated.

Note: CAPPS does not send SPRS any information about CWRs.

The values include:

The Position Data identifies the functional job category code assigned to each position. The Personal Data component displays certain information about the employee (e.g., 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 corrections are needed to data in CAPPS, correct the data as follows:

Important: Once corrections are made in CAPPS, the transactions are triggered to SPRS. Agency level 1 support may contact the CAPPS help desk for assistance with 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, Aug. 15, 2023, to ensure transactions are sent to SPRS by the deadline.

Note: To request a copy of the 2023 EEO-4 Report supporting detail file, call the help desk at (512) 463-4008. Available via EFT, the data detail files are raw data files that allow agencies to write their own reporting programs and create custom reports.

Report Criteria (Reporting Period: July 1, 2022, through June 30, 2023)

The EEO-4 Report contains two parts, a Detail Report and a Summary Report.

Detail Report

The Detail Report lists employees by the EEO job category sort order specified by the U.S. EEOC and includes assigned work hours and authorized salary columns.

The sort consists of:

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

The section numbers listed to the left of the Detail Report indicate the section of the Summary Report where each Social Security number (SSN) will appear. If the SSN is listed more than once with different section numbers and/or different agency numbers, the SSN will appear in more than one section of the Summary Report and count only once in that section, unless the employee was rehired with a break in service.

Summary Report

The EEO-4 Summary Report is divided into three sections. Employees are categorized into sections based on the following criteria:

Section 1 – Full-Time Employees

1. Employee must be regular full-time (CRF, URF or ERF) only.
   • CRF = classified regular full-time
   • URF = unclassified regular full-time
   • ERF = exempt regular full-time
2. Report will include employees that are active and regular full-time anytime during the one-month window (June 1-30, 2023).
3. If an employee’s total work hours in a single agency equal 40, the employee is considered full-time and is counted as CRF, URF or ERF.
4. The employee is also counted as CRF, URF or ERF if dual employment exists and jobs total 40 work hours.

Section 2 — Other Than Full-Time Employees (Includes Temporary Employees)

1. Employee must be other than regular full-time (ERP, CRP, URP, CTP, UTP, CTF or UTF) only.
   • ERP = exempt regular part-time
   • CRP = classified regular part-time
   • URP = unclassified regular part-time
   • CTP = classified temporary part-time
   • UTP = unclassified temporary part-time
   • CTF = classified temporary full-time
   • UTF = unclassified temporary full-time
2. Report will include employees that are active and other than regular full-time anytime during the one-month window (June 1-30, 2023).
3. If the employee’s total work hours in a single agency equal 40 and the employee is considered temporary, the employee is counted as CTF or UTF.
4. The employee is counted as CTF or UTF if dual employment exists and jobs total 40 work hours.

Section 3 – New Hires During Reporting Year – Permanent Full-Time Only (July 1-June 30)

1. Employee must be regular full-time (CRF, URF or ERF) and a new hire, reason code 010 only.
2. Direct transfers and legislative mandates are not included in this section; however, new hires may also appear in Section 1 or Section 2.
3. Reporting period: July 1, 2022, through June 30, 2023 (one federal year).

Information in the Summary Report

Statewide Summary Report by Agency — This report shows totals in each EEO-4 job category code for each agency by salary for total employees, total males for each race (American Indian or Alaskan Native, Asian, Black, Hispanic, Native Hawaiian or other Pacific Islander, white or two or more races) and total females for each race (American Indian or Alaskan Native, Asian, Black, Hispanic, Native Hawaiian or other Pacific Islander, white or two or more races).

Examples:

1. An employee who is active and employed by more than one state agency will appear at the agency where the employee works the most hours, is paid the highest authorized salary, and by which sort order reflects the highest EEO job category code or has the latest start date. Each agency’s data will appear on the EEO-4 Detail Report. The authorized salary will reflect an accumulated total in the Summary Report for that specified agency.
   • An employee who is active and works two part-time jobs in two different state agencies, agency one for 15 hours, $20,000, job category code P, and agency two for 20 hours, $20,000, job category code A, will be reported at the agency where he or she works 20 hours, with an accumulated salary total of $40,000 in EEO job category code A. This employee appears in Section 2.
2. Incoming transfers and legislative mandates may be included in Section 1 or Section 2, but will not be included in Section 3, new hires. The state of Texas is considered one jurisdiction by the U.S. EEOC. Only reason code 010, new hires, is reported in Section 3.
3. Status changes during the federal year will be reflected as follows: The employee’s status at the time of hire (for employees hired July 1, 2022, through June 30, 2023) will be reported in Section 3; the employee’s status, if changed June 1-30, 2023, will be reflected in Section 1 or Section 2.