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 codes established on the Job Code Table identify the EEO-4 Job Category for the job 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 codes. If your agency tracks contingent workers (CWRs), an EEO-4 Job Category of ‘N’ – No EEO Reporting should be designated.
Note: CAPPS does not send SPRS any information about CWRs.
The values include the following:
| EEO-4 Job Category Number | EEO-4 Job Category Value |
|---|---|
| 1 | Officials and Administrators |
| 2 | Professionals |
| 3 | Technicians |
| 4 | Protective Service |
| 5 | Paraprofessionals |
| 6 | Office/Clerical |
| 7 | Skilled Craft |
| 8 | Service Maintenance |
| N | No EEO-4 Reporting |
The Position Data identifies the functional job 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 according to the following guidelines:
| If the error is… | Then… |
|---|---|
| The employee’s EEO job category |
|
| The employee’s sex code |
|
| The employee’s race |
|
| The employee’s type (RF, RP, TF, TP) and/or assigned work hours |
Once the position is corrected, enter a corresponding Job Data Action = ‘DTA’ Reason = ‘038’ on the Job Data row using correct history and Position Override and confirm the new compensation rate on the compensation tab. Main Menu > Workforce Administration > Job Information > Job Data |
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 Wednesday, Aug. 14, 2019 to ensure transactions are sent to SPRS by the deadline.
Note: To request a copy of the 2019 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, 2018, through June 30, 2019)
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:
| Job Code as Reported and on Report | Job Description |
|---|---|
| A | Officials/Administrators |
| P | Professionals |
| T | Technicians |
| R | Protective Services |
| Q | Paraprofessionals |
| C | Administrative Support |
| S | Skilled Craft |
| M | Service/Maintenance |
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 in which 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 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
- 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
- Report will include employees that are active and regular full-time anytime during the one-month window (June 1–30, 2019).
- If an employee’s total work hours within a single agency are equal to 40, then the employee is considered “full-time” and is counted as ‘CRF’, ‘URF’ or ‘ERF’.
- 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)
- 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
- Report will include employees that are active and other than Regular Full-Time anytime during the one-month window (June 1–30, 2019).
- If the employee’s total work hours within a single agency are equal to 40, and the employee is considered “temporary,” the employee is counted as ‘CTF’ or ‘UTF’.
- 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)
- Employee must be Regular Full-Time (CRF, URF or ERF) and a new hire, reason code 010 only.
- Direct Transfers and Legislative Mandates are not included in this section; however, ‘New Hires’ may also appear in Section 1 or Section 2.
- Reporting period: July 1, 2018, through June 30, 2019 (One Federal Year).
Information contained in the summary report
Statewide Summary Report by Agency — This report shows totals within 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:
- 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, ‘P’ Professional, and agency two for 20 hours, $20,000, ‘A’ Officials/Administrators, 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 ‘A’. This employee appears in Section 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.
- 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, 2018, through June 30, 2019) will be reported in Section 3; the employee’s status, if changed June 1–30, 2019, will be reflected in Section 1 or Section 2.