Equal Employment Opportunity (EEO)-4 Report

Overview

Applicable to

All state agencies

Policy

The Equal Employment Opportunity (EEO)-4 Report reflects state agency hiring practices for odd-numbered years. The report, consisting of an agency detail report and an agency summary report, is used by the Governor’s Office to comply with the reporting requirements of the U.S. Equal Employment Opportunity Commission (EEOC).

Using report selection criteria provided by the Governor’s Office, the statistics used to produce the EEO-4 Report are extracted from data state agencies entered or submitted in the Standardized Payroll/Personnel Reporting System (SPRS) or the Uniform Statewide Payroll/Personnel System (USPS).

Note: CAPPS HR/Payroll agencies, Hub and Central, submit EEO-4 data to SPRS to facilitate statewide reporting requirements. Corrections made in CAPPS are generated and sent to SPRS via an automated batch process, when applicable. CAPPS Central agencies can refer to CAPPS Central Agencies Correction Instructions and Report Criteria for additional information.

Preliminary reports

A preliminary report is provided to allow agencies time to review the data and enter or submit changes before the final report is sent to the Governor’s Office. Preliminary copies of the EEO-4 Report will be sent to agencies via electronic file transfer (EFT). Upon receipt of the preliminary report, the electronic Report Acknowledgement must be completed and submitted to the Comptroller’s office. The Comptroller’s office monitors these acknowledgements to ensure all agencies have received the report and therefore have the opportunity to make changes as needed. See Calendar for dates and times.

Corrections

Corrections must be made by the deadlines (CAPPS Central – 4:30 p.m.; SPRS – 5:30 p.m.; USPS – 7 p.m.) on Wednesday, Aug. 14, 2019. Any corrections to records after this date will not be reflected in the final report.

Note: For agencies that converted to CAPPS during the reporting period, data may require corrections in multiple systems. A Letter of Authorization (LOA) may be required to correct data in the legacy system (e.g. USPS).

Final reports

Final copies of the EEO-4 Report will be sent to each agency via EFT and to the Governor’s Office. The final report reflects all maintenance and corrections entered or submitted to SPRS or USPS. The Final Report Certification, attached to the final report, should be used to confirm that all data compiled for the federal EEOC are accurate. The form must be completed and mailed or faxed to the Governor’s Office by Aug. 26, 2019. See Calendar for dates and times.

Legal citation

The statutory authority for the EEO-4 Report is Section 709(c) of Title VII of the Civil Rights Act of 1964, as amended by the Equal Employment Opportunity Act of 1972.

Legend

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SPRS Agencies Correction Instructions and Report Criteria

This report is available with your daily downloads according to the calendar.

Correction Instructions

If you find any discrepancies in your agency’s EEO-4 Report, submit an EFT with corrections using the actual effective date(s) of change(s) to SPRS.

Important: You must complete and submit all corrections for the report period by 5:30 p.m. on Wednesday, Aug. 14, 2019.

Note: For help with reporting data corrections or to request a copy of the 2019 EEO-4 Report supporting detail file, contact your SPRS representative or 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:

Click on any column heading to sort by that column

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 the 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, 2019).
3. 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'.
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, 2019).
3. 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’.
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, 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:

1. An employee who is active and works two part-time jobs in a single agency, job one for 20 hours, $10,000, ‘T’, Technical and job two for 20 hours, $20,000, ‘P’ Professional, will show on the Detail Report as EEO Job Category ‘P’ Professional, with an assigned work hours total of 40. The Summary Report for this employee will reflect an accumulated salary of $30,000 under Category ‘P’ in Section 1.
2. 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.
3. 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 Hire’ is reported in Section 3.
4. 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.

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USPS Agencies Correction Instructions and Report Criteria

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

Correction Instructions

The HNHUE screen displays all assignment records for each employee, sorted by effective date. If you make corrections to any current data, be sure to also update all history records. Make corrections as follows:

If the error is…	Then…
The employee’s EEO job category	If the employee's current record on HMPHR is incorrect, correct it using reason code 038. If the EEO Job Category Code is incorrect in the employee’s prior history record on HNHU1, correct the HNHUE screen online.
The employee’s race or sex code	Correct the error on the HIDU1 screen. Remember the race code of “Other” is not valid.
The employee type (RF, RP, TF, TP) and/or assigned work hours	Submit a Letter of Authorization to your representative for any current (HMPHR) or historical (HNHU1) corrections, using the actual effective date of the change and/or correction.

Important: You must complete all corrections for the report period by 7 p.m. on Wednesday, Aug. 14, 2019.

Note: For help with reporting data corrections or to request a copy of the 2019 EEO-4 Report supporting detail file, please contact your USPS representative or 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:

Click on any column heading to sort by that column

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

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, 2019).
3. 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'.
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, 2019).
3. 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’.
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, 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:

1. An employee who is active and works two part-time jobs in a single agency, job one for 20 hours, $10,000, ‘T’, Technical and job two for 20 hours, $20,000, ‘P’ Professional, will show on the Detail Report as EEO Job Category ‘P’ Professional, with an assigned work hours total of 40. The Summary Report for this employee will reflect an accumulated salary of $30,000 under Category ‘P’ in Section 1.
2. 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.
3. 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.
4. 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.

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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	If the employee was assigned to the wrong functional job code, update the position number in Position Data using correct history. Once complete, confirm the associated Job Data and update the applicable effective dated row(s) using correct history. Main Menu > Organization Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info 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. Main Menu > Workforce Administration > Job Information > Job Data
The employee’s sex code	Correct the Gender field in Personal Data using correct history. Main Menu > Workforce Administration > Personal Information > Modify a Person > Biographical Details (under the Biographical History Grid)
The employee’s race	Correct the Ethnic Group field in Personal Data using correct history. Main Menu > Workforce Administration > Personal Information > Modify a Person > Regional (under the Ethnic Group Grid)
The employee’s 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. Main Menu > Organization Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Description (under the Job Information Grid) Correct the Standard Hours field using correct history. Main Menu > Organization Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Description (under the Salary Plan grid) Correct the FTE field using correct history Main Menu > Organization Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Specific Information (under the Education and Government grid) 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:

Click on any column heading to sort by that column

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

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, 2019).
3. 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’.
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, 2019).
3. 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’.
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, 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:

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, ‘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.
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, 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.