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, and consists of an agency detail report and an agency summary report. The governor’s office uses the report 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 see CAPPS Central Agencies Correction Instructions and Report Criteria for more information.

Preliminary Reports

Agencies receive a preliminary report so they will have time to review the data and enter or submit changes before the final report goes to the governor’s office. Agencies will receive preliminary copies of the EEO-4 Report via electronic file transfer (EFT). On receipt of the preliminary report, agencies must complete the electronic report acknowledgment and submit it to the Comptroller’s office. The Comptroller’s office monitors these acknowledgments to ensure all agencies have received the report and have had 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.) on Tuesday, Aug. 15, 2023. 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

The Comptroller’s office will send final copies of the EEO-4 Report 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. Agencies should use the 2023 EEO-4 Statewide Final Report Certification in PDF or the EEO-4 Statewide Final Report Certification in Microsoft Word to confirm that all data compiled for the federal EEOC is accurate. Agencies must download and complete the form and email it to the governor’s office at eeo4reports@gov.texas.gov by Aug. 31, 2023. 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

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 Tuesday, Aug. 15, 2023.

Note: For help with reporting data corrections or to request a copy of the 2023 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, 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 code 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 Category 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 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 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 who 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 who 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 works two part-time jobs in a single agency, job one for 20 hours, $10,000, job category code technical (T), and job two for 20 hours, $20,000, job category code professional (P), will show on the Detail Report with EEO job category code P, with an assigned work hours total of 40. The Summary Report for this employee will reflect an accumulated salary of $30,000 under code 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, job category code P, and agency two for 20 hours, $20,000, job category code officials/administrators (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.
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, 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.

USPS Agencies Correction Instructions and Report Criteria

Correction Instructions

If you find any discrepancies in your agency’s EEO-4 Report related to historic data in USPS for the reporting period, you must submit a Letter of Authorization Signature List for CAPPS HR/Payroll, HRIS, SPRS, USPS Data Changes (form 73-318).

Important: Letters of authorization (LOAs) for corrections for the reporting period must be submitted no later than 2 p.m. on Tuesday, Aug. 15, 2023. 

Note: For help with reporting data corrections or to request a copy of the 2023 EEO-4 Report supporting detail file, please contact your SPRS representative or call the help desk at (512) 463-4008.

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 code 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 Category 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 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 works two part-time jobs in a single agency, job one for 20 hours, $10,000, job category code technical (T), and job two for 20 hours, $20,000, job category code professional (P), will show on the Detail Report as EEO job category code P with 40 total assigned work hours. The Summary Report for this employee will reflect an accumulated salary of $30,000 under job category code 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, 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.
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, 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.

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:

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 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:

If the error is …	and …	Then …
The employee’s EEO job category	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. Workforce Administration Dashboard Workforce Administration > Manage Human Resources > Manage Position > Position Data page (Job Information section)  – or – NavBar Navigator > Menu > Organization Development > Position Management > Manage Position > Position Data page (Job Information section)
	The employee was assigned to the wrong position number	Identify the correct position number and update the applicable effective dated row(s) in Job Data using correct history.   Workforce Administration Dashboard Workforce Administration > Manage Human Resources > Manage Job > Work Location page       – or – NavBar Navigator > Menu > Workforce Administration > Job Information > Manage Job > Work Location page
	The EEO job category code is incorrect on the Job Code table	Update the EEO job category code on the Job Code Setup table using correct history.  Workforce Administration Dashboard Workforce Administration > Manage Human Resources > HR Administration > Setup > Job Code Table > Extended Attributes tab (Reporting section)   – or – NavBar Navigator > Menu > Setup HRMS > Foundation Tables > Job Attributes > Define Job Code > Extended Attributes tab (Reporting section)  – and – Open a ticket listing the job codes that have been updated and the employees who reside in the job code, and request manual transactions be completed to update SPRS.
The employee’s sex code		Correct the Gender field in Personal Data using correct history. Workforce Administration Dashboard Workforce Administration > Personal Data > Personal Information >Biographical Details tab (Biographical History section)  – or – NavBar Navigator > Menu > Workforce Administration > Personal Information > Modify a Person > Biographical Details tab (Biographical History section)
The employee’s race		Correct the Ethnic Group field in Personal Data using correct history. Workforce Administration Dashboard Workforce Administration > Personal Data > Personal Information > Regional tab (Ethnic Group section)  – or – NavBar Navigator > 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. Workforce Administration Dashboard Workforce Administration > Manage Human Resources > Manage Position > Position Data page (Job Information section) – or – NavBar Navigator > Organization Development > Position Management > Manage Position > Position Data page (Job Information section)  Correct the Standard Hours field using correct history. Workforce Administration Dashboard Workforce Administration > Manage Human Resources > Manage Position > Position Data page (Salary Plan Information section) – or – NavBar Navigator > Organization Development > Position Management > Manage Position > Position Data page (Salary Plan Information section) Correct the FTE field using correct history. Workforce Administration Dashboard Workforce Administration > Manage Human Resources > Manage Position > Additional Information page – or – NavBar Navigator > Organization Development > Position Management > Manage Position > Additional Information page (Salary Plan Information section) Once the position is corrected, use “correct history” to toggle the position on all impacted Job rows for the associated employee. Submit LOAs as necessary to correct rows earlier than the 1st of the prior month. Workforce Administration Dashboard Workforce Administration > Manage Human Resources > Manage Job > Work Location page – or – NavBar Navigator > Menu > Workforce Administration > Job Information > Manage Job > Work Location page

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:

Click on any column heading to sort by that column

Job Category 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 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.