Military Workforce Summary Reports and Military Complaint Reporting

Overview

Applicable to

State agencies and institutions of higher education.

NOTE TO PUBLIC COMMUNITY AND JUNIOR COLLEGES: The policy information on this Overview page is not intended for public community and junior colleges. See instead the Public Community/Junior Colleges Military Workforce Reporting Criteria area of this fiscal policy and procedure (FPP) for public community and junior college policy and reporting information.

Legend

Policy for State Agencies and Institutions (Except Public Community and Junior Colleges)

Background

The Military Workforce Summary Report compiles and analyzes information on the hiring and employment of veterans by Texas state agencies and institutions of higher education.

As required by Texas Government Code, Section 657.008(c), the Comptroller’s office annually files this report with the Legislature following the fourth quarter of the fiscal year and before Dec. 1. Additionally, the report is distributed to other elected officials and the Texas Veterans Commission.

For agencies and institutions (except public community and junior colleges), the Military Workforce Summary Report is based on data submitted from one of the following Comptroller systems:

• Human Resource Information System (HRIS).
• Standardized Payroll/Personnel Reporting System (SPRS).
• Centralized Accounting and Payroll/Personnel System (CAPPS).

Each quarterly Military Workforce Summary Report is also available online and includes the number of complaints received and complaints resolved relating to military employment decisions, as reported on the electronic Report Acknowledgment form (see below for more on the form).

Receiving and Correcting the Quarterly Report

Quarterly Military Workforce Summary Reports are sent to state agencies and institutions (except public community and junior colleges) via electronic file transfer (EFT) on the forms available dates listed in the calendar of this FPP. As with the cumulative annual report, quarterly reports are available online.

Agencies and institutions have until the forms deadline quarterly dates listed in this FPP’s calendar to submit the Summary Report Acknowledgment/Military Complaint Reporting form.

Please note that no preliminary versions of this report are produced. Agencies and institutions should review the prior quarter’s Military Workforce Summary Report to determine if corrections are needed. Changes made after the report is generated are reflected in the following quarter’s report.

Summary Report Acknowledgment/Military Complaint Reporting Requirement

After receiving the quarterly report via EFT, agencies and institutions (except public community and junior colleges):

1. Acknowledge to the Comptroller’s office the receipt of the quarterly Military Workforce Summary Report.
2. Report the number of complaints received and complaints resolved relating to military employment decisions for the quarter listed on the report per Texas Government Code, Section 657.008(a)(3).

Using the Electronic Military Workforce Summary Report Acknowledgment Form

Agencies and institutions (except public community and junior colleges) must use the Comptroller’s electronic Military Workforce Summary Report Acknowledgment form for the quarterly report acknowledgment and complaint reporting requirement (the form has areas for both). See the right-side Forms area of this FPP for the electronic acknowledgment form or for when the form will be available.

Note: The electronic form will not send unless all required fields are completed.

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

Legal Citation

Filing quarterly and annual military employment preferences reports with the Legislature: Texas Government Code, Section 657.008.

HRIS Military Workforce Summary Report Criteria

This quarterly report is available with your daily downloads.

Veteran Indicator Field

Values	Value Descriptions
V	Veteran preference
W	A surviving spouse
O	Orphan of a veteran
S	Spouse of an active-duty member
H	Disabled veteran’s spouse who is primary source of income
U	Unknown
Y	Yes, but not eligible for veteran preference
N	Not a veteran

HRIS/SPRS Indicator Field

Values	Value Description
H	Data extracted from Human Resource Information System

Report Criteria

1. All employees hired during the report period are reflected in the new hire figures.
2. All employees who were employed during the report period are reflected in the workforce figures.
3. The veteran status reflected in the new hire section is determined by the veteran indicator value reported at the time of hire.
4. Reason codes 010, 015, 017, 510 and 910 are used to determine new hire status.

   Note: Higher education employees with reason code 510 will appear in the new hire figures if the effective date of the hire date originally reported is changed to reflect a hire date that is in the report period.

5. Employees with a veteran indicator value of V will be counted only once in the military preference figure and will be counted once in the total military figure on the summary report. The detail reports, however, will reflect a value of Y in the military indicator column and a value of V in the military preference column.
6. Employees with a veteran indicator value of W, O, S or H will be counted only once in the military preference figure on the summary report. Employees with W, O, S or H are not counted in the total veterans figure. The detail reports, however, will reflect a value of N in the veteran indicator column and a value of W, O, S or H in the veteran preference column.
7. Employees with a veteran indicator value of Y will be counted once in the other military figure and will be counted once in the total military figure on the summary report. The detail reports, however, will reflect a value of Y in the military indicator column and a value of N in the military preference column.
8. Employees with a veteran indicator value of N or U will not be included in the other military or military preference figures on the summary report.
9. A veteran indicator value of U must be reported on an employee's record when the employee does not return a military survey form to the agency.
10. A newly hired employee, reported with a veteran indicator value of Y, N, V, W, O, S, H or U at the time of hire, will be listed on the summary report in the new hire section and counted accordingly. A change to the veteran indicator value after the hire date but during the report period will be reflected only on the summary report in the total employee section and counted accordingly.
11. The most current veteran indicator value reported in the report period will be used to determine an employee’s military status in the workforce detail and summary reports.
12. Employee records will reflect an H in the HRIS/SPRS INDICATOR field, denoting from which system the data was extracted.
13. The total military figure counts all employees with either a Y or a V. Employees with W, O, S or H are not counted in the total military figure.
14. The total military column is the percentage of all institution or agency employees who are veterans.

The file format for the extract file is shown below. If you need help entering data corrections or to request the extract file via electronic file transfer, contact your HRIS representative or call the help desk at (512) 463-4008.

Extract File Information

Record Length:	40
Block Size:	24000
Recording Format:	FB
Layout:	Agency number	X(3)
	Social Security number	X(9)
	Name	X(25)
	Vet flag	X(1)
	Vet preference	X(1)
	HRIS/SPRS	X(1)

This is a raw data file that allows agencies to write their own reconciliation programs and create custom reports.

SPRS Military Workforce Summary Report Criteria

This quarterly report is available with your daily downloads.

Veteran Indicator Field

Values	Value Descriptions
Y	Yes: A veteran
N	No: Not a veteran
U	Unknown

Veteran Preference Indicator Field

Values	Value Descriptions
V	Veteran preference
W	A surviving spouse
O	Orphan of a veteran
S	Spouse of an active-duty member
H	Disabled veteran’s spouse who is primary source of income
U	Unknown
N	Not eligible

HRIS/SPRS Indicator Field

Values	Value Description
S	Data extracted from Standardized Payroll/Personnel Reporting System

Report Criteria

1. All employees hired during the report period are reflected in the new hire figures.
2. All employees who were employed during the report period are reflected in the workforce figures.
3. The military status reflected in the new hire section is determined by the veteran indicator and veteran preference indicator values reported for the hire date.
4. Reason codes 010, 012 and LEG are used to determine new hire status.
5. All employees, excluding employees in job classification codes L015, EXCS, BD25, JD25, CP25, SAD1 and PD25, are reflected in the report.
6. Employees with a veteran indicator value of Y and a veteran preference indicator value of V, W, O, S or H on the detail report will be counted only once in the military preference figure on the summary report. Employees with W, O, S or H are not counted in the total military figure on the summary report.
7. Employees with a veteran indicator value of Y and a veteran preference indicator value of U on the detail report will be counted only once in the other military figure and will be counted once in the total military figure on the summary report.
8. Employees with a veteran indicator value of Y, but who do not qualify for military preference, should be reported to SPRS with a veteran preference indicator value of N. These employees will be counted only once in the detail report, will be counted only once in the other military figure and will be counted once in the total military figure on the summary report.
9. Employees with a veteran indicator value of N and a veteran preference indicator value of V, W, O, S or H on the detail report will be counted only once in the military preference figure on the summary report.
10. Employees with a veteran indicator value of U must be reported to SPRS with a veteran preference indicator value of U. These employees will not be included in the other military or military preference figures on the summary report.
11. A veteran indicator value of U and a veteran preference indicator of U must be reported on an employee's record when the employee does not return a military survey form to the agency.
12. Employees with a veteran indicator value of N or U and a veteran preference indicator value of N or U on the detail report will not be included in the other military or military preference figures on the summary report.
13. A newly hired employee reported with a veteran indicator value of Y, N or U or a veteran preference indicator value of V, W, O, S, H, U or N at the time of hire will be listed on the summary report in the new hire section and counted accordingly. A change to the veteran indicator or veteran preference indicator values after the hire date but during the report period will be reflected only on the summary report in the total employee section of the workforce detail report and counted accordingly.
14. The most current veteran indicator or veteran preference indicator value reported in the report period will be used to determine an employee's military status in the workforce detail and summary reports.
15. Employee records will reflect an S in the HRIS/SPRS INDICATOR field, denoting which system the data was extracted from.
16. The total military figure counts all employees with either a Y or a V. Employees with W, O, S or H are not counted in the total military figure.
17. The total military column is the percentage of all agency employees who are veterans.

The file format for the extract file is shown below. If you need help reporting data corrections or to request the extract file via electronic file transfer, contact the SPRS and CAPPS authorized support staff help desk at (512) 463-2277 or capps.help@cpa.texas.gov.

Extract File Information

Record Length:	40
Block Size:	24000
Recording Format:	FB
Layout:	Agency number	X(3)
	Social Security number	X(9)
	Name	X(25)
	Vet flag	X(1)
	Vet preference	X(1)
	HRIS/SPRS	X(1)

This is a raw data file that allows agencies to write their own reconciliation programs and create custom reports.

Public Community and Junior Colleges Military Workforce Reporting Criteria

Policy for Public Community and Junior Colleges Military Workforce Reporting

Background

The Military Workforce Summary Report compiles and analyzes information on the hiring and employment of veterans by Texas state agencies and institutions of higher education, including public community and junior colleges.

As required by Texas Government Code, Section 657.008(c), the Comptroller’s office annually files this report with the Legislature following the end of the fourth quarter of the fiscal year and before Dec. 1. Additionally, the report is distributed to other elected officials, the Texas Veterans Commission and the American Legion. The Comptroller’s office also provides the information online each quarter of the fiscal year.

Why are public community and junior colleges now required to report the appropriate information to the Comptroller’s office? This is due to changes to Chapter 657, Government Code, enacted during the 84th Legislature, Regular Session, in which the definition of state agency — specifically institutions of higher education — was changed to include public community and junior colleges for the purposes of reporting veteran preference hiring data only.

Reporting Quarterly Report Data to the Comptroller’s Office

The Military Workforce Summary Report is based on veteran hiring and employment data submitted quarterly to the Comptroller’s office. Public community and junior colleges are required to submit this data online to the Comptroller’s office using the electronic Military Workforce Reporting for Public Community/Junior Colleges form.

The form is made available quarterly on the home page of this FPP. See the home page calendar for the dates when the Comptroller’s office makes the form available.

Quarterly Reporting Deadlines

Public community and junior colleges have until the quarterly reporting forms deadline listed in this FPP’s calendar to submit the required reporting information to the Comptroller’s office and have those entries reflected in the online quarterly report.

The reporting form deadline is typically one week after the electronic reporting form is made available.

Note: The regular first quarter reporting deadline falls during the December holiday break. For public community and junior colleges, the reporting deadline date has been extended into January. See this FPP’s calendar for the date.

Annual Report Availability

The cumulative Military Workforce Summary Report for the entire fiscal year is also available online and includes fiscal year totals for the number of complaints received and complaints resolved relating to veteran employment decisions, as reported on the electronic reporting form.

Veteran Complaint Reporting Requirement

In addition to submitting the required data quarterly and having those entries reflected in the online quarterly report, public community and junior colleges are also required to report the number of complaints received and complaints resolved relating to veteran employment decisions for the quarter listed on the report, per Texas Government Code, Section 657.008(a)(3).

Both of these requirements are carried out on the electronic Military Workforce Reporting for Public Community/Junior Colleges form as described in the next section.

Using the Electronic Military Workforce Reporting for Community/Junior Colleges Form

Public community and junior colleges must use the Comptroller’s electronic Military Workforce Reporting for Public Community/Junior Colleges form made available quarterly in this FPP for:

• Providing required quarterly and year-to-date veteran hiring and employment data to the Comptroller’s office.
• Fulfilling the veteran complaint reporting requirement.

See the right-side Forms area on this FPP’s home page for the electronic form, or for the date the form will be made available.

Note: The electronic form will not send unless all required fields are completed.

Note: Public community and junior colleges must submit the quarterly Military Workforce Reporting for Community/Junior Colleges form to the Comptroller’s office by the deadline listed in the calendar.

FIELD DESCRIPTIONS for the Military Workforce Reporting for Public Community/Junior Colleges Form

Quarterly Military New Hires

1. TOTAL NEW HIRES

Report the total number of employees hired by the public community or junior college during the report period (quarter being reported).

2. TOTAL OTHER MIL NEW HIRES

All employees hired by the public community or junior college during the report period (quarter being reported) who advised that they were veterans but did not claim preference in hiring.

3. TOTAL PREF MIL NEW HIRES

All employees hired by the public community or junior college during the report period (quarter being reported) who advised that they were entitled to claim preference in hiring under the enabling statute.

4. % OF PREF MIL NEW HIRES

Percentage of employees hired by the public community or junior college during the report period (quarter being reported) who reported as eligible for preference, including veterans entitled to preference, surviving spouses, orphans of veterans, the spouse of an active-duty member, and a disabled veteran’s spouse who is the primary source of income. Calculate the percentage by dividing the amount reported in the TOTAL PREF MIL NEW HIRES field by the amount reported in the TOTAL NEW HIRES field.

Quarterly Veteran Complaints

1. COMPLAINTS RECEIVED

Report the total number of complaints regarding military hiring preference received by the public community or junior college during the reporting period.

2. COMPLAINTS RESOLVED

Report the total number of complaints regarding military hiring preference resolved by the public community or junior college during the reporting period.

Fiscal Year-to-Date Military Employment

1. TOTAL STATE EMPLOYEES

Report the total number of employees who worked for the public community or junior college during the fiscal year to date in the TOTAL STATE EMPLOYEES field.

2. TOTAL OTHER MIL EMPLOYEES

Report the total number of employees who worked for the public community or junior college who advised that they are veterans but have not claimed preference in hiring during the fiscal year to date.

3. TOTAL PREF MIL EMPLOYEES

Report the total number of employees who worked for the public community or junior college during the fiscal year to date and who claimed preference in hiring as a veteran, a surviving spouse, orphan of a veteran, the spouse of an active-duty member, or a disabled veteran’s spouse who is the primary source of income eligible for a preference in hiring.

4. % OF PREF MIL EMPLOYEES

Report the percentage of employees who worked for the public community or junior college and who reported themselves as eligible for military preference, including those who claimed preference as a surviving spouse or orphan of a veteran, spouse of an active-duty member, or a disabled veteran’s spouse who is the primary source of income during the fiscal year to date. The percentage is calculated by dividing the amount reported in the TOTAL PREF MIL EMPLOYEES field by the amount reported in the TOTAL STATE EMPLOYEES field.

5. TOTAL VETS

Report the total number of employees who worked for public community or junior college during the fiscal year to date and who either reported themselves as veterans not claiming a preference in hiring or veterans who claimed a preference in hiring. DO NOT include those who claim preference in hiring as a surviving spouse or orphan of a veteran, spouse of an active-duty member, or a disabled veteran’s spouse who is the primary source of income.

6. % OF VETS EMPLOYED

Report the percentage of employees who worked for the public community or junior college and who are reported as total other veteran employees or total preferred military employees during the fiscal year to date. DO NOT include those who claimed preference as a surviving spouse or orphan of a veteran, spouse of an active-duty member, or a disabled veteran’s spouse who is the primary source of income. The percentage is calculated by dividing the amount reported in the TOTAL MIL field by the amount reported in the TOTAL STATE EMPLOYEES field.

7. VARIANCE FROM 20% GOAL

Texas Government Code, Section 657.004(a) requires state agencies to establish a minimum goal of employing 20 percent veterans. Compute the variance from the 20 percent goal by subtracting the amount in the % OF MIL EMPLOYED field from 20 percent.

Contact

For help preparing the public community or junior college form, contact the HRIS help desk at (512) 463-4008 or HRISMail@cpa.texas.gov.

Changes to This Document

Date	Updates
11/17/2023	Updated calendar through fiscal 2024 and updated to reflect acts of the 88th Legislature, Regular Session
11/10/2022	Updated calendar through fiscal 2023
11/12/2021	Updated calendar through fiscal 2022
11/13/2020	Updated calendar through fiscal 2021