FMX Home
Glenn Hegar  ·  Texas Comptroller of Public Accounts

Veteran Workforce Summary Reports and Veteran Complaint Reporting

Issued: May 31, 2005
Updated: Nov. 17, 2017 – View Changes

FPP F.038

Table of Contents

Overview

Applicable to

State agencies and institutions of higher education

PLEASE NOTE: The policy information on this Overview page is not intended for public community and junior colleges. See instead the Public Community/Junior Colleges Veteran Workforce Reporting Criteria area of this FPP for public community and junior colleges policy and reporting information.

Legend

CAPPS logo

This icon indicates information applicable to the Centralized Accounting and Payroll/Personnel System (CAPPS).

Policy for state agencies and institutions (except public community and junior colleges)

Background

The Veteran 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, the Texas Veterans Commission and the American Legion.

For agencies and institutions (except public community and junior colleges), the Veteran 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)
  • Uniform Statewide Payroll/Personnel System (USPS)
  • Centralized Accounting and Payroll/Personnel System (CAPPS)
CAPPS logo

CAPPS HR/Payroll Hub and Central agencies submit veteran 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.

The cumulative Veteran Workforce Summary Report for the entire fiscal year is also available online and includes the number of complaints received and complaints resolved relating to veteran employment decisions, as reported on the electronic Report Acknowledgment Form (see below sections for more on the form).

Receiving and correcting the quarterly report

Quarterly Veterans 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 fiscal policy and procedure (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 enter personnel maintenance or make corrections to HRIS, SPRS or USPS and have those entries reflected in the quarterly report.

Please note that no preliminary versions of this report are produced. Agencies and institutions should review the prior quarter’s Veteran 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 / Veteran 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 Veteran Workforce Summary Report.
  2. 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)].

Using the electronic Veteran Workforce Summary Report Acknowledgment Form

Agencies and institutions (except public community and junior colleges) must use the Comptroller’s electronic Veteran 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.

Submitting the quarterly form takes just a few steps:

  1. Access the form.
  2. Fill out all required fields.
  3. Click the Send button to complete the process.

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

Note: This reporting requirement makes it critical for agencies to submit the quarterly Veteran Workforce Summary Report Acknowledgment Form to the Comptroller’s office by the deadline listed in the calendar.

Legal cite

Filing quarterly and annual veteran employment preferences reports with the Legislature: Texas Government Code Annotated, Section 657.008 (Vernon 2014 Supplement)

back to top

HRIS Veteran 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
V
Veteran Preference
W
A Surviving Spouse
O
Orphan of a Veteran
U
Unknown

HRIS/SPRS/USPS INDICATOR Field

Values Value Descriptions
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 that 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 within the report period.

  5. Employees with a Veteran Indicator value of V will be counted only once within the Veteran Preference figure and will be counted once in the Total Veterans figure on the Summary Report. The Detail Reports, however, will reflect a value of Y in the Veteran Indicator column and a value of V in the Veteran Preference column.
  6. Employees with a Veteran Indicator value of W or O will be counted only once within the Veteran Preference figure on the Summary Report. Employees with W or O are not counted in the Total Veteran figure. The Detail Reports, however, will reflect a value of N in the Veteran Indicator column and a value of W or O in the Veteran Preference column.
  7. Employees with a Veteran Indicator value of Y will be counted once within the Other Veteran figure and will be counted once in the Total Veterans figure on the Summary Report. The Detail Reports, however, will reflect a value of Y in the Veteran Indicator column and a value of N in the Veteran Preference column.
  8. Employees with a Veteran Indicator value of N or U will not be included in the Other Veteran or Veteran 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 the veteran survey form to the agency.
  10. A newly hired employee, reported with a Veteran Indicator value of Y, N, V, W, O 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 within the report period will be used to determine an employee’s veteran status in the Workforce Detail and Summary Reports.
  12. Employee records will reflect an H in the HRIS/SPRS/USPS Indicator field, denoting from which system the data was extracted.
  13. The Total Veterans figure counts all employees with either a Y or a V. Employees with W or O are not counted in the Total Veteran figure.
  14. The Total Veterans column is the percentage of all institution or agency employees who are veterans.

The file format for the detail Extract File is shown below. If you need help entering data corrections or to request the Extract File via electronic file transfer, please 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/USPS Flag X(1)

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

back to top

SPRS Veteran 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
U Unknown
N Not Eligible

HRIS/SPRS/USPS INDICATOR Field

Values Value Descriptions
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 that 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 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 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 or O on the Detail Report will be counted only once within the Veteran Preference figure on the Summary Report. Employees with W or O are not counted in the Total Veteran 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 within the Other Veteran figure and will be counted once in the Total Veterans figure on the Summary Report.
  8. Employees with a Veteran Indicator value of Y, but who do not qualify for Veteran 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, and will be counted only once within the Other Veteran figure and will be counted once in the Total Veterans figure on the Summary Report.
  9. Employees with a Veteran Indicator value of N and a Veteran Preference Indicator value of V, W or O on the Detail Report will be counted only once within the Veteran Preference figure on the Summary Report.
  10. Employees with W or O are not counted in the Total Veteran figure.
  11. 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 Veteran or Veteran Preference figures on the Summary Report.
  12. 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 the veteran survey form to the agency.
  13. 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 Veteran or Veteran Preference figures on the Summary Report.
  14. 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, 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.
  15. The most current Veteran Indicator or Veteran Preference Indicator value reported within the report period will be used to determine an employee's veteran status in the Workforce Detail and Summary Reports.
  16. Employee records will reflect an S in the HRIS/SPRS/USPS Indicator field, denoting from which system the data was extracted.
  17. The Total Veterans figure counts all employees with either a Y or a V. Employees with W or O are not counted in the Total Veteran figure.
  18. The Total Veterans 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, please contact your SPRS 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/USPS Flag X(1)

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

back to top

USPS Veteran Workforce Summary Report Criteria

This quarterly report is available with your daily downloads.

VETERAN STATUS Field

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

VETERAN PREFERENCE Field

Values Value Descriptions
V Veteran Preference
W A Surviving Spouse
O Orphan of a Veteran
U Unknown
N Not Eligible

HRIS/SPRS/USPS INDICATOR Field

Values Value Descriptions
U Data extracted from Uniform Statewide Payroll/Personnel System

Report Criteria

  1. All employees hired during the report period are reflected in the New Hire figures.
  2. All employees that were employed during the report period are reflected in the Workforce figures.
  3. The values reported in the New Hire section are determined by the Veteran Status and Veteran Preference indicators in USPS at the time the report is generated.
  4. Reason Codes 010, 012 and LEG are used to determine New Hire status.
  5. All employees, excluding employees in job classification codes EXCS, BD25, JD25, CP25, SAD1 and PD25, are reflected in the report.
  6. Employees with a Veteran Status value of Y and a Veteran Preference value of V, W or O on the Detail Report will be counted only once within the Veteran Preference figure on the Summary Report. Employees with W or O are not counted in the Total Veteran figure on the summary Report. Employees with W or O are not counted in the Total Veteran figure on the summary Report.
  7. Employees with a Veteran Status value of Y and a Veteran Preference value of U on the Detail Report will be counted only once within the Other Veteran figure and will be counted once in the Total Veterans figure on the Summary Report.
  8. Employees with a Veteran Status value of Y, but who do not qualify for Veteran Preference, should be entered in USPS with a Veteran Preference value of N. These employees will be counted only once in the Detail Report, and will be counted only once within the Other Veteran figure and will be counted once in the Total Veterans figure on the Summary Report.
  9. Employees with a Veteran Status value of N and a Veteran Preference value of V, W or O on the Detail Report will be counted only once within the Veteran Preference figure on the Summary Report.
  10. Employees with W or O are not counted in the Total Veteran figure.
  11. Employees with a Veteran Status value of U must be entered in USPS with a Veteran Preference value of U. These employees will not be included in the Other Veteran or Veteran Preference figures on the Summary Report.
  12. A Veteran Status value of U and a Veteran Preference of U must be entered on an employee's record when the employee does not return the veteran survey form to the agency.
  13. Employees with a Veteran Status value of N or U and a Veteran Preference value of N or U on the Detail Report will not be included in the Other Veteran or Veteran Preference figures on the Summary Report.
  14. The Veteran Status or Veteran Preference value at the time the report is generated is the value that will be reported on both the New Hire and Total Employee sections of the Summary Report (regardless of what the Veteran Status or Veteran Preference value was at time of hire).
  15. Employee records will reflect a U in the HRIS/SPRS/USPS Indicator field, denoting from which system the data was extracted.
  16. The Total Veterans figure counts all employees with either a Y or a V. Employees with W or O are not counted in the Total Veteran figure.
  17. The Total Veterans 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 entering data corrections or to request the Extract File via electronic file transfer, please contact your USPS 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/USPS HRIS/SPRS/USPS Indicator Flag X(1)

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

back to top

Public Community and Junior Colleges Veteran Workforce Reporting Criteria

Policy for Public Community and Junior Colleges Veteran Workforce Reporting

Background

The Veteran 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 Veteran 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 Veteran Workforce Reporting for Public Community/Junior Colleges form.

The form is made available quarterly on the home page of this fiscal policy and procedure (FPP), on the 16th of the month after the end of the fiscal quarter to be reported.

Example: The first fiscal quarter ends on Nov. 30. The first quarter electronic reporting form becomes available in this FPP on Dec. 16. (Note: Due to Dec. 16 falling on a Saturday this year, the first quarter form availability date was moved to the following Monday, Dec. 18.)

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 the 23rd of the month after the end of the fiscal quarter to be reported — one week after the electronic reporting form is made available. (Note: For fiscal 2018, the regular first quarter reporting deadline (23rd) falls during the December holiday break. For public community and junior colleges, the reporting deadline date has been extended to Jan. 12).

Annual report availability

The cumulative Veteran 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 Veteran Workforce Reporting for Public Community/Junior Colleges form as described in the next section.

Using the electronic Veteran Workforce Reporting for Community/Junior Colleges form

Public community and junior colleges must use the Comptroller’s electronic Veteran 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.

Submitting the quarterly form takes just a few steps:

  1. Access the form
  2. Fill out all required fields
  3. Click the Send button to complete the process
Note: The electronic form will not send unless all required fields are filled out.
Note: This reporting requirement makes it critical for public community and junior colleges to submit the quarterly Veteran Workforce Reporting for Community/Junior Colleges Form to the Comptroller’s office by the deadline listed in the calendar.

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

First Quarter Veteran 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 Vet 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 Vet 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 Vet 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 and Orphans of Veterans. Calculate the percentage by dividing the amount reported in the Total Pref Vet New Hires field by the amount reported in the Total New Hires field.

First Quarter Veteran Complaints

1. Complaints Received

Report the total number of complaints regarding Veterans Hiring Preference received by the public community or junior college during the reporting period.

2. Complaints Resolved

Report the total number of complaints regarding Veterans Hiring Preference resolved by the public community or junior college during the reporting period.

Fiscal Year-To-Date Veteran 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 Vet 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 Vet 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 or Orphan of Veteran eligible for a preference in hiring.

4. % Of Pref Vet Employee

Report the percentage of employees who worked for the Public Community or Junior College and who reported themselves as eligible for veteran’s preference, including those who claimed preference as a Surviving Spouse or Orphan of a Veteran during the fiscal year-to-date. Percentage is calculated by dividing the amount reported in the Total Pref Vet 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.

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 Vet Employees or Total Pref. Vet Employees during the fiscal year-to-date. DO NOT including those who claimed preference as a Surviving Spouse or Orphan of a Veteran. Percentage is calculated by dividing the amount reported in the Total Vets field by the amount reported in the Total State Employees field.

7. Variance From 20% Goal

Senate Bill 5, 84th Legislature, establishes a goal of 20 percent veteran employment. Compute the variance from the 20 percent goal by subtracting the amount in the % Of Vets Employed field from 20 percent.

Contact

For help preparing the public community or junior college form, contact Jonathan Judge at (512) 463-4034 or jonathan.judge@cpa.texas.gov.

Changes to this Document
11/17/2017 Updated calendar through fiscal 2018. Added CAPPS to systems list.
10/18/2016 Updated per acts of the 84th Legislature, Regular Session, requiring public community and junior college reporting. Added new FPP section and reporting form; updated existing FPP and calendar through fiscal 2017.
11/20/2015 Updated per acts of the 84th Legislature, Regular Session (shift from calendar to fiscal year quarterly & annual reports)
03/20/2015 Updated FPP for clarity
03/21/2014 Updated calendar through fiscal 2015
10/04/2013 Updated calendar through fiscal 2014
07/03/2013 Updated calendar items to reflect upcoming deadlines
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
Comptroller.Texas.Gov | FMX
FMX Sitemap | Contact FM
Accessibility Policy | Privacy and Security Policy