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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Statewide Payroll/Personnel Reports Guide
Veteran Workforce Summary Report

Overview

The Veteran Workforce Summary Report compiles and analyzes information about the hiring and employment of veterans by state agencies and institutions of higher education. The Report lists veteran status for each employee at an agency or institution, and whether the employee is eligible for veteran’s preference.

The acknowledgement form for this report includes an area for agencies to report the number of veterans’ complaints received and resolved each quarter. All of this information is used to meet the reporting requirements mandated by Texas Government Code, Section 657.008.

Report Frequency

The Veteran Workforce Summary Reports are produced after each calendar quarter. See the calendar in Veteran Workforce Summary and Veteran Complaint Reports (FPP F.038) for the date each quarterly report is run and for the final day personnel maintenance will be reflected on the report.

Related Fiscal Policies and Procedures

For more information on the Veteran Workforce Summary Report, see Veteran Workforce Summary and Veteran Complaint Reports (FPP F.038).

Who Receives the Report

Each agency or institution receives a copy of its own report data. After the fourth calendar quarter ends, the Comptroller’s office sends the statewide cumulative report for the calendar year with breakdowns for all agencies and institutions to the Legislature, other elected state officials, the Texas Veterans Commission and the American Legion.

What You Should Do With the Report

Use the quarterly reports to make corrections and perform personnel maintenance based on employee-reported information about veteran status and preference. Changes made to the veteran's status and/or veteran’s preference indicators are reflected in subsequent quarterly reports and can be made until the day before the report generates. Preliminary versions of this report are not produced.

Agencies and institutions must acknowledge receipt of the quarterly reports. A link to the Report Acknowledgement Form is included in Veteran Workforce Summary and Veteran Complaint Reports (FPP F.038). Submit the acknowledgement form electronically to the Comptroller's office on or before the established deadline.

Report Description

Quarterly reports available by EFT to agencies and institutions

1. Veteran Workforce Summary Report by Agency

The Workforce Summary Report by Agency has two blocks of information. The first block lists summary information for employees hired during the report quarter, including:

  • TOTAL NEW HIRES – The total number of employees hired during the report period.
  • TOTAL OTHER VET NEW HIRES – The total number of employees hired by the agency during the report period with a Veteran status value of Y, but who do not qualify for or claim Veteran preference.
  • TOTAL PREF VET NEW HIRES – The total number of employees hired during the report period that were reported or entered with a Veteran preference indicator of V (Veteran, entitled to preference), W (Widow or widower of a veteran entitled to preference) or O (Orphan of a veteran entitled to preference).
  • % OF PREF VET NEW HIRES – Percentage of the total number of new hires during the report period that were reported or entered with a Veteran preference indicator of V, W or O.
    (= new hires during report period with V, W, O indicator / total number of new hires during report period)

The second block lists the cumulative workforce information for the calendar year, including:

  • TOTAL STATE EMPLOYEES – The total number of employees employed by the agencies/institutions during the report period.
  • TOTAL OTHER VET EMPLOYEES – The total number of employees employed during the report period who were entered or reported with a Veteran status of V (Veteran) but who do not qualify for or claim Veteran preference.
  • TOTAL PREF VET EMPLOYEES – The total number of employees employed during the report period who were entered or reported with a Veteran preference indicator of V (Veteran, entitled to preference), W (Widow or widower of a veteran entitled to preference) or O (Orphan of a veteran entitled to preference).
  • % OF PREF VET EMPLOYED – Percentage of the total number of employees employed during the report period period that have Veteran preference indicators of V, W or O.
    (= employees employed during report period with V, W, O indicator / total number of employees during report period)

Veterans with preference include veterans who have served during designated time frames as outlined in Texas Government Code, Section 657.002. Veterans who were not active during these time frames do not get the preference.

2. Veteran Workforce Detail Report

The Workforce Detail Report lists each employee of an agency or institution who was employed during the report period. For each employee, the report lists:

  • SSN NUMBER – Employee’s Social Security number.
  • EMPLOYEE NAME – Employee name.
  • VETERAN INDICATOR – The most current indicator value reported within the report period. Values are Y = Yes a veteran, N = Not a veteran, U = Unknown if a veteran.
  • VETERAN PREFERENCE – The most current preference value reported within the report period. Values are V = Veteran claiming preference, W = Widow or widower or surviving spouse of a veteran entitled to preference, O = Orphan of a veteran entitled to preference, U = Unknown, N = Not eligible.
  • HRIS/USPS/SPRS – The payroll/personnel system in which the employee’s information is stored.

The Workforce Detail Report sorts two ways — by employee SSN or by employee last name. Extract files of the detail reports can also be requested through your HRIS, SPRS or USPS representative or call the Help Desk at (512) 463-4008.

3. Veteran New Hire Detail Report

The New Hire Detail Report lists each employee of an agency or institution who was newly hired during the reporting period. For each employee, the report lists:

  • SSN NUMBER – Employee’s Social Security number.
  • EMPLOYEE NAME – Employee name.
  • VETERAN INDICATOR – The indicator value reported within the report period. Values are Y = Yes a veteran, N = Not a veteran, U = Unknown if a veteran.
  • VETERAN PREFERENCE – The preference value reported within the report period. Values are V = Veteran claiming preference, W = Widow or widower or surviving spouse of a veteran entitled to preference, O = Orphan of a veteran entitled to preference, U = Unknown, N = Not eligible.
  • HRIS/USPS/SPRS – The payroll/personnel system in which the employee’s information is stored.

The New Hire Detail Reports sorts two ways — by employee SSN or by employee last name. Extract files of the detail reports can also be requested through your HRIS, SPRS or USPS representative or call the Help Desk at (512) 463-4008.

Annual summary report sent to the Legislature

Totals for all state employees in each category for the calendar year are reported to the Legislature and other interested officials. The report has two blocks of information:

1. New Hire Information for the Quarter

The first block lists for each agency and institution:

  • TOTAL NEW HIRES – The total number of employees hired during the report period.
  • TOTAL OTHER VET NEW HIRES – The total number of employees hired by the agency during the report period with a Veteran status value of Y, but who do not qualify for or claim Veteran preference.
  • TOTAL PREF VET NEW HIRES – The total number of employees hired during the report period that were reported or entered with a Veteran preference indicator of V (Veteran, entitled to preference), W (Widow or widower of a veteran entitled to preference) or O (Orphan of a veteran entitled to preference).
  • % OF PREF VET NEW HIRES – Percentage of the total number of new hires during the report period that were reported or entered with a Veteran preference indicator of V, W or O.
    (= new hires during report period with V, W, O indicator / total number of new hires during report period)

2. Cumulative Totals for the Calendar Year

The second block lists for each agency and institution:

  • TOTAL STATE EMPLOYEES – The total number of employees employed by the agencies/institutions during the report period.
  • TOTAL OTHER VET EMPLOYEES – The total number of employees employed during the report period who were entered or reported with a Veteran status of V (Veteran) but who do not qualify for or claim Veteran preference.
  • TOTAL PREF VET EMPLOYEES – The total number of employees employed during the report period who were entered or reported with a Veteran preference indicator of V (Veteran, entitled to preference), W (Widow or widower of a veteran entitled to preference) or O (orphan of a veteran entitled to preference).
  • % OF PREF VET EMPLOYED – Percentage of the total number of employees employed during the report period that have Veteran preference indicators of V, W or O.
    (= employees employed during report period with V, W, O indicator / total number of employees during report period)

The last line of the report shows the grand total of each category for all state employees.

Where the Information Comes From

The report is based on data state agencies and institutions of higher education submit to the Comptroller’s payroll/personnel systems.

For the Human Resource Information System (HRIS), the VETERAN INDICATOR field is located on the HEED screen or the 27 record ID for batch entry. Code values for institutions and agencies reporting to HRIS are:

Y Yes, a veteran
N No, not a veteran
V Veteran preference
W Surviving spouse
O Orphan of a veteran

For the Standardized Payroll/Personnel Reporting System (SPRS), the VETERAN INDICATOR field and the VETERAN PREFERENCE indicator fields are located on the SHEMPL screen, and for the Uniform Statewide Payroll/Personnel System (USPS) they are located on the HIDU3 screen. Code values for both SPRS and USPS are:

VETERAN INDICATOR

Y Yes, a veteran
N No, not a veteran
U Unknown

VETERAN PREFERENCE INDICATOR

V Veteran preference
W Surviving spouse
O Orphan of a veteran
U Unknown
N Not eligible

Sample Report

REPORT: F48BVET3-2                                         STATE OF TEXAS                                          DATE: MM/DD/YYYY
                                                      STATEWIDE REPORTING GROUP                                    TIME: 21:37:14   
                                                   VETERAN WORKFORCE SUMMARY REPORT                                PAGE:       1   
                                                     QUARTER 3/CALENDAR YEAR YYYY                                                  
                                              QUARTER - 07/01/YYYY THRU 09/30/YYYY       CALENDAR YEAR - 01/01/YYYY THRU 09/30/YYYY
                                           -------------------------------------------  -------------------------------------------
                                            TOTAL   TOTAL       TOTAL      % OF           TOTAL      TOTAL      TOTAL      % OF    
                                            NEW     OTHER VET   PREF VET   PREF VET       STATE      OTHER VET  PREF VET   PREF VET
AGY           AGENCY NAME                   HIRES   NEW HIRES   NEW HIRES  NEW HIRES      EMPLOYEES  EMPLOYEES  EMPLOYEES  EMPLOYED
--- -------------------------------------  -------------------------------------------  -------------------------------------------
XXX AGENCY NAME                                 66          2           0        .00           957          25         18      1.88
REPORT: F48BVET3-4                                         STATE OF TEXAS                                           DATE: MM/DD/YY
                                                     STATEWIDE REPORTING GROUP                                      TIME: 21:37:39  
                                                  VETERAN WORKFORCE DETAIL REPORT                                   PAGE:       1 
                                                    01/01/YYYY THRU 09/30/YYYY                                                    
   AGENCY:  XXX YOUR AGENCY NAME HERE                                                                                              
                                   SSN               EMPLOYEE             VETERAN      VETERAN   HRIS/                            
                                  NUMBER               NAME              INDICATOR    PREFERENCE USPS/SPRS                        
                                 ---------   -------------------------   ---------    ---------- -----                            
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
REPORT: F48BVET3-3                                         STATE OF TEXAS                                            DATE: MM/DD/YY
                                                      STATEWIDE REPORTING GROUP                                      TIME: 21:37:39
                                                    VETERAN NEW HIRE DETAIL REPORT                                                 
                                                     07/01/YYYY THRU 09/30/YYYY                                      PAGE:       1  
   AGENCY:  XXX YOUR AGENCY NAME HERE                                                                                              
                                    SSN               EMPLOYEE             VETERAN      VETERAN   HRIS/                            
                                   NUMBER               NAME              INDICATOR    PREFERENCE USPS/SPRS                        
                                  ---------   -------------------------   ---------    ---------- -----                            
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
                                  999999999   LAST, FIRST MIDDLE              N              U      U                              
                                  999999999   LAST, FIRST MIDDLE              Y              U      U                              
REPORT: F48BVET3-5                                         STATE OF TEXAS                                           DATE: MM/DD/YYYY
                                                       STATEWIDE REPORTING GROUP                                    TIME: 21:37:14  
                                                    VETERAN WORKFORCE SUMMARY REPORT                                PAGE:       1   
                                                      QUARTER 3/CALENDAR YEAR YYYY                                                  
                                               QUARTER - 07/01/YYYY THRU 09/30/YYYY       CALENDAR YEAR - 01/01/YYYY THRU 09/30/YYYY
                                            -------------------------------------------  -------------------------------------------
                                             TOTAL   TOTAL       TOTAL      % OF           TOTAL      TOTAL      TOTAL      % OF    
                                             NEW     OTHER VET   PREF VET   PREF VET       STATE      OTHER VET  PREF VET   PREF VET
 AGY           AGENCY NAME                   HIRES   NEW HIRES   NEW HIRES  NEW HIRES      EMPLOYEES  EMPLOYEES  EMPLOYEES  EMPLOYED
 --- -------------------------------------  -------------------------------------------  -------------------------------------------
 999 AGENCY NAME                                 66          2           0        .00           957          25         18      1.88
 999 AGENCY NAME                                  5          0           0        .00           543           5         36      6.62
 999 AGENCY NAME                                  1          0           0        .00           151           1          3      1.98
 999 AGENCY NAME                                  2          0           0        .00            43           0          1      2.32
 999 AGENCY NAME                                  5          0           0        .00            34           0          0       .00
 999 AGENCY NAME                                 66          2           0        .00           957          25         18      1.88
 999 AGENCY NAME                                  5          0           0        .00           543           5         36      6.62
 999 AGENCY NAME                                  1          0           0        .00           151           1          3      1.98
 999 AGENCY NAME                                  2          0           0        .00            43           0          1      2.32
 999 AGENCY NAME                                  5          0           0        .00            34           0          0       .00
 999 AGENCY NAME                                  5          0           0        .00           543           5         36      6.62
 999 AGENCY NAME                                  1          0           0        .00           151           1          3      1.98
 999 AGENCY NAME                                  2          0           0        .00            43           0          1      2.32
 999 AGENCY NAME                                  5          0           0        .00            34           0          0       .00
 999 AGENCY NAME                                 66          2           0        .00           957          25         18      1.88
 999 AGENCY NAME                                  5          0           0        .00           543           5         36      6.62
 999 AGENCY NAME                                  1          0           0        .00           151           1          3      1.98
 999 AGENCY NAME                                  2          0           0        .00            43           0          1      2.32
 999 AGENCY NAME                                  5          0           0        .00            34           0          0       .00
 999 AGENCY NAME                                 66          2           0        .00           957          25         18      1.88
 999 AGENCY NAME                                  5          0           0        .00           543           5         36      6.62
 999 AGENCY NAME                                  1          0           0        .00           151           1          3      1.98
 999 AGENCY NAME                                  2          0           0        .00            43           0          1      2.32
 999 AGENCY NAME                                  5          0           0        .00            34           0          0       .00
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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