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 acknowledgment 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 fiscal 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 fiscal quarter ends, the Comptroller’s office sends the statewide cumulative report for the fiscal 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 Acknowledgment Form is included in Veteran Workforce Summary and Veteran Complaint Reports (FPP F.038). Submit the acknowledgment 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 fiscal 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 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) - TOTAL VETS – The total of those reported as Other Vet Employees and Total Pref. Vet Employees but does not include those reported as Surviving Spouses and Orphans of Veterans.
- % OF VETS EMPLOYED – The total percentage of those reported as Other Vet Employees and Total Pref. Vet Employees but does not include those reported as Surviving Spouses and Orphans of Veterans.
- VAR FROM 20% GOAL – The percentage above or below 20 percent goal for Veterans employed by agency. (Online version only)
- COMPLAINTS RECEIVED – The veteran complaints received as reported on Veteran Workforce Acknowledgment Form. (Online version only)
- COMPLAINTS RESOLVED – The veteran complaints resolved as reported on Veteran Workforce Acknowledgment Form. (Online version only)
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 fiscal 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 Fiscal 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) - TOTAL VETS – The total of those reported as Other Vet Employees and Total Pref. Vet Employees but does not include those reported as Surviving Spouses and Orphans of Veterans.
- % OF VETS EMPLOYED – The total percentage of those reported as Other Vet Employees and Total Pref. Vet Employees but does not include those reported as Surviving Spouses and Orphans of Veterans.
- VAR FROM 20% GOAL – The percentage above or below 20 percent goal for Veterans employed by agency. (Online version only)
- COMPLAINTS RECEIVED – The veteran complaints received as reported on Veteran Workforce Acknowledgment Form. (Online version only)
- COMPLAINTS RESOLVED – The veteran complaints resolved as reported on Veteran Workforce Acknowledgment Form. (Online version only)
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 Fiscal Year
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/FISCAL YEAR YYYY
QUARTER - 03/01/YYYY THRU 05/31/YYYY FISCAL YEAR - 09/01/YYYY THRU 08/31/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
09/01/YYYY THRU 08/31/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
03/01/YYYY THRU 05/31/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/FISCAL YEAR YYYY
QUARTER - 03/01/YYYY THRU 05/31/YYYY FISCAL YEAR - 09/01/YYYY THRU 08/31/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