Statewide Payroll/Personnel Reports Guide –
Military Workforce Summary Report
Overview
The Military 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 military status for each employee at an agency or institution, and whether the employee is eligible for military preference.
The acknowledgment form for this report includes an area for agencies to report the number of military 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 Military Workforce Summary Reports are produced after each fiscal quarter. See the calendar in Military Workforce Summary and Military 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 MilitaryWorkforce Summary Report, see Military Workforce Summary and Military 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 military 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 Military Workforce Summary and Military Complaint Reports (FPP F.038). Submit the acknowledgment form electronically to the Comptroller's office on or before the established deadline.
Final copies of the Annual Report are also sent to each agency and institution. The final report reflects all maintenance or corrections entered or submitted into HRIS or SPRS. The Comptroller’s office sends the final report to the Texas Workforce Commission (TWC).
CAPPS HR/Payroll Hub and Central agencies submit 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.
Report Description
Quarterly Reports Available by EFT to Agencies and Institutions
1. Military Workforce Summary Report by Agency
The Military 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 MIL 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 military preference.
- TOTAL PREF MIL 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 preference), W (surviving spouse), O (orphan of a veteran), S (spouse of an active-duty member) or H (disabled veteran’s spouse who is the primary source of income).
- % OF PREF MIL 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, O, S or H (= new hires during report period with V, W, O, S or H 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 MIL 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 military preference.
- TOTAL PREF MIL EMPLOYEES – The total number of employees employed during the report period who were entered or reported with a veteran preference indicator of V (veteran preference), W (surviving spouse), O (orphan of a veteran), S (spouse of an active-duty member) or H (disabled veteran’s spouse who is the primary source of income).
- % OF PREF MIL EMPLOYED – Percentage of the total number of employees employed during the report period that have veteran preference indicators of V, W, O, S or H (= employees employed during report period with V, W, O, S, or H indicator/total number of employees during report period).
- TOTAL MIL – The total of those reported as Other Vet Employees and Total Pref. Vet Employees, but not including those reported as surviving spouses of veterans, orphans of veterans, spouses of active-duty members, or disabled veterans’ spouses who are the primary sources of income.
- % OF MIL EMPLOYED – The total percentage of those reported as Other Vet Employees and Total Pref. Vet Employees, but not including those reported as surviving spouses of veterans, orphans of veterans, spouses of active-duty members, or disabled veterans’ spouses who are the primary sources of income.
- VAR FROM 20% GOAL – The percentage above or below 20 percent goal for military employed by agency (online version only).
- COMPLAINTS RECEIVED – The veteran complaints received as reported on Military Workforce Acknowledgment form (online version only).
- COMPLAINTS RESOLVED – The veteran complaints resolved as reported on the Military Workforce Acknowledgment form (online version only).
2. Military Workforce Detail Report
The Military 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.
- VETERAN PREFERENCE – The most current preference value reported within the report period. Values are V = veteran preference, W = surviving spouse, O = orphan of a veteran, S = spouse of an active-duty member, H = disabled veteran’s spouse who is the primary source of income, U = unknown, N = not a veteran.
- HRIS/SPRS – The payroll/personnel system the employee’s information is stored in.
The Military 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, CAPPS or SPRS representative.
3. Military New Hire Detail Report
The Military 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.
- VETERAN PREFERENCE – The preference value reported within the report period. Values are V = veteran preference, W = surviving spouse, O = orphan of a veteran, S = spouse of an active-duty member, H = disabled veteran’s spouse who is the primary source of income, U = unknown, N = not a veteran.
- HRIS/SPRS – The payroll/personnel system the employee’s information is stored in.
The Military 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, CAPPS or SPRS representative.
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 MIL 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 military preference.
- TOTAL PREF MIL 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 preference), W (surviving spouse), O (orphan of a veteran), S (spouse of an active-duty member) or H (disabled veteran’s spouse who is the primary source of income).
- % OF PREF MIL 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, O, S or H (= new hires during report period with V, W, O, S or H 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 MIL 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 military preference.
- TOTAL PREF MIL EMPLOYEES – The total number of employees employed during the report period who were entered or reported with a veteran preference indicator of V (veteran preference), W (a surviving spouse), O (orphan of a veteran), S (spouse of an active-duty member) or H (disabled veteran’s spouse who is the primary source of income).
- % OF PREF MIL EMPLOYED – Percentage of the total number of employees employed during the report period that have veteran preference indicators of V, W, O, S or H (= employees employed during report period with V, W, O, S or H indicator/total number of employees during report period).
- TOTAL MIL – The total of those reported as Other Vet Employees and Total Pref. Vet Employees, but not including those reported as surviving spouses, orphans of veterans, spouses of active-duty members, or disabled veterans’ spouses who are the primary sources of income.
- % OF MIL EMPLOYED – The total percentage of those reported as Other Vet Employees and Total Pref. Vet Employees, but not including those reported as surviving spouses, orphans of veterans, spouses of active-duty members, or disabled veterans’ spouses who are the primary sources of income.
- VAR FROM 20% GOAL – The percentage above or below 20 percent goal for military employed by agency (online version only).
- COMPLAINTS RECEIVED – The veteran complaints received as reported on the Military Workforce Acknowledgment form (online version only).
- COMPLAINTS RESOLVED – The veteran complaints resolved as reported on the Military 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:
| V | Veteran preference |
|---|---|
| W | 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 |
For the Standardized Payroll/Personnel Reporting System (SPRS), the VETERAN INDICATOR field and the VETERAN PREFERENCE indicator fields are located on the SHEMPL screen. Code values for agencies reporting to SPRS 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 |
| 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 |
Sample Report Fiscal Year
REPORT: F48BVET3-2 STATE OF TEXAS DATE: MM/DD/YYYY
STATEWIDE REPORTING GROUP TIME: 15:10:16
MILITARY WORKFORCE SUMMARY REPORT PAGE: 1
QUARTER 1/FISCAL YEAR 2024
QUARTER - 09/01/2023 THRU 11/30/2023 FISCAL YEAR - 09/01/2023 THRU 11/30/2023
------------------------------------------- --------------------------------------------------------------
TOTAL TOTAL TOTAL % OF TOTAL TOTAL TOTAL % OF % OF
NEW OTHER MIL PREF MIL PREF MIL STATE OTHER MIL PREF MIL PREF MIL TOTAL MIL
AGY AGENCY NAME HIRES NEW HIRES NEW HIRES NEW HIRES EMPLOYEES EMPLOYEES EMPLOYEES EMPLOYED MIL EMPLOYED
--- ------------------- ------------------------------------------- --------------------------------------------------------------
999 YOUR AGENCY NAME 10 0 4 40.00 763 1 9 1.17 4 .52
*** GOVERNMENT CODE, SECTION 657.004(a) REQUIRES STATE AGENCIES TO ESTABLISH A MIN. GOAL OF EMPLOYING 20% VETERANS
REPORT: F48BVET3-3 STATE OF TEXAS DATE: MM/DD/YYYY
STATEWIDE REPORTING GROUP TIME: 15:10:16
MILITARY NEW HIRE DETAIL REPORT
09/01/2023 THRU 11/30/2023 PAGE: 1
AGENCY: 999 YOUR AGENCY NAME
SSN EMPLOYEE MILITARY MILITARY HRIS/
NUMBER NAME INDICATOR PREFERENCE SPRS
--------- ------------------------- --------- ---------- -----
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U S S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE N H S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE N S S
999999999 LAST, FIRST MIDDLE U H S
REPORT: F48BVET3-4 STATE OF TEXAS DATE: MM/DD/YYYY
STATEWIDE REPORTING GROUP TIME: 15:10:16
MILITARY WORKFORCE DETAIL REPORT PAGE: 1
09/01/2023 THRU 11/30/2023
AGENCY: 999 YOUR AGENCY NAME
SSN EMPLOYEE MILITARY MILITARY HRIS/
NUMBER NAME INDICATOR PREFERENCE SPRS
--------- ------------------------- --------- ---------- -----
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE Y V S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE Y N S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
999999999 LAST, FIRST MIDDLE U U S
REPORT: F48BVET3-5 STATE OF TEXAS DATE: MM/DD/YYYY
STATEWIDE REPORTING GROUP TIME: 15:10:16
MILITARY WORKFORCE SUMMARY REPORT PAGE: 1
QUARTER 1/FISCAL YEAR 2024
QUARTER - 09/01/2023 THRU 11/30/2023 FISCAL YEAR - 09/01/2023 THRU 11/30/2023
------------------------------------------- --------------------------------------------------------------
TOTAL TOTAL TOTAL % OF TOTAL TOTAL TOTAL % OF % OF
NEW OTHER MIL PREF MIL PREF MIL STATE OTHER MIL PREF MIL PREF MIL TOTAL MIL
AGY AGENCY NAME HIRES NEW HIRES NEW HIRES NEW HIRES EMPLOYEES EMPLOYEES EMPLOYEES EMPLOYED MIL EMPLOYED
--- ------------------- ------------------------------------------- --------------------------------------------------------------
999 YOUR AGENCY NAME 10 0 4 40.00 763 1 9 1.17 4 .52
------------------- ------------------------------------------- --------------------------------------------------------------
STATEWIDE 10 0 4 40.00 763 1 9 1.17 4 .52
*** GOVERNMENT CODE, SECTION 657.004(a) REQUIRES STATE AGENCIES TO ESTABLISH A MIN. GOAL OF EMPLOYING 20% VETERANS