EEOC File Creation and Submission

Transcription

1 EEOC File Creation and Submission Step 1: Run Employee EEO-1 Detail Report Navigate to Report Navigator >> HR Compliance >> PER00200 report. This will report will help determine which employees have not been assigned an ethnic, gender, or EEOC code. The EEO-1 report will only select employees with a W-2 Type of W2. If you have any fake employees in the system used for test purposes, change their W-2 Type to MISC on the Employee Master s Compensation tab before creating the file for submission. Step 2: Verify valid Ethnic and Gender Codes The EEO-1 file creation process will only count employees who have a valid Gender code (male or female) assigned to them on the Employee Master s Demographics tab. If your organization has created other Gender codes and assigned them to employees, these employees will not be reflected on the report. Similarly, only employees assigned Ethnic codes as categorized by the Equal Employment Opportunity Commission will be counted. If your organization has created other Ethnic codes and assigned them to employees, these employees will not be reflected on the report. These valild EEOC categories are listed below, showing the Ethnic code used in the Demographics screen: o HISPANIC. Hispanic or Latino - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin regardless of race. o WHITE. White (Not Hispanic or Latino) - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa. o BLACK. Black or African American (Not Hispanic or Latino) - A person having origins in any of the black racial groups of Africa Asure Software, Inc. Licensed Materials (All Rights Reserved) Rev. 09/19/16 1

2 o HAWAIIAN. Native Hawaiian or Other Pacific Islander (Not Hispanic or Latino) - A person having origins in any of the peoples of Hawaii, Guam, Samoa, or other Pacific Islands. o ASIAN. Asian (Not Hispanic or Latino) - A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. o AMERINDIAN. American Indian or Alaska Native (Not Hispanic or Latino) - A person having origins in any of the original peoples of North and South America (including Central America), and who maintain tribal affiliation or community attachment. o TWOORMORE. Two or More Races (Not Hispanic or Latino) - All persons who identify with more than one of the above five races Asure Software, Inc. Licensed Materials (All Rights Reserved) Rev. 09/19/16 2

3 Step 3: Set up Company EEOC Codes Table The Company EEOC Codes validation table has been added to the system. This table is used to assign each of your organization s establishments with the EEOCassigned Company ID and Location Unit number. You will need to create one entry in this table for each Asure location in your system. Some sample setups are shown below. When adding a new record, enter a Code of ten characters or less with no spaces or special characters. The EEOC Location Unit is a required field unless this is the first year your organization files, in which case, the EEO-1 Report Filed Last Year would be left unchecked and the EEOC Location Unit can be left blank Asure Software, Inc. Licensed Materials (All Rights Reserved) Rev. 09/19/16 3

4 If your organization is composed of one company and various locations in the Asure system, this table would be set up as shown in the sample below. Company Location EEOC Company ID EEOC Location Unit MTD CORP MTD HLTH MTD MFG If your organization is composed of one company and various locations in the Asure system but some of the locations share the same EEOC Location Unit number, this table would be set up as shown in the sample below. Company Location EEOC Company ID EEOC Location Unit MTD CORP MTD HLTH MTD HLTH MTD MFG If your organization is composed of more than one company and various locations in the Asure system and some of the locations share the same EEOC Location Unit number, this table would be set up as shown in the sample below. Company Location EEOC Company ID EEOC Location Unit MTD CORP MTD HLTH MTD HLTH MTD MFG MTA MTAGRI The following fields on the Company EEOC Codes screen are associated with a particular question on the EEO Standard Form 100. Company EEOC Codes Field Standard Form 100 Question EEO-1 Report Filed Last Year Section B 2 C Company with 100 EEs Section C 1 Affiliated Company 100 EEs Section C 2 Section C Question 3 Section C Asure Software, Inc. Licensed Materials (All Rights Reserved) Rev. 09/19/16 4

5 If filing as a Single-establishment Employer, the same EEOC Location Unit number must be used on all entries in this table. Step 4: File Creation To create the file, on the Web application, navigate to Reporting >> Report Navigator >> HR Compliance. Select Run on the PER00211 (EEO-1 Report). On the parameter screen, select Custom and enter a valid pay period date range in July, August, or September Asure Software, Inc. Licensed Materials (All Rights Reserved) Rev. 09/19/16 5

6 For multi-establishment employers, the file will contain several records. For single-establishment employers, the file will contain only one record Asure Software, Inc. Licensed Materials (All Rights Reserved) Rev. 09/19/16 6

7 Step 5: File Submission Complete submission information can be obtained on the U.S. Equal Employment Opportunity Commission s web site: Guide to Uploading Your EEO-1 Data File To submit your file, navigate to Online EEO-1 File Submission Should your file be rejected, more information on the error codes can be obtained here EEO-1 Data Upload Fact Sheet 2016 Asure Software, Inc. Licensed Materials (All Rights Reserved) Rev. 09/19/16 7