Equal Employment Opportunity (EEO) 2017 Reporting

Transcription

1 Equal Employment Opportunity (EEO) 2017 Reporting The EEO-4 Survey, formally known as the State and Local Government Report, is collected in odd-numbered years from state and local governments. The deadline for filing the EEO Report is September 30, For more information visit Two new options have been added to the Race list: Native Hawaiian Pacific Islander and Two or More Races. EEO Reporting August 2017 Page 1 of 10

2 CAI Payroll has the capability to process your EEO reports. Listed below are the steps included in this document to complete the reports for the EEO Agency. Calculations Step 1: Assign Job Class Codes Step 2: Setup Function Codes Step 3: Assign Departments to Function Codes Step 4: Set-up or add EEO Salary Ranges for Current Year Step 5: Assign Year to Function Code Step 6: Add Job Categories to Current Year Step 7: Update PT/FT EEO Sub Status Step 8: Assign Function Code to Employees Step 9: Process EEO Records and Run Reports Data included in the calculation is based on data collected as of June 30, Any employee not included in the June 30, 2017 payroll will not be part of the data set calculated. If an employee is hired in the EEO Fiscal Year, they are considered new employees and listed as New Hires for Year. All employees will need to have a race selected. If a race is not selected they will not be included on the report. Annual salary for hourly employees is calculated by their (hourly rate) x (position base hour) x (# of pay periods). Annual Salary for an exempt position is calculated on their Annual Salary. An employee s class code determines how they will be categorized on the report. For example: if an employee is listed under the Professional category instead of Technician, the job class will need to be changed on the employee. Employees with more than one position will be listed on only one function. Please feel free to call the CAI help desk at if you need help with the EEO process. EEO Reporting August 2017 Page 2 of 10

3 Step 1 Assign Job Class Codes Control Menu\Select\Job Classes In order for employees to be reported correctly on the EEO report, the Job Classes will need to be set up correctly. From the Payroll Control Menu, click on the Job Classes icon. Assign an EEO Code to the Class Code. Check to make sure the Class Codes are assigned to the correct EEO code. (See EEOC Form Appendix 3 - Description of Job Categories.) Step 2 Setup Function Codes Control Menu\Select\Function Code Each position should have a function code associated with it. The EEO 4 report will group employees by their function code and position status. From the Payroll Control Menu, click the Function Code button. Click the Add button and enter the Function Code and Description. EEO Reporting August 2017 Page 3 of 10

4 Step 3 Assign Departments to Function Codes Control Menu\Select\Function Codes by Department Each fund and department should have a function code associated with it. Generally positions within the same fund would use the same function code. From the Payroll Control Menu, click the EEO Function Codes by Department icon. To assign a function code to a fund and department click on the Add button, fill in Fund, Department, select the Function Code and click the Add button. *Note: If a Department/Fund is not associated with a function, employees in the Dept/Fund will not show on the EEO report. If you have added any new funds or new departments to a current fund you will need to assign them a function code. Step 4 Setup Salary Ranges Control Menu\Select\EEO Salary Ranges After adding the Function Codes by Department, the EEO Salary Ranges need to be setup. New salary ranges are created for each EEO reporting year. From the Payroll Control Menu, Click the EEO Salary Ranges button. The Edit EEO Salary Range will display. Note: If a previous year is already set up use the Copy function button. If you don t have any previous information use the Add function button. Copy Function: Highlight the previous year s data in the grid, click the Copy button and change the year and any other information that may need to be updated. Click the Add button. Hit Cancel to bring up the next line, etc. until they are all copied. If you need to change a Description, click on that line and change it. Click the button to save. Add Function: Click Add and set up the new year s salary ranges. When done click the Add button. EEO Reporting August 2017 Page 4 of 10

5 Step 5 Assign Year to Function Code Control Menu\Select\EEO Functions After adding the salary ranges, you need to determine what EEO function codes you will be including in this year s EEO 4 report. Each reporting year should have function codes assigned to it. Click on the EEO Functions button, the Edit EEO Function screen will display. Note: If a previous year is already set up use the any previous information use the Add function. Copy function. If you don t have Copy Function: Highlight the previous year s data in the grid, click the Copy icon, change the year and check the include box. Click the Add button. Then click Cancel to close Function and go to next Function. Proceed until all are added. Click exit. to save. Then Add Function: Click the Add icon and enter the year, choose the function ID, description and check the include box. When done click the Add button. Note: If a previous year has the Include box checked, it will need to be unchecked so as not to be included in this year s reports. Option to uncheck previous year s include mark. Click on first one to uncheck, hit the space bar, then arrow down, repeating until all desired are unchecked. You may double click to uncheck each one individually as well. EEO Reporting August 2017 Page 5 of 10

6 Step 6 Add Job Categories to Current Year Control Menu\Select\EEO Job Categories The next step is to set up the EEO Job Categories you will be including in this year s EEO 4 report. Each reporting year should have job category codes assigned to it. Click on the EEO Job Categories icon, this will display the Edit EEO Job Categories screen. Note: If a previous year is already set up use the any previous information use the Add function. Copy function. If you don t have Copy Function: Highlight the previous year s data in the grid, click the Copy icon, change the year and click the Add button. Click Cancel to close Category and go to next Category. Proceed until all are added. Click exit. to save. Then Add Function: Click the Add icon, then enter the year, choose the Function ID, Description and check the Include box. When done click the Add button. EEO Reporting August 2017 Page 6 of 10

7 Step 7 Update the PT/FT EEO Sub Status Main Menu\Select\Employees *Step 7 and Step 8 can be done together Every employee that was included in the June 30 payroll should be verified that their PT/FT EEO Sub Status is correct. Using the payroll run from the June 30 payroll, go to the payroll main menu, double-click on the employee name, and select the Employee button. The Change Employee screen will display. In the PT/FT EEO Sub Status field, select Permanent, Temporary, Seasonal or Intermittent. Click on the Change button. EEO Reporting August 2017 Page 7 of 10

8 Step 8 Assign Function Code to Employees Main Menu\Select\Employees Every employee that was included in the June 30 payroll should be verified that they have the correct Function Code. Using the payroll run for the June 30 payroll, go to the payroll main menu, double-click on the employee name, highlight the position and verify that their function code is correct. Highlight the primary position in the position information grid and click the Change button in the position options section. The Change Employee Position screen will display. In the Function Code box enter the code or double-click to select the code. Click the Change button to save your changes. Repeat the process for each employee that needs to be updated. EEO Reporting August 2017 Page 8 of 10

9 Step 9 Process EEO Records and Run Reports Payroll Control\Select\Process EEO Records Processing the EEO records builds the EEO reporting table. From the Payroll Control Menu, click on Process EEO Records icon. a. Type in the year. b. Enter in the EEO Code or Control Number (This number is assigned by the EEO Commission). It is also found on previous reports and is shown as the Control Number. c. Now click the Process button. *If any data changes are made, process the EEO records again. This screen appears after selecting Process - select yes to re-create records or no, or cancel to quit. To process for 2017 you will want to select yes. Once Process is complete a window will pop up to indicate so. EEO Reporting August 2017 Page 9 of 10

10 Reports- After the EEO Processing Records are complete: a. Select the reports to print. b. Select the output to print to. c. Click the Print button. The Function Report and the Summary Report have been updated to accommodate the two new races added as noted on Page 1. FUNCTION REPORT: SUMMARY REPORT: EEO Reporting August 2017 Page 10 of 10