Changed EEO Minority Codes in Payroll and the. Payroll, Human Resource Suite

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1 in Payroll and the Human Resource Suite Modules Affected: Versions Affected: Payroll, Human Resource Suite Version 6 and 7 (Software levels 7.6c3.16, 9.6c3.16, 8.7c2.16, and 9.7c2.16) The discussion of this new feature is divided into the sections shown below. Overview...1 Data Conversion and Set Up... 2 Payroll Module Screen and Report Changes... 3 Payroll Module Screens... 3 Payroll Report Changes... 4 H/R Screen and Report Changes... 6 Human Resource Suite Screens... 6 Human Resource Suite Reports... 7 Overview The Federal Government has changed the way in which minority information is collected for EEO reporting purposes. The changes relate to distinguishing Hispanics or Latinos as an ethnicity further identified by racial category, and distinguishing native Hawaiians and other Pacific Islanders from Asians. In order to accommodate the revised record keeping requirements, the minority codes used in COINS have been updated. The new and old codes are shown in Table 1 and Table 2 on page 2. October 29,

2 Code A B C H I O Table 1: Old Minority Codes Meaning Asian Black Caucasian Hispanic American Indian Other Table 2: New Minority Codes Code Short Desc * EEO Category A Asian Asian B Black Black or African American H White Hispanic Hispanic or Latino (white) I American Indian American Indian or Alaska Native O Other Hispanic Hispanic or Latino (all other races) P Pacific Islander Native Hawaiian or other Pacific Islander U Unknown Unknown W White White not of Hispanic Origin * Because the amount of screen space is limited, these short descriptions are used in COINS and H/R. Data Conversion and Set Up As shown by Table 1 and Table 2, the C (Caucasian) minority code is no longer used and the O minority code has been redefined (from Other to Other Hispanic ). When the.16 release is loaded, an automatic fix routine reassigns minority codes for existing employee and applicant records. The Payroll Employee File, H/R Employee Information, and H/R Applicant Information will be updated as follows: Previous Code New Code C changes to W O changes to U blank changes to U Note: When setting up employees in COINS Payroll or H/R, the default minority code for new records is now W. Formerly it was C. It is permissible to leave the minority code blank for applicants. After the fix program has run, you should review the minority codes for all employee and applicant records. In particular, look for records that may need to be updated to conform to the new identifications for Hispanics (H or O) and native Hawaiians and other Pacific Islanders (P). Look at those categorized as H (formerly Hispanic, now White Hispanic) and see if any should be identified as O (Other Hispanic), i.e., a person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin and of any race other than White. 10/29/02 2

3 Look at those categorized as A (Asian) and see if any should be identified as P (Pacific Islander), i.e., a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Additional information about all of the categories used for Equal Opportunity surveys and reports is available from the U.S. Department of Labor. Payroll Module Screen and Report Changes In the COINS Payroll module, the EEO minority codes appear in the Employee File and on several Payroll reports. Each occurrence has been updated to use the new list of codes. Representative screens appear below and on the following pages. Payroll Module Screens Minority codes are associated with employees in the Employee File on the Payroll and H/R reports screen (Figure 1), and in the Employee File Quick Add function (Figure 2). Figure 1: Employee F/M - Misc Info 1 screen 10/29/02 PR - Employee F/M Co 10 stage Add Employee* 192 JOHN T. SMITH, III Bank* CI Project Manager: Union* Default Equip #* Trade* CAR Default EQ Status* Skill Level* A2 Batch Sort/Merge Code: Normal Job* Sort Group*/Location* Normal Phase* Budget Util Incl Non-Worked Time: 0.00% Normal Cost Code* Budget Util Excl Non-Worked Time: 0.00% Minority Code: _ Unposted Reg Hr Charge Rate: 0.00 Labor Category* C1 Unposted Ovt Hr Charge Rate: 0.00 EEO Skill Level* Unposted Dbl Hr Charge Rate: 0.00 Certified (Y/N): Y Use Standard Labor Rates When Job Category: Posting to J/S (Y/N): Job Sort Validation: Direct Deposit (Y/N): N Minority code must be A - Asian, B - Black, H - White Hispanic O - Other Hispanic, I - American Indian, P - Pacific Islander, W - White or U - Unknown 10/29/02 3

4 Figure 2: Payroll Employee F/M - Quick Add 10/29/02 PR - Employee F/M Co 10 stage Quick Add Employee* 192 First Name: JOHN Form I-9 (Y/N): N Middle Name: T. # Fed Exemptions: 0 Last Name: SMITH Home State* NY Suffix: III Default Work State* NY State: NY # State Exemptions: 0 S.S. Number: # State Personal Exem: 0 Div*/Ctr* 10 0 Home Locality* Sex/Marital Status: M M Default Work Locality* Pay Freq (W/B/S/M): W # Local Exemptions: 0 Hourly/Salary (H/S): H Workers Comp St*/Code* NY Auto Generate (Y/N): N SUTA State*/DBL State* NY NY Birth/Hire Date: 09/15/ /28/2002 Earnings Cat* Bank*/Union* CI Earnings Rate: Trade*/Skill Level* Minority Code: W Payroll Report Changes The updated EEO minority codes are used for all the EEO-related reports in the COINS Payroll module. Selections from two of these reports appear below and on the following pages. On the Certified WH-347 Report, a shortened form of the minority code appear next to each employee s Social Security Number, as shown in Figure 3. Figure 3: Certified WH /29/02 4

5 All three versions of the EEO/Utilization Reports (i.e., Formats A, B, and C) use the new categories in their column headings. Format A: Utilization Report (Includes Hours Worked by the Number of Employees) Format B: U.S. Department of Labor Employment Utilization Report Format C: EEO Report, a segment of which is shown in Figure 4 Figure 4: EEO Report, Format C 10/29/02 5

6 H/R Screen and Report Changes In the SHAKER Human Resources Suit, the EEO minority codes appear in the H/R Employee Information and Applicant Tracking components, and in several H/R reports. Each occurrence has been updated to use the new list of codes. Representative screens appear below and on the following pages. Human Resource Suite Screens In the H/R Suite, minority codes are associated with both applicants and employees. For employees, the new codes are visible in Base Human Resources in Employee Information on the H/R Information tab, shown in Figure 5. The minority information also appears on the EI HR Info report when you print the record shown on this tab. Figure 5: Base H/R Employee Information 10/29/02 6

7 For applicants, the new codes are visible in Applicant/Employee Tracking in Employee Information on the H/R Information tab, shown in Figure 6. The minority information also appears on the AI Addl Info report when you print the record shown on this tab. Figure 6: Applicant/Employee Tracking Applicant Information Human Resource Suite Reports The updated EEO minority codes are used for the EEO-related reports in the Human Resource Suite. To print one of these reports, select Reports from the top menu bar, then select the component, type of report, and report by name. The following reports were updated: Base Human Resources --> Employee Information --> EEO-1 Report Base Human Resources --> Employee Information --> EEO - Hire Log Base Human Resources --> Employee Information --> EEO - Termination Log Base Human Resources --> Employee Information --> Employee Profile (by employee and by name) 10/29/02 7