WELCOME! NILG 2018 WEBINAR SERIES

Transcription

1 WELCOME! NILG 2018 WEBINAR SERIES Ms. Benita Marsh Director of Surveys, Program Research and Surveys Division Office of Research, Information and Planning Equal Employment Opportunity Commission 1

2 HOUSEKEEPING ITEMS 1. Lines will be muted for the duration of the session. 2. Our speaker will end a little early to allow for questions and answers, so please enter your questions in the chat feature on the screen; and 3. This session is being recorded, and a copy of the deck will be made available in the hand-out section. 2

3 THE EEO-1 FILING IN 2018: WHAT YOU NEED TO KNOW Program Research and Surveys Division Office of Research, Information and Planning U.S. Equal Employment Opportunity Commission Washington, D.C Prepared for National Industry Liaison Group Thursday, February 22,

4 EEO-1 SURVEY BACKGROUND AND BASICS What is it? Who is required to file? How to complete survey components 4

5 EEO-1 SURVEY BASICS What is It? The EEO-1 Survey Annual compliance survey that requires company employment data categorized by race/ethnicity, gender and job category. Private Employers (74K+) By law, reporting is Mandatory not Optional (Title VII of the Civil Rights Act of 1964, 42 U.S.C. 2000e, et seq., as amended) Due: March 31, 2018 Who is required to file? Private sector employers with 100 or more employees. Federal government contractors and subcontractors with 50 or more employees and a federal contract/subcontract amounting to $50,000 or more. 5

6 EEO-1 SURVEY BASICS (cont d) Single-Establishment Employers: Operates business at only one physical establishment Files only one report 6

7 EEO-1 SURVEY BASICS (cont d) Multi-Establishment Employers: Operates business at more than one establishment Files multiple reports Includes establishments that are: Owned property locations Leased property locations Does not include employees who work from home 7

8 EEO-1 SURVEY BASICS (cont d) Question: What about employees who work at client sites? It has come to the EEOC's attention that there may be some confusion as to how employers are to report employees working at client sites. Some employers have been reporting the address of client sites for employees, while other employers have instead been rolling those employees up to a non-client site employer address. Given this confusion, employers will not be considered "noncompliant" if they have chosen one approach over the other - either reporting by client site or by non-client site employer address. EEOC is considering how to address client site reporting. 8

9 EEO-1 SURVEY BASICS (cont d) FILING AN EEO-1 REPORT SINGLE ESTABLISHMENT COMPANY TYPE 1 REPORT 9

10 EEO-1 SURVEY BASICS (cont d) FILING AN EEO-1 REPORT MULTI- ESTABLISHMENT COMPANY 50+ EMPLOYEE ESTABLISHMENTS REPORTS TO SUBMIT Type 2: Consolidated Report Type 3: Headquarters Report Type 4: Establishment Reports for each establishment with 50 or more employees. 10

11 EEO-1 SURVEY BASICS (cont d) FILING AN EEO-1 REPORT MULTI-ESTABLISHMENT COMPANY FEWER THAN 50 EMPLOYEE ESTABLISHMENTS REPORTS TO SUBMIT Type 2: Consolidated Report Type 3: Headquarters Report Type 8: Establishment Reports for each establishment with fewer than 50 employees. OR Type 6: Establishment List Report 11

12 EEO-1 SURVEY BASICS (cont d) FILING AN EEO-1 REPORT MULTI-ESTABLISHMENT COMPANY ESTABLISHMENTS WITH 50 OR MORE EMPLOYEES AND ESTABLISHMENTS WITH FEWER THAN 50 EMPLOYEE REPORTS TO SUBMIT Type 2: Consolidated Report AND Type 3: Headquarters Report AND Type 4: Establishment Reports for each establishment with 50 or more employees AND Type 8: Establishment Reports for each establishment with fewer than 50 employees OR Type 6: Establishment List Report 12

13 EEO-1 SURVEY BASICS (cont d) MULTI-ESTABLISHMENT EMPLOYERS SUMMARY REPORT: Consolidated Report (Type 2) a summary EEO-1 report that includes employee demographics for all employees regardless of establishment location. ESTABLISHMENT REPORTS: Headquarters Report (Type 3) a separate EEO-1 report that includes only those employees working at the main office location. Establishment Report (Type 4) a separate EEO-1 report for each establishment employing 50 or more employees. Establishment List or Establishment Report (Type 6 or 8) a separate Establishment List (Type 6) or Establishment report (Type 8) for each establishment employing fewer than 50 employees. 13

14 EEO-1 SURVEY BASICS (cont d) ESTABLISHMENTS WITH FEWER THAN 50 EMPLOYEES Two options for reporting employees working at establishments with fewer than 50 employees:* Type 6 List Report: Total employment only at each establishment. Establishment List must indicate each establishment s name, complete address, and total number of employees. OR Type 8 Establishment Report (like a Type 4): Full report for each establishment with fewer than 50 employees. * Note: The employment sum indicated on the Headquarters Report, Establishment Report(s) and/or the Establishment List must equal the employment sum indicated on the Consolidated Report. 14

15 EEO-1 SURVEY BASICS (cont d) EMPLOYMENT DATA AND FILING DEADLINE Employment data must come from one (1) payroll period in October, November or December of the current EEO-1 survey year. The 2017 EEO-1 filing deadline is March 31,

16 FILING FOR THE FIRST TIME Employers filing for the first time must register their company online as First Time Filers with their Corporate Headquarters address. After registration, first time filing companies will receive a company login ID and an with a link to create a password. This process does not include companies that have experienced the following: 1) Acquisitions 2) Mergers 3) Spinoffs 16

17 FILING FOR THE FIRST TIME (cont d) Go to: Click FIRST TIME FILERS link. This will take you to the landing page where companies can register to complete the EEO-1 report for the first time. Answer the initial four (4) questions. If you answer NO to the questions presented, click Continue and proceed to answer the remaining three (3) questions on the following screen. Complete the registration form and click Submit Be sure to print the Registration Confirmation page. It will contain your company number and contact information. 17

18 FILING FOR THE FIRST TIME (cont d) BOOKMARK THIS PAGE CLICK 18

19 FILING FOR THE FIRST TIME (cont d) CLICK Click Continue to complete the registration form, then click Submit. NOTE: DO NOT register as a company filing for the first time if your company has ever filed an EEO-1 report, or is owned by another U.S. company. DO NOT register as a company filing for the first time if you are a State or Local Government or a public Elementary or Secondary School system or district. 19

20 FILING FOR THE FIRST TIME (cont d) 20

21 FILING FOR THE FIRST TIME (cont d) Enter the Corporate Headquarters name, address, EIN, number of company locations, the EEO-1 contact s name, telephone number, address and the name of the person registering the company on the Registering Your Company screen. 21

22 FILING FOR THE FIRST TIME (cont d) Print the registration confirmation page for your records. To obtain your password, check your for a link which you should click to create a new password. Once you have the company number and password, you may login at or NOTE: Before registering for the first time, check the establishment and domain name to avoid duplicates, and only register your company s headquarters location. Establishment names and street addresses must be correct to file the reports. When in doubt, contact the EEO-1 Joint Reporting Committee at

23 HOW TO LOG IN From EEOC s home page, click the EEO Reports/Surveys link under the Employers/Small Business tab. Select EEO-1 Report. Or type in your browser. Both will take you to the EEO-1 Landing Page. Click the purple Login button on the middle right side of the webpage. This will take you to the landing page for filing EEO-1 reports, pictured below: 23

24 HOW TO LOG IN (cont d) Passwords can be retrieved on the EEO-1 login page, under this link, which can be found under the section titled How to Login. You can use the "Need Help to Reset Password" button to reset and create a new password for the current year survey. You will provide your company number/login ID and a link will be ed to the EEO-1 company contact person's address on file. Clicking on the link will take you to a screen where you can create your new password. 24

25 HOW TO LOG IN (cont d) To Login to the EEO-1 Survey Application, use the company number given upon registration and the created password. Then click LOGIN. The next screen will ask you to indicate whether or not your company has closed establishments since the last time the company filed an EEO-1 report. 25

26 HOW TO LOG IN (cont d) If you click Yes, you will be taken to the next screen to indicate which establishment(s) you wish to delete. 26

27 DELETING ESTABLISHMENTS 27

28 ON-LINE FILING APPLICATION If you click No to delete establishments you will be taken to the EEO-1 Survey Data Filing Option screen to select a filing method: If you select Complete Online Form, you will be taken to the Edit and Complete Establishment Reports screen for the online filing application with a list of your establishments. 28

29 ON-LINE FILING APPLICATION (cont d) 29

30 ON-LINE FILING APPLICATION (cont d) If you logout and would like to return to filing your reports, you may go to the Main Menu and click the EEO-1 Survey Data Filing Options. 30

31 ON-LINE FILING APPLICATION (cont d) 31

32 ON-LINE FILING APPLICATION (cont d) For each EEO-1 report there are several options to choose from under the Action column. The default option is to Edit the report, but users may choose to Print PDF or Print HTML version or they may choose to view a blank Worksheet. 32

33 ON-LINE FILING APPLICATION (cont d) Users may also sort by any field column on the Edit EEO-1 screen by selecting the up or down arrows to the upper right of the field column. 33

34 ON-LINE FILING APPLICATION (cont d) Inputting your data To begin filling out information for a report, select Edit under the Action heading and click Go for the establishment you will enter employee demographic information. Clicking Go here will take you to this specific establishment s report. 34

35 ON-LINE FILING APPLICATION (cont d) Inputting your data Verify that the information in all fields is correct and click Save and Continue. If the address is incorrect, click the address box to edit the information. 35

36 ON-LINE FILING APPLICATION (cont d) Inputting your data Enter your NAICS code in the box. You can search for your NAICS code by typing key words or numbers, and then selecting the option from the drop-down menu that best describes your establishment s industry. 36

37 ON-LINE FILING APPLICATION (cont d) Inputting your data Input the correct number of employees for each relevant row and column. Totals will add up automatically. 37

38 ON-LINE FILING APPLICATION (cont d) Inputting your data Clicking Save will save your work and restart the timer at the top of the page. Clicking Save & Continue will save your work and take you to the next step. Clicking Cancel will take you back to the screen containing your list of establishments without saving your progress. 38

39 ON-LINE FILING APPLICATION (cont d) Inputting your data If the company has 50 or more employees AND a government contract of $50,000 or more (or is a financial institution), select Yes. If not, select No. If you select Yes, enter your establishment s Dun and Bradstreet identification number if you have one. 39

40 ON-LINE FILING APPLICATION (cont d) Inputting your data Select the dates of the payroll period used for the report. The dates used should encompass the start date of the desired pay period and the end date of the desired pay period. The starting date must be earlier than the ending date. NOTE You may only use data pulled from any one payroll period in October, November or December of the reporting year. 40

41 OTHER PROCESSES CREATING A DATAFILE CLICK 1. Click Alternate EEO-1 Reporting Format 41

42 OTHER PROCESSES (cont d) CREATING A DATAFILE 2. Review file specifications for ASCII/Text or CSV/XML file formats. 3. Datafile must follow file specifications exactly. 4. Upload instructions are located under the Upload Data File option of the EEO1 Survey Data Filing Option. 42

43 OTHER PROCESSES (cont d) ADDING ESTABLISHMENTS 1. Start by selecting the Click here button under Add New Establishments in the Edit and Complete Establishment Reports screen: 43

44 OTHER PROCESSES (cont d) ADDING ESTABLISHMENTS 2. Select the type of report you will be adding, Type 4 (establishments with greater than 50 employees, Type 8 or Type 6 (establishments with fewer than 50 employees): 44

45 OTHER PROCESSES (cont d) ADDING ESTABLISHMENTS 3. Indicate whether an EEO-1 report has been filed for the establishment in the past. If the establishment has been reported for in the past and you have the establishment number, enter it where indicated and click Continue. 45

46 OTHER PROCESSES (cont d) ADDING ESTABLISHMENTS 4. Include the establishment name, Employer Identification Number (EIN), NAICS Industry Code (this can be obtained from an earlier EEO-1 report submission or by referencing the NAICS Code listing,) address, city, state and zip for the establishment: 5. Enter data and click Save or Save and Add Another if there are additional establishments to be added. 46

47 OTHER PROCESSES (cont d) DELETING ESTABLISHMENTS 1. Once you have logged into the EEO-1 Survey Application using the company number given upon registration and created a password, click LOGIN. The next screen will ask you to indicate whether or not your company has closed establishments since the last time the company filed an EEO-1 report. 47

48 OTHER PROCESSES (cont d) DELETING ESTABLISHMENTS 2. If you click Yes, you will be taken to the screen below to indicate which establishment(s) you wish to delete: 48

49 OTHER PROCESSES (cont d) ACQUISITIONS An acquisition is a corporate action in which a company buys most, if not all, of the target company's ownership stakes in order to assume control of the target firm. The figure below shows how acquisitions are resolved: ACQUIRING COMPANY AB2345 LOGIN ID AB2345 HDQ NUMBER AB3456 UNIT NUMBER ACQUIRED COMPANY BC8382 LOGIN ID BC8382 HDQ NUMBER DX2966 UNIT NUMBER MERGED COMPANY AB2345 LOGIN ID AB2345 HDQ NUMBER BC8382 UNIT NUMBER AB3456 UNIT NUMBER DX2966 UNIT NUMBER 49

50 OTHER PROCESSES (cont d) ACQUISITIONS For acquisitions which occurred after September 30, 2016, please send an notification to: Your must include the name, address, and company number of both the acquiring and the acquired companies. If a company acquired a small company that otherwise would not be required to file the EEO-1 report, or a company that has not previously filed the EEO-1 report, the acquiring company may proceed with adding the establishment(s) and providing the employee demographics. 50

51 OTHER PROCESSES (cont d) MERGERS A merger is a legal consolidation of two business entities to form a new entity. ACME - ACQUIRED COMPANY AB2345 LOGIN ID AB2345 HDQ NUMBER AB3456 UNIT NUMBER CT8829 UNIT NUMBER MECO - ACQUIRED COMPANY BC8382 LOGIN ID BC8382 HDQ NUMBER DX2966 UNIT NUMBER C83002 UNIT NUMBER ACME/MECO COMPANY AB8907 NEW COMPANY NUMBER AB2345 UNIT NUMBER CT8829 UNIT NUMBER DX2966 UNIT NUMBER AB3456 UNIT NUMBER BC8382 UNIT NUMBER C83002 UNIT NUMBER 51

52 OTHER PROCESSES (cont d) MERGERS For mergers which occurred after September 30, 2016, please send an notification to: Your must include the name, address, and company numbers of all companies involved in the merger and the name, address, contact person, title, telephone number and address for the new company. If one of the merged companies was small and otherwise would not be required to file the EEO-1 report, or a company that has not previously filed the EEO-1 report, the new company may be required to add those newly acquired companies in their database. 52

53 OTHER PROCESSES (cont d) SPINOFFS ACME ORIGINAL COMPANY AB2345 LOGIN ID AB3456 UNIT NUMBER CT8829 UNIT NUMBER AP5678 UNIT NUMBER CX8765 UNIT NUMBER EZ4682 UNIT NUMBER UNIT NUMBER ACME ORIGINAL COMPANY AB2345 LOGIN ID AB3456 UNIT NUMBER CT8829 UNIT NUMBER AP5678 UNIT NUMBER MECA SPUNOFF COMPANY CX8765 LOGIN ID CX8765 HDQ NUMBER EZ4682 UNIT NUMBER UNIT NUMBER 53

54 OTHER PROCESSES (cont d) SPINOFFS For spinoffs which occurred after September 30, 2016, please send an notification to: Your must identify the establishment that will become the new headquarters for the establishments to be spunoff. Also include the unit numbers, names and addresses of all other establishments to be included in the spinoff. The EEO-1 Joint Reporting Committee is unable to process your requests without this information. 54

55 IMPORTANT THINGS TO REMEMBER 1. Always remember to certify your company s EEO-1 report. If you do not click the Certify Report button, the EEO-1 Joint Reporting Committee will not have your report. Also save a.pdf copy of your report after certifying and before logging out. Click View Reports, select desired year, click Print all type 2, 3, 4, 6, and 8 records in PDF format, name, and save report. 2. Companies may download current and past year establishment lists by clicking Other Actions from the Main Menu. 3. If you would like to convert your Type 6 records to Type 8 records, contact the EEO-1 Joint Reporting Committee at (toll-free). 4. Deadline for requesting a one-time 30 day extension is March 31, To request an extension click Extension at the Main Menu, check the box and click submit. Your report will now be due April 30, No need to wait for response. 55

56 ADDITIONAL INFORMATION At you may download the following EEO-1 documents: EEO-1 Instruction Booklet with Sample EEO-1 Form EEO-1 Job Classification Guide (updated) EEO-1 DATA FILE SPECIFICATIONS (ASCII/Text) and (CSV/XML) including EEO-1 Data Upload Instructions EEO-1 FAQ s (updated) EEO-1 Fact Sheet (updated) Postal Code Location Table NAICS Code in Excel (this file is searchable) Users Guide New How-to-Guide New 56

57 HELPFUL LINKS TO RESOLVE EEO-1 FILING ISSUES Technical Assistance: Acquisitions and Mergers: Spin-offs: Warning messages: Suggestions: 57

58 CONTACT INFORMATION For assistance with EEO-1 reports: BENITA MARSH, Director of Surveys: Kathi Traylor, EEO-1 Coordinator:

59 BENITA MARSH BIO Benita Marsh, Director of Surveys, Program Research and Surveys Division, in the Office of Research, Information and Planning is responsible for the administration, implementation, collection, analysis of survey data and the creation of aggregate data tables posted on eeoc.gov surveys of all surveys in the Agency s EEO Survey Collection System. These surveys include the EEO-1 (Private Employer Information Report) from private sector employers, EEO- 3 (Local Referral Unions); EEO-4 (State and Local Governments) and EEO-5 public Elementary and Secondary School Systems or Districts. Ms. Marsh also provides guidance to employers with complicated corporate structures relating to all EEO survey filing requirements. Ms. Marsh is also responsible for matters relating to the Paperwork Reduction Act including the approval and renewal of forms and the estimation of burden in the collection of information. Ms. Marsh is experienced in the conversion of respondent data to analytic data sets, development of analytic evidence in support of "Commissioner" or "Directed" charges and is an expert in the conversion of raw data directly into SAS data sets. Ms. Marsh s analyses of statistical data include age-based hiring and promotion, gender-based hiring or promotion, race/ethnic hiring, promotion or referral, and wage comparison of rates by gender for a directed investigation to development of remedial goals for consent decrees. Ms. Marsh came to the EEOC in 1994 in the Office of Legal Counsel and holds a degree in Public Affairs and Government. 59