EEO-1 Reporting - Checklist
Author: Jessica Sussman
If an employer employs 100 or more employees or is a federal contractor that is a prime contractor or first-tier subcontractor with 50 or more employees with contracts of at least $50,000, then it is obligated to complete and file an EEO-1 Report each year.
Phase 1: Determine if an EEO-1 Report Must Be Filed
If the answer is yes to any of the following, then an EEO-1 Report must be filed.
- Y/N Is the employer subject to Title VII of the Civil Rights Act of 1964, as amended, with 100 or more employees?; or
- Y/N Is the employer subject to Title VII of the Civil Rights Act of 1964, as amended, with fewer than 100 employees if it is owned by or corporately affiliated with another company and the entire enterprise employs a total of 100 or more employees?; or
- Y/N Is the employer a federal government prime contractor or first-tier subcontractor subject to Executive Order 11246 with 50 or more employees and has a contract, subcontract or purchase order amounting to $50,000 or more?
If the employer's organization satisfies any of the above three specifications, follow the steps below to create the appropriate EEO statement.
Phase 2: Determine What Forms Must Be Completed
- Determine if the organization is a single-establishment employer or a multi-establishment.
- Submit one EEO-1 data record/report if the organization is a single establishment employer.
- If the employer is a multi-establishment employer, submit a separate EEO-1 data record/report for the headquarters establishment and each remaining establishment, including establishments employing fewer than 50 employees.
- Multi-establishment employers are required to submit the following types of EEO-1 data records/reports:
- Type 2 - Consolidated Report. The Consolidated Report must include all employees categorized by race, gender and job category.
- Type 3 - Headquarters Report. The Headquarters Report must include only those employees working at the headquarters establishment. Employment data must be categorized by race, gender and job category. A separate EEO-1 data record/report for the headquarters establishment is required even if there are fewer than 50 employees working at the headquarters establishment.
- Type 4 - Establishment Report. A separate EEO-1 data record/report must be completed for each establishment (physical location) employing 50 or more employees. Categorize employment data for each establishment by race, gender and job category.
- Establishments employing fewer than 50 employees are required to submit the following types of EEO-1 data records/reports:
- Type 6 - Establishment List. The establishment name, complete address and total number of employees must be provided for each establishment employing fewer than 50 employees; or
- Type 8 - Establishment Report. The establishment report is a separate EEO-1 record/report that may be submitted for each establishment employing fewer than 50 employees where employment data for each such establishment must also be categorized by race, gender and job category.
Phase 3: Gather Relevant Employee Data
- Extract employment data from one pay period in July, August or September of the current survey year.
- Ensure self-identification forms and data are available from each employee, along with location and job categories.
- List all employees by location, job category, and then by ethnicity, race and gender.
- Complete a quick check for accuracy of employment data.
Phase 4: Prepare to File the EEO
- Obtain the employer's EEO-1 login ID and password.
- Be prepared to complete the EEO-1 by the filing deadline on September 30th.
Phase 5: File the EEO-1 Report
Employers may file the EEO report in the following forms:
- Paper report;
- Through the EEO-1 Online Filing Application; or
- As an electronically transmitted data file (ASCII/TEXT file).
If filing online:
- Request the employer's EEO-1 login ID and password in advance of filing.
- Ensure the person requesting the employer's EEO-1 login ID and password is the certifying official or EEO-1 contact person.
- Register the employer online using the US Equal Employment Opportunity Commission's survey form, if this is the first time that the employer is filing online. Once the registration form is submitted, print the next screen as that screen indicates the login ID and password.