U.S. Equal Employment Opportunity Commission
EEO-1 Data File Specifications (CSV/XML)
Please Note: This file type contains the same information as Data File 1, but is in a Comma Delimited format that can be created from almost any spreadsheet program. Prepare either this file or Data File 1.
OVERVIEW
This document details the specifications for the submission of EEO-1 reports as a data file (CSV/XML file only.) Employers who select to use this Alternate Reporting Format must comply with all of its requirements without exception.
SUBMISSION PROCESS
Private employers who wish to use this EEO-1 Alternate Reporting Format may upload a data file to the employer's online database (preferred method) at www.eeoc.gov/eeo1survey ; or electronically transmit a data file to eeo1.upload@eeoc.gov. You may also mail a data file on CD to:
EEO-1 Joint Reporting Committee
PO Box 78040
Washington, DC 20013-8040
EEO-1 data files must be formatted according to these specifications and must contain data records for the entire company, including the Headquarters Report (Status 3) and Consolidated Report (Status 2). Data files which do not have the required format will be rejected. For multi-establishment companies, data files must be accompanied by an XLS file of establishments, including the EEOC-assigned Unit Number, that are 'closed/out of business' or employ fewer than 50 employees in the current years EEO-1 survey.
Multi-establishment employer data file will consists of the following records (Attachment A):
- Consolidated Report (Status 2) - Include all employees in the fifty (50) states and the District of Columbia, including employees working at establishments employing fewer than 50 employees.
- Headquarters Report (Status 3) - Include only those employees working in the main office location of the parent company.
- Establishment Reports (Status 4) - Establishments employing 50 or more employees.
-
OPTIONAL DATA RECORDS:
- Status Code 8 Reports (For Establishments Employing Fewer Than 50 Employees)-
(1) Use Status Code 8 for each such record, i.e. each establishment employing fewer than 50 employees.
(2) Include the Unit Number for each establishment that was reported in the most previous survey year.
(3) Include data for each such record in All fields. - Status 9 Code Reports - Use Status Code 9 for each establishment that is being reported for the first time (NEVER ASSIGNED A UNIT NUMBER) and has 50 or more employees.
DO NOT INCLUDE INTERMEDIATE SUMMARY RECORDS FOR DIVISIONS, SUBSIDIARIES, AND GEOGRAPHIC AREAS.
EEOC will evaluate each submission according to these specifications. If the submission does not meet our specifications, we will notify you in writing (preferably email).
EEO-1 Coordinator
CD SRP
EEO-1 Joint Reporting Committee
PO Box 78040 - Room 4SW22G
Washington, DC 20013-8040
Telephone : 866-663-6440 (Toll-free)
Fax : (202) 663-7185
EEOC is not responsible for CD damage during shipping.
The email transmitting the data file or letter accompanying the CD must include the name, title, telephone/fax numbers, and email address of the person who can answer technical computer questions about the submission.
DETAILED SPECIFICATIONS
Please Note:
Companies will be notified via email following the upload of their data file(s). Log into the online database and click "Edit EEO-1". Make all necessary corrections to 'Incomplete' (red) data records; or click "Certify Reports" if all data records are 'Complete' (green).
General Guidelines for Names and Addresses
Please observe the following rules for all names and addresses:
The only symbols and punctuation marks allowed in the Unit Name and Unit Address data fields are apostrophes and periods.
Internal company location codes may be indicated in the Unit Name data field (positions 16 - 50). However, such codes must follow the actual Unit Name.
In FIELD 4, UNIT NAME, POSITIONS 16 to 50, the company/establishment name must be a minimum of two (2) positions.
In FIELD 5, UNIT ADDRESS, POSITIONS 51 to 84, the UNIT ADDRESS must be a minimum of four (4) positions. The street address must begin with a number or 'PO BOX'. DO NOT indicate 'HOME ADDRESS' or 'WORKING FROM HOME' in this data field. Employees working from home must be included in the EEO-1 report for the establishment to which they report.
The above revisions are implemented to improve the overall quality of EEO-1 data.
Attachment A
DATA FILE 4
Logical Record Description
Dataset Name : File4yyyyCCCCCCC, where 'yyyy' is the survey year and "CCCCCCC" is the Company Number
Data Description : EEO-1 reports for single and multi-establishment employers by Status Code (Field 2). Single-establishment employers file one Status 1 report. Multi-establishment employers file: Consolidated Report (Status 2), Headquarters Report (Status 3), Individual Establishment Reports for locations with 50 or more employees (Status 4). Optional Status Codes 8 and 9 reports may also be included.
NOTES:
- In Data Files 4, the Dataset Names must be indicated as > FILE4yyyyCCCCCCC =. Files uploaded to the website are not required to have a specific naming format.
- Companies that upload reports to the EEOC website must certify them online. After uploading the file(s), return to the main menu and click the "Edit EEO-1" button. After making any corrections online, click the "Certify Reports" button.
- All previously reported Type 2, 3, 4, and 8 establishments must have An EEOC-assigned Unit Number. You must update the Unit Numbers in your HR system PRIOR to creating and uploading the data file. You may download a Unit Listing from your company's EEO-1 online database at http://www.eeoc.gov/eeo1survey. Click 'Other Actions' and 'All Locations'.
The headquarters unit of a multi-establishment employer should have an NAICS code that describes the business activity performed by the most employees across all company holdings.
Step 1
Create a spreadsheet that looks like this sample file.
A description of the data contained in each column is listed below. Do not create headers for the columns.
| Column | Column Name | Length | Column Type |
POSSIBLE VALUES & REMARKS |
|---|---|---|---|---|
|
1
|
COMPANY NUMBER |
7
|
AN
|
UNIQUE IDENTIFIER FOR ENTIRE COMPANY (REQUIRED) |
|
2
|
STATUS CODE |
1
|
N
|
INDICATES TYPE OF REPORT AS INDICATED IN PART A OF SF 100: |
|
3
|
UNIT NUMBER |
7
|
AN
|
REQUIRED EXCEPT FOR NEW STATUS CODE 8 AND ALL STATUS CODE 9 RECORDS |
|
4
|
UNIT NAME |
35
|
A
|
ESTABLISHMENT NAME (REQUIRED) |
|
5
|
UNIT ADDRESS |
34
|
AN
|
ESTABLISHMENT ADDRESS (REQUIRED) |
|
6
|
UNIT ADDRESS |
25
|
AN
|
EXTENDED ESTABLISHMENT ADDRESS TO INCLUDE SUITE NO., PO BOX, ETC. (OPTIONAL) |
|
7
|
CITY NAME |
20
|
A
|
CITY NAME (REQUIRED) |
|
8
|
STATE ABBREVIATION |
2
|
A
|
FIPS PUB 5-2(CENSUS) (REQUIRED) |
|
9
|
ZIP CODE |
5
|
N
|
US POSTAL SERVICE (REQUIRED) |
|
10
|
QUESTION B.2.C |
1
|
N
|
1=YES; 2=NO (REQUIRED) |
|
11
|
QUESTION C.1 |
1
|
N
|
1 = YES; 2 = NO (REQUIRED) |
|
12
|
QUESTION C.2 |
1
|
N
|
1 = YES; 2 = NO (REQUIRED) |
|
13
|
QUESTION C.3 |
1
|
N
|
1 = YES; 2 = NO (REQUIRED) |
|
14
|
DUN & BRADSTREET NUMBER |
9
|
A
|
(REQUIRED IF AVAILABLE) |
|
15
|
COUNTY NAME |
18
|
A
|
FIPS PUB 6-4 (CENSUS) (REQUIRED) |
|
16
|
QUESTION D.1 |
16
|
N
|
PAYROLL PERIOD USED FOR THE REPORT: |
|
17
|
NAICS CODE |
6
|
N
|
USE NAICS CODES FROM |
|
18
|
TITLE OF CERTIFYING OFFICIAL |
35
|
A
|
(REQUIRED) |
|
19
|
NAME OF CERTIFYING OFFICIAL |
35
|
A
|
(REQUIRED) |
|
20
|
TELEPHONE NUMBER |
10
|
N
|
INCLUDE AREA CODE (REQUIRED) |
|
21
|
EMAIL ADDRESS OF CERTIFYING OFFICIAL |
40
|
AN
|
REQUIRED IF AVAILABLE |
|
22
|
MATRIX DATA LINE-1 COLUMN A COLUMN B COLUMN C COLUMN D COLUMN E COLUMN F COLUMN G COLUMN H COLUMN I COLUMN J COLUMN K COLUMN L COLUMN M COLUMN N COLUMN O LINE-2 LINE-3 LINE-4 LINE-5 LINE-6 LINE-7 LINE-8 LINE-9 LINE-10 LINE-11 |
1001 91 6 6 6 6 6 6 6 6 6 6 6 6 6 6 7 91 91 91 91 91 91 91 91 91 91 |
N |
11 LINES - 91 POSITIONS EACH EXECUTIVE/SENIOR LEVEL FFICIALS AND HISPANIC or LATINO MALES HISPANIC or LATINO FEMALES WHITE MALES BLACK or AFRICAN AMERICAN MALES NATIVE HAWAIIAN or OTHER PACIFIC ASIAN MALES AMERICAN INDIAN or TWO or MORE RACES MALES WHITE FEMALES BLACK or AFRICAN NATIVE HAWAIIAN or OTHER ASIAN FEMALES AMERICAN INDIAN or TWO or MORE RACES FEMALES TOTAL MALE AND FEMALE First/Mid-Level Officials and Managers PROFESSIONALS TECHNICIANS SALES WORKERS ADMINISTRATIVE SUPPORT WORKERS CRAFT WORKERS OPERATIVES LABORERS AND HELPERS SERVICE WORKERS TOTAL FOR ROWS 1 THRU 10 |
Step 2
Search the table to make sure there are no commas(","). A comma will result in the file not loading.
Step 3
Save to a Comma Delimited file. The instructions given below are specific to Excel and Quattro Pro, but most other spreadsheet software should be the same.
Excel: Choose "File" from the menu. Choose "Save As". In the popdown box labeled "File Type:" choose "CSV (Comma Delimited) (*.csv)". Choose a location for the file and give it any name (remember name and location). Press the "Save" button. A warning will probably be displayed stating that some formatting will be lost if you save in this format. This is OK.
Quattro Pro: Choose "File" from the menu. Choose "Save As". In the popdown box labeled "File Type:" choose "CSV (Comma Delimited)" or "ASCII Text (Comma Delimited)". Choose a location for the file and give it any name (remember name and location). Press the "Save" button. A warning will probably be displayed stating that some formatting will be lost if you save in this format. This is OK.
Step 4
Send the file as an attachment to EEO1.UPLOAD@EEOC.GOV After Geeting Conformation From EEO1.UPLOAD return to the main menu and select the button labeled "Edit EEO-1". You will pass a few screens with questions until you get to the screen listing your sites. At the top left of the screen is a box that shows the different types of reports and asks if you would like to display them. Put a check mark and press the button labeled "Save Preferences and Refresh Screen". You should see all your locations displayed. If you do not see the locations you have just uploaded, give us a call.