Creating the EEO-4 report

To upload EEO-4 data, you must use an Excel file in .xlsx format. Each Excel data upload file represents one state or local government filing, including all their functions.

Use this procedure to generate Excel files for Full Time, Part Time, and New Hires and copy the data into the EEO-4 template for submission.

  1. Select Administrator > Reports > Regulatory Reporting > US > EEO-4 > Reports.
  2. Specify the jurisdiction for which to generate the report.
  3. Click Create EEO-4 Report.
  4. Specify this information:
    Date of Payroll Period Used

    Specify the payroll period for which to create the report.

    Date Selection

    Specify whether to use a resource's starting date of employment or an adjusted starting date. A resource might have an adjusted start date if they left the company for a period of time but then returned. Their start date might be adjusted to account for the period of time they were not with the company.

    EEO-4 Function

    Select the function for which you are creating the report. If no selection is made, all functions are included.

  5. Click Submit.
  6. To view the EEO-4 report, click the Report Results tab.

    Use the "Employees included in the Report" and the "Employees not included in the report" lists to verify that the report is accurate. If it is not accurate, adjust and rerun the report.

    Note: The Consolidated Report entry includes all functions performed with less than 100 employees.
  7. Select the jurisdiction.
  8. Generate the Excel file for each tab.
    1. Click the Full Time Counts, Part Time Counts, or New Hires tab.
    2. Click Export to CSV.
    3. From the Headers list, select Field Label.
    4. Click Export.

      The files are downloaded to the Downloads folder specified in the browser settings.

    5. Repeat steps a-d for each tab until files have been generated for all tabs.
  9. In Excel, open the downloaded files for Full Time Counts, Part Time Counts, and New Hires.
    Each file contains all functions for each employment type (full time, part time or new hire). Each function contains all job categories including the annual salary. The counts are distributed among each ethnicity type.
  10. In Excel, open the latest EEO-4 .xlsx template.
    For the latest template, see https://eeocdata.org/refdocs/EEO-4%20file%20upload%20layout.xlsx
  11. Copy the counts from the downloaded files to the EEO-4 template, starting from the first function until the last ethnicity type of the last function. Do this for all tabs of the template.
    Note: Copy the exact number of cells to the template file to avoid an error. If the copied cells from the downloaded files are not equal to the cells on the template, a message is displayed that some of the cells are password protected.