Using Demographics Report in HR Software

Background

Some employers are required to report employee race and gender to the government using the EEO-1 Report. Some employers must report employee veteran status to the government using the VETS-4212 Report.  

EEO-1 Report: Employers with more than 100 employees in the calendar year must file the EEO-1 Report without regard to the length of employment. Also, any employers with more than 50 employees who have received a federal contract or subcontract of at least $50,000 in the past year need to file the EEO-1 Report. This report details information such as employees’ job categories, race, and gender. The EEO-1 Report is generally due September 30th each year for reporting the previous year’s data.

For more information, you might find these articles helpful: 

What Is the EEO-1 Report for Employers?  and The EEO-1 Report: Filing Instructions for Employers

VETS-4212 Report: Employers with a federal contract or subcontract of $150,000 or more must file the VETS-4212 Report. The VETS-4212 Report details employees’ job categories and protected veteran status. File the VETS-4212 Report between August 1 and September 30.

For more information on tracking veteran status in Patriot, check out our help article, Tracking Veteran Status in Patriot. 

How to use the Demographic Report

As an HR software customer, you can use the Demographics Report to quickly pull information for the EEO-1 Report or the VETS-4212-Report. You will quickly be able to see a snapshot of the employee demographics that you have recorded in your software. You can access the Demographics Report by going to: 

Reports > HR Reports > Demographics Report

To use the report, simply select the date range that you would like to report on and click “Run Report.” All employees with an “Active” status during the set date range will be displayed in the report. The Demographics Report displays the following employee information:

• Name
• Gender 
• Race 
• Birthday
• EEO Classification
• Veteran Status
• Hire Date
• Term Date – used when an employee has permanently left the company
• Rehire Date  

Any field that does not have data will be displayed with a hash “-”. 

• To add/change information in missing fields for demographics (gender, EEO classification, race, veteran status) information for your employee, go to:

Payroll > Employee List > Click Name > Employee info> Edit > Demographic Info

For more information about EEO data, check out Tracking Employee EEO Data in Patriot

• To add/change status, hire date, termination date, or rehire information go to:

Payroll > Employee List > Click Name > Employee info> Edit > Work info

• To add/change birthday go to:

Payroll > Employee List > Click Name > Employee info> Edit > Personal Info

You can download the report in either a PDF or CSV (spreadsheet) for your reporting. 

Think this is a report that you would find useful, but you don’t have the HR software yet? Add the HR Software to your account by going to Settings> Company Settings> Add or Cancel Software. Add the HR Software and click ‘Save’. You’ll be able to try it free for the first 30 days!