How-To Videos for Multi-Establishment Employers

How to Prep Your File for Upload

This video series is for multi-establishment filers who choose to upload their data files for reporting their EEO-1 Data in 2019 and 2020. The steps below provide information on tasks filers should complete and potential areas of confusion to be aware of during the data file upload process.

 

Expand All

Video 1 – What resources and reference files are available to me?

First, we highly recommend that you read the Multi-establishment File Upload User's Guide to familiarize yourself with the process and requirements.

Video 2 – Setting up in Online Filing System (OFS) and Checking Unit IDs

One of the first things you need to do is complete the Confirmation of Company and Contacts and set your number of Establishments. After that, you should download your Establishment List to verify your prior Unit IDs and make sure your system and the prior file year are synced. This video will walk through that process.

Go to ‘Download Establishments’ to get a list of all the Unit IDs already in the Online Filing System:

  1. Confirm the IDs are in your file. If not:
    1. The establishments need to added to your file or,
    2. After you confirm they are not active establishments for this cycle, you should delete them and select the appropriate reason for deletion when prompted.
  2. If you have new establishments that did not exist in 2018, these should go in your file as Type 8 or Type 9 with a blank or null Unit ID.
    1. For your current file, add the Establishment with all details included, leaving the Unit ID null or blank along with the appropriate status codes:
      1. Code 8 – for fewer than 50 employees
      2. Code 9 – for 50 or more employees
  3. If you see IDs that start with ‘YY’ and which are longer than 7 characters, these are temporary IDs for Type 6 Establishments from a prior cycle that need to be updated.
    1. These will go into your Data File 2 and the Online Filing System will modify the old Unit ID to the proper format needed for the current round of reporting.

Video 3 – Determining which Data File Type and Status Codes to use

One of the first steps to get started is to determine which file types you need to use. This video is a review of how you can view your establishment list in the Online Filing System; and use it to determine what will go in your data file, and whether or not it is necessary to use a Data File 2.

Data Files Needed:

  1. Use Data File 1 if all of your establishments are Type 2, 3, 4, or 8. In other words, you have a headquarters and at least one other establishment and you are prepared to include the details for each establishment in your upload file.
    1. In this case, you will not need to use Data File 2. (Layout requirements of File Type 1 are in the Data File 1 and 2 Formatting Guide under the Data File 1 sheet)
  2. Use Data File 1 AND Data File 2 ONLY if you reported Type 6 Establishments in 2018 and are reporting as Type 6 this year.
    1. If you did not report a Type 6 in 2018, then you cannot do so in 2019 and should instead report as a Type 8.
    2. Type 6s are establishments which have fewer than 50 employees and for which you do not have to provide demographic data as part of the Type 6 report or “list.” You will provide a consolidated report of all Type 6s later.
    3. If you have Type 6 establishments, all of them will go into File Type 2. (Layout requirements of File Type 2 are in the Data File 1 and 2 Formatting Guide under the Data File 2 sheet)

Video 3 – Part 1


Video 3 – Part 2

Video 4 – Checking your file prior to the first upload attempts

Finally, after you export your file from your payroll system or Human Resources Information System (HRIS), you should determine which File format (.CSV or .TXT) you have and then use this video to learn how to check the basic structure and contents of your file.

  1. If your company’s computer system exports a .CSV file, then download the .CSV file checker .
  2. If your company’s computer system exports a .TXT file, then refer to the .TXT file checker .

In general, we do not suggest you open the file exported from your company’s computer system directly in Microsoft Excel. Excel will attempt to guess the format of your data and will often change the format of payroll dates and/or EIN, and this will cause the upload to fail.

  1. To view your file, we recommend NotePad, NotePad++, or another text editing software of your preference.
  2. You may also use the Template checkers we have provided in Tutorial 3 above by copying from the text editor directly into the RawData sheets.

Video 5 – Interpreting errors on your file

My File has errors – what next?

What do the various errors mean?

How can you understand what they are telling you and where do you go to fix the file?

"Video 5 – Interpreting errors on your file" will be available soon.

Have a Question?