Meeting VETS Reporting Requirements

These topics provide an overview of VETS reporting and discuss VETS reporting requirements.

VETS-4212 Report

If you are a federal contractor or subcontractor who hires and employs veterans under provisions of the Vietnam Era Veteran’s Readjustment Assistance Act (VEVRAA), and you have contracts or subcontracts totaling $100,000 or more, you need to file the VETS-4212 report annually to the Department of Labor (DOL) by September 30 of the following year.

Effective August 1, 2015, the VETS-4212 report replaces the VETS-100A report as a result of a final rule published by DOL. The new report has a simpler format and contains fewer reporting elements than the old report. As a contractor, you are required to report the total number of protected veterans in your workforce in the aggregate, as opposed to listing the number for each category of veterans protected under the statute.

Under the VEVRAA, the term protected veterans includes disabled veterans, veterans who served on active duty during war or campaign for which a campaign badge was authorized, veterans who were awarded an Armed Forces Service Medal, and recently separated veterans.

Beginning with the 2015 filling cycle, the DOL accepts the VETS-4212 report format only. You will use the VETS Reports components to select the appropriate report type for a given period and generate the relevant data, informational report, and the respective electronic report.

VETS-100A Report

Note: The VETS-100A report applies to covered contracts entered into or modified on or after December 1, 2003. Effective August 1, 2015, the VETS-100A report is no longer used for veteran employment reporting. However, you can still generate them with historical data for internal use, if needed.

VETS-100 Report

Note: The VETS-100 report applies to covered contracts entered into before December 1, 2003. Effective August 1, 2015, the VETS-100 report is no longer used for veteran employment reporting. However, you can still generate them with historical data for internal use, if needed.

If you are a federal contractor subject to VETS reporting requirements, you must set up specific company, establishment, job code, and employee information in your system before you run the VETS report. For a list of tables and fields that need to be completed prior to running the VETS report, see the Entering Data for the VETS Report topic.

After the core tables have been set up, you will need to perform the following tasks to create and submit the VETS-4212 file for submission:

Run the VETS Process for report type VETS-4212 to perform the calculations and load the values into a temporary table
Run the VETS Analysis process to generate an information report of the findings (optional and for internal use). This displays the data that would get submitted to the government when completing the submit process and can be used for validation purposes.
Run the VETS Submit process that uses the temporary file data to create the digital file for submission. Note that this does not automatically submit the report to the DOL website.

For page information, see Pages Used to Run the U.S. Regulatory Reports.

Note: Because the VETS report is complex and time consuming to run, you should run the process on a high-powered server at a time when it is not heavily used. You can also run the process by establishment over the course of a few days, rather than running it for all employees at once.

Using Military Discharge Date

Use the Military Discharge Date to enter the discharge date for employees. This date is used to determine which veterans qualify for the Recently Separated Veteran designation. The Military Discharge Date provides accurate data for the following year's reporting cycle. Recently Separated Veterans are determined by verifying that a valid military status is selected and that the military discharge date is within 365 days of the reporting date.

Establishments in VETS Reporting

VETS reporting is organized by establishment. A company's headquarters unit and each of its hiring locations are considered separate establishments. A single-establishment employer files a single completed form.

A multi-establishment employer (doing business at more than one hiring location), files separate forms for each of the following locations:

The organization's principal or headquarters office.
Each hiring location employing 50 or more persons.
Each hiring location employing fewer than 50 persons.

The USF Vets-100 by POI (U.S. federal veterans-100 by personnel office identifier) report generates a Veterans employment report by POI.

The USF Vets-100 by Sub-Agency report generates a Veterans employment report by sub-agency.

VETS Process

Because the VETS report is complex and time consuming to run, PeopleSoft has separated the process from the report. Run the process on a high-powered server at a time when it is not heavily used. You can also run the process by establishment over the course of a few days, rather than running it for all employees at once.

The VETS Process collects the data and stores it in a temporary table. No report is created for viewing in this process. The data stays in this table until you run the VETS Analysis or VETS Submit process for it. Running the VETS Process successive times does not delete or overwrite data unless you run it twice for the same establishment or fail to run the VETS Submit process between reporting years.

VETS Analysis

The VETS Analysis process generates an informational, easy-to-read version of the veterans employment report in the PDF format for analysis and referencing purposes. Running this report does not affect the data in the temporary table. Make sure to run the VETS Process before running this report. You can also use the VETS Analysis process to report on VETS history; however, you cannot report on years before 2000.

Run the VETS Submit process to create a formatted text file for the veterans employment report and submit it to the government.

VETS Submit

The VETS Submit process creates a digital file that meets the VETS specifications using the data in the temporary table and transfers the data from the temporary table to a history table. The VETS Submit process only removes data from the temporary table that should be written to the digital file. If the temporary table contains data for the entire organization and you run the VETS Submit process for the headquarters only, data for establishments outside of headquarters remains in the temporary table until you run the VETS Submit process to capture it. You can also use the VETS Submit process to recreate a digital file based on VETS history.

When calculating the minimum and maximum employee counts, PER027.SQR uses a method in which the first day of the selected reporting period is compared to the last day of the reporting period. The day with the most employees is considered the maximum count, while the day with the fewest is considered the minimum count. This method is very broad and VETS does not prefer this method. However, the preferred method according to VETS regulation is not required and the method used is subject to the discretion of the employer reporting the data.

Before you run the VETS Process, complete the tables and fields required for the report.

Affected Page	Affected Fields	Comments
Company - Company Location Page		The company must be set up for the report to run properly.
Company - Default Settings Page	Federal EIN (federal employer's tax identification number)	This nine-digit number assigned by the Internal Revenue Service is required for VETS reporting.
Establishment - Establishment Address Page	Establishment Description Address Headquarters Unit	Each company for which you perform VETS reporting must identify an establishment as its headquarters unit. A company is a single-establishment company, if this establishment is also the headquarters unit. If the company is a multi-establishment company, you must designate an establishment as the headquarters unit. This setup is essential for the VETS Process to work properly.
Establishment - Establishment Address Page	North American industrial classification system code (NAICS code) Vet 100 Unit Number Dun and Bradstreet Number EEO-1 Govt Contractor Type	This is a six-digit classification code that identifies the industrial classification of your company's primary economic activity. This information appears on the VETS report. If the government requires you to provide a standard industrial classification (SIC) code instead of a NAICS code, enter it in the NAICS field. The government no longer uses the Vet 100 Unit Number for VETS reporting. Use this field to enter the company number provided by the Department of Labor. The Dun and Bradstreet number is also referred to as the DUNS number or the Dun and Bradstreet Universal Numbering System. Select a contractor type in the EEO-1 Govt Contractor Type field. Do not select Not Applicable.
Job Code Table - Job Code Profile Page	Job code EEO-1 Job Category	If you are a federal contractor subject to VETS reporting requirements, you must report on all employees within your company. All of the job codes must be linked to an EEO-1 job category, and all employees must be assigned a job code. Do not select No EEO-1 Reporting in the EEO-1 Job Category field. When you assign a job code to an individual employee in the Job Data component, the employee is automatically linked to an EEO-1 job category. When you run the VETS report, the system processes the employee's veteran status information and combines it with other employees within the same EEO-1 job category. The system selects the EEO-1 job category information as of the report run date.
Add New Applicant - Eligibility/Identity Page	Military Status	(For VETS-100 report only) If you select Vietnam-Era Veteran as an employee's military status, the system includes the employee in the count for the Vietnam Era Veterans column of the VETS-100 report. You can also select Other Protected Veteran for a valid employee to be included in the VETS-100 report.
Add a Person or Modify a Person - Regional Page	Military Status	Select Armed Forces Service Medal Vet, Veteran of the Vietnam Era, Other Protected Veteran, or Vietnam & Other Protected Vet for a valid employee to be included in the VETS report.
Military Discharge Date Page	Military Discharge Date	When you select Recently Separated Veteran as the military status of an employee on the Add a Person or Modify a Person - Regional Page, the system includes the employee in the report, if the specified military discharge date is within the 3-year period prior to the report start date (VETS report).
Work Location Page	Establishment ID	A valid employee must be associated to an establishment to be included in the report.
Disability Page	All	If you select the Disabled Veteran check box for an employee, the system includes the employee in the Protected Veterans column of the VETS report.