Sample Notification Letter

March xx, 2019

Company Name
Attn: Director of Human Resources
ADDRESS
CITY, STATE ZIP

Login ID: XXXXXX | Password: XXXXXX
Current EEO-1 Company Contact Email Address:  XXXX@XXX.XXX
EEO-1 Online Filing Application Website: http://www.eeoc.gov/eeo1survey

Dear Private Employer:

The 2018 EEO-1 Online Filing System is OPEN. This letter includes important information about the 2018 EEO-1 survey.

2018 EEO-1 SURVEY CHANGES

With the 2018 EEO-1 filing, the EEOC Employer Data Team is identifying both company number and a temporary password for accessing private employer's EEO-1 application.  The temporary password must be changed immediately after accessing the EEO-1 Survey Application. Companies that choose to file via the online filing application will benefit from the more "user-friendly" filing application.  Among the features, private employers will be able to easily add or delete establishment locations, as appropriate. An EEO-1 User's Guide is available at the EEO-1 Survey webpage for quick reference.   As a reminder, companies MAY NOT include multiple records with the same address, NAICS code, and Employer Identification Number (EIN).  For these multiple records, the company will be required to either change the NAICS code or combine these records into ONE record. You may seek technical guidance at www.eeoc.gov/eeo1survey.

* * * MOST IMPORTANT * * *

THE 2018 EEO-1 REPORT MUST BE SUBMITTED AND CERTIFIED ON OR BEFORE MAY 31, 2019.

The Equal Employment Opportunity Commission (EEOC) has developed four convenient methods for filing your report:

EEO-1 Online Filing System

The EEOC requires that EEO-1 reports be submitted via the EEO-1 Online Filing System, or as an electronically transmitted data file.  Companies may log into their unique database at: http://www.eeoc.gov/eeo1survey, provide the unique Company number and password above. As a reminder, ONLY include establishments located in the 50 states and the District of Columbia.  If you choose to submit Type 6 records for establishments employing fewer than 50 employees, you MUST manually enter employment data categorized by race, gender and job category in the Type 2-Consolidated Report for ALL company employees.

Datafile Transfers

Employers may submit reports as datafiles (ASCII/TXT or CSV/XML). To submit EEO-1 electronic datafiles ALL employers must submit datafiles by clicking the "Upload EEO-1 File" link in the EEO-1 Filing Application and following the on-line instructions. The format of your datafile(s) MUST follow the file layout(s) set forth in the EEOC-approved specifications available at http://www.eeoc.gov/eeo1survey.  Only include data records for establishments located in the 50 States and the District of Columbia. DO NOT include data records for establishments with zero employment. Once data has been uploaded the user MUST still certify their survey by clicking the "Certify Report" button in the Online Filing System.

Computer Printouts and paper format

Use of paper reports is discouraged. For employers who must file in this manner please contact the EEOC Employer Data Team at 1-866-286-6440.

Postal Code Lookup Table - For your convenience, the EEOC Employer Data Team is providing employers with a postal code lookup spreadsheet which will be useful to employers as they update or add new establishments.  This document can be found at www.eeoc.goc/eeo1survey under the "Additional Documentation" section.

♦IMPORTANT NOTICES♦

►Multi-Establishment Companies◄

Regardless of the EEO-1 reporting method used, ALL multi-establishment companies MUST submit a Type 2-Consolidated Report, Type 3-Headquarters Report and a separate report for each remaining establishment (location) of the company.  Other than the Type 2-Consolidated Report, which must include all employees, employees working at various establishments MAY NOT be combined into a single EEO-1 report.  Employees working from home MUST be included in the EEO-1 report for the establishment to which they report.

►Acquisitions/Mergers/Spin-offs◄

If your company experienced a merger or acquisition, email e1.acquisitionsmergers@eeoc.gov PRIOR to submitting the 2018 EEO-1 report.  If your company experienced a spin-off to become an independent company, email e1.spinoffs@eeoc.gov.  This will avoid receipt of failure to file notifications.  For additional information of what to include in your email, please visit the EEO-1 Survey webpage at www.eeoc.gov/eeo1survey.

Note: You may change your Contact Person Email ID by sending the EEOC a signed change request on company letterhead with the Login ID/company number (if known), name, title, phone number and email address of the new contact person at your company. This change request MUST be signed by an authorized company representative for the change request to be processed. Please either scan and email this request to e1.techassistance@eeoc.gov or fax to 1-866-262-0032. Your new contact will receive an email with company number and password once your change request has been submitted.

EEO-1 Survey Information

Filing the EEO-1 survey report is not voluntary, but required by federal law: Section 709(c), Title VII of the Civil Rights Act of 1964, as amended; and §1602.7-§1602.14, Title 29, Chapter XIV, of the Federal Code of Regulations.  Relevant legal texts are printed in the EEO-1 instruction booklet.  We are prepared to assist you.  You can reach us at:

EEOC Employer Data Team	Telephone:	877-392-4647 (toll-free)
P. O. Box 3128	Fax:	866-262-0032
Reston, VA 20195	E-mail:	E1.techassistance@eeoc.gov

When and Where to File

1. The EEO-1 report must be submitted and certified on or before May 31, 2019.  The data reported must be from one (1) pay period during the fourth quarter (October, November or December) of calendar year 2018.

2. Please update your contact information while submitting your 2018 EEO-1 report.

Sincerely,

The EEOC Employer Data Team

18EEO-1