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The Employee Demographics Report

In this article:

Background

The fields for Government reporting are optional and provided for employers who are required to report employee race and sex to the government using the EEO-1 Report and other veteran status for 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 sex. The EEO-1 Report is generally due September 30th each year for reporting the previous year’s data. For more information, you might find this article helpful: What Is the EEO-1 Report 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, check out our help article, Tracking Veteran Status in Patriot. 

Using the Demographics Report


Available for those using the HR software, the Demographics Report will allow you to easily access fields for EEO-1 and VETS-4212 reporting. These fields are not required and are available for your convenience if y ou need to file a government report.

  1. Go to Reports > HR Reports > Demographics Report

  2. Select the date that you would like to report on and click “Run Report.”

    All employees with an “Active” status for the selected date will be displayed in the report.

  3. The Demographics Report displays the following employee information:

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

  4. Click any column header to sort by that column.

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

How to Add Missing Demographic Information for Employees

You can add/change information in missing fields for information for your employee on the employee record:

  1. Add/update demographics (sex, EEO classification, race, veteran status): Go to Payroll > Employee List > Click Name > Employee info> Edit > Demographics for Government Reporting.
  2. Add/update status, hire date, termination date, or rehire info: Go to Payroll > Employee List > Click Name > Employee info> Edit > Work info
  3. Add/change a birthdate: 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!

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