VETS-4212 Report
Important Notes:
While the EEO-1 and VETS-100A components of balanceAAP share similar functions, each is tailored to some specific requirements for the type of reporting.
KEY TOPICS:
Organizations with Federal contracts meeting a certain value must complete the VETS-100A form.
Contractors with multiple establishments will also fall under particular requirements for the number and type of forms to be submitted.
Please consult the regulations and form instructions for more information on VETS-100A reporting requirements.
Prepare the Roster
The VETS-100A report(s) should be created using an employee Roster effective anytime during August 1-September 30 of the current survey year, and include the new hire personnel action records from the 12 months preceding the roster’s effective date.
Report Information
On the Report Information tab, you will see an Analysis Information section and an Establishment Information section. The Analysis Information section displays fields that are common to all establishments that are being reported in the VETS 100/100A report. The Establishment Information will display information which relates back to the required fields on the VETS 100A report.
Quick Tip: Supply termination personnel action records for balanceAAP to calculate the minimum or maximum number of employees staffed during the analysis year. (This option is available on the Report tab’s Report Settings menu.)
If the source AAP plan date does not fall within this period, create a separate plan, and use the employment data from the appropriate period in order to create your VETS-100A report(s).
If the organization is comprised of multiple locations and all VETS-100A reports are to be created from one master data set, first create the Master Plan and import the master data set. Include a Plan Code, Drilldown, or a User Defined Field in the data set to be used as the Establishment Code to parse data for each VETS-100A report.
Use the Report Information tab
The Report Information tab contains the Analysis Information menu and the Establishment Information table. Also available from the tab header are tabs for Verification and Report.
The Establishment Information table is organized by Establishment Code and describes each establishment, using required fields. To view hidden fields for a record, click the [Plus sign] on the right.
Enter Analyses Information
The Analysis Information menu displays fields common to all establishments covered in the VETS-100A report(s). Analyses Information is the boilerplate information that will be placed in the report’s header and footer.
Enter the necessary information, then click [Save].
Note: Analyses Information can be edited and re-saved.
Add an Establishment
Below the Analysis Information menu, click [Add Establishment] to enter establishments one at a time. The Add Report Information menu opens. Enter the requested information to identify and organize the establishment’s report in accordance with Federal requirements. The requested entries include:
Type of Organization
Choose one of the following:
- P - Prime Contractor
- S - Subcontractor
- B - Both
Type of Form
Choose one of the following as it pertains to the establishment:
- S – Single Establishment
- MHQ – Multiple Establishment Headquarters
- MHL – Multiple Establishment – Hiring Location
- MSC – Multiple State – Consolidated
Number of Locations
Enter a numerical entry.
Notes: If S - Single Establishment has been selected under Type of Form, the Number of Locations field becomes inactive. When MHQ, MHL, or MSC has been selected for Type of Form, the Number of Locations will be included in the VETS-100A report.
Hiring (HL) Information
Complete address fields for the hiring location.
Minimum (Min Value) and Maximum (Max Value) Number of Employees
Enter the maximum number of regular employees on board during the period covered by this report and the minimum number of regular employees on board during the period covered by this report, respectively. The numbers will be displayed in the footer of the report.
NAICS, DUNS, and EIN numbers
Enter the identifying numbers for the establishment.
Enter Establishment Information
If multiple establishments are to be represented in the VETS-100A report, use the provided drop-down to select the field from the AAP Data Tables that contains this information. The drop-down options include Plan Code and any Drilldowns or User Defined Fields that were created. Choose None if the report is for one location.
The Establishment Information table houses added or imported records by Establishment Code.
Note: A Master Plan or Regular Plan must be open to have fields available in the drop-down menu. Changing the selection to or from None will cause current Establishment Information record(s) to be deleted.
Import Establishments
To import Establishment information, click [Import Establishments]. Choose the appropriate file type (Excel, Access or a text) from the list. Click Browse, to choose the file you would like to import and click [Next]. Select the file and sheet name information from the drop-down menu. In the Match Fields section, select the field names from the drop-down menus that best match the field names listed. Some fields may be automatically matched. Fields marked with an * are required. You can view a Preview of the data in the file you are importing from in the Preview of Data section. Click [Next] once you have completed matching your fields. Then choose whether to Overwrite or Append the data. Click [Import Data] to complete the import process. The import results will be displayed when the import process is complete.
The Establishment Code, and three additional fields will display in the table. To view additional information fields for the establishment click on the plus sign.
Report
On the Reports tab you can select different options for previewing and exporting your reports. To preview the report, select HTML or PDF under the Report Viewing Options section. If applicable select the Establishment Code you would like to preview. Only one Establishment Code can be chosen at a time. Under the Report Settings section, check off whether you want the Min/Max values calculated. Select the appropriate settings, and click [Run Report].
To export your report, first select the Report Export option. If applicable, chose to export your report as a single file or separate files. Next, select the file type – PDF, Word, Excel, or Rich Text. Select the Establishment Codes (if applicable) you wish to include in the report, check off whether you want the Min/Max values calculated. Select the appropriate settings and click [Run Report].
The Min/Max values represent the highest and lowest number of employees staffed in the previous 12 months. balanceAAP calculates this number by looking at the new hires and terminations imported with your Roster.
When you are ready to run your final report for electronic submission you can export the file. To export the file, select File Export, select your options under Report Settings, and then click [Run Report]. The exported file will be formatted according to the requirements for electronic submission. You will be prompted to download the file. If your pop-up blocker prevents the file from automatically being downloaded, you can also click the link at the top of the screen to download the file.
Verification
This tab allows you to examine your data to identify any inconsistencies that may negatively impact the submission and acceptance of your VETS-100 report.
To scan your report, click Verify. In the information section, identified by the info icon, the date of the most recent verification will be listed.
If your VETS-100 report has errors, they will be displayed in the Errors Section. If your report has multiple error types, you can select to view a particular error from the Error Type drop-down menu. Any errors that should be addressed will be listed in table form, displaying the description of the error, the Establishment the error is located in, the field that contains the incorrect data, and the actual incorrect value.
Some error types have an available acceptable solution. These errors will have the Fix These Records link next to the Error Type drop-down menu. Click this option to be assisted in fixing the error(s).
If the error type does not have an acceptable solution, you will need to manually correct the data. You can do this by returning to the Report Information tab and making any necessary changes.
You can also produce a summary report of all the errors by clicking View Summary. A new tab will open with an error summary report displaying all error types and corresponding information.