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Gerstco DVAAPBase File Formats (7/20/2018) Page 1 of 41
Required Data File Formats for DVAAPBase Data Import Files
Import File Overview This document identifies the files that may be imported into DVAAPBase and their
required fields.
Each file specification includes a brief description of the file and a table listing the valid
fields. Only those fields which cannot be empty (identified in the “Mandatory” column)
are REQUIRED to be populated in the corresponding file. Any records in the file where
one or more of the “Mandatory” fields is missing data will be rejected.
Files must be in CSV format, quotes (ASCII character 34) surrounding text fields, fields
delimited (separated) with the comma character: | (ASCII character 44), lines separated
by carriage return and linefeed (ASCII characters 13 and 10).
The first line of the file must be a header line identifying the fields and their order on all
of the subsequent lines in the file. The field names in the header line must match those
shown in the file specifications. This allows quick validation of the file format. The only
exceptions are the optional “ANUM”, “NUM” and “DATE” fields. Custom field names
may be given to these optional fields, however the custom field names must be
specified in the DVAAPBase settings for the dataset before importing any files that use
the custom field names.
Fields may not be duplicated. For example, there may not be two fields named
“JOB_TITLE” in the file. The use of field names different from those shown will cause
the file to be rejected.
Every import file includes an “internal ID” field of some kind that uniquely identifies
every record. In the workforce file, the EMP_ID field performs this duty. All other files
have a field that is named INTERNAL_ID. This field should contain a specific, unique
value for each activity in the file. “Unique” means that no two records in the file share
the same ID. That ID number must not change. If a file must be modified or corrected
or have additional records added to it, the internal ID numbers must remain associated
with exactly the same records in every iteration of the file. In the activity files, the
INTERNAL_ID field is optional, however, if there is any chance that corrections and
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additions will be made to the data, it is strongly recommended that the INTERNAL_ID
field be included and properly coded since it is REQUIRED in order to perform re-
imports and updates to data. The INTERNAL_ID field is the only reliable way to identify
every record in the file so that changes and additions to the file can be correctly
incorporated into the existing data.
The expected types of data in the fields are indicated in the field description:
alphanumeric – may contain upper and lower case alphabetic characters,
standard punctuation, spaces, and numbers
alpha – may only contain alphabetic characters, standard punctuation, and
spaces
numeric – may only contain numbers, decimal point, and leading minus sign to
indicate negative numbers
date – may only contain a date using the following format: dd/mm/yyyy
coded – may only contain one of the indicated, predefined values
Import File Formats
Workforce
The workforce file must include all employees in the workforce on the effective date.
This is a point-in-time snapshot of the workforce. The Prior Year Workforce import
file requirements are exactly the same as the current year workforce.
Exact Field Name Description Max
Length Sample Mandatory
EMP_ID
Employee ID – alphanumeric - uniquely identifies each employee. Typically a number or code assigned to the employee when they are hired by the company.
20 “8237”
INTERNAL_ID
Internal ID – alphanumeric – uniquely identifies the employee. Typically an alternative, internal ID number or code assigned to the employee. This is not the “employee ID”.
30 “2738127”
FULL_NAME
Employee name – alpha - full name of the employee. May be in any format or order desired, however, most common is last name, comma, first name middle initial.
80 “Smith, John”
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Exact Field Name Description Max
Length Sample Mandatory
RACE
Employee race – coded - one of the following standard race codes:
WHT (white)
BLK (black)
HSP (Hispanic)
AMI (American Indian)
ASN (Asian)
NHI (Native Hawaiian)
TWO (Two or more races)
OTH (Other/Unknown/Chose not to state)
3 “HSP”
SEX
Employee sex – coded – one of the following standard sex codes:
M (male)
F (female)
U (Other/Unknown/Chose not to state)
1 “F”
DOB
Date of birth – date – employee’s date of birth. Used to calculate employee’s age for use in age-based analyses.
10 “03/27/1971”
ESTAB_NAME
AAP establishment name – alphanumeric – name of the establishment in which the employee is analyzed for AAP purposes
100 “WidgetCo,
Intl.”
ESTAB_CSZ
AAP establishment city state and zip code – alphanumeric – geographic location of the establishment in which the employee is analyzed for AAP purposes. Also called the “analysis location.”
100 “San
Francisco, CA 94101”
EEO1_LOC
EEO1 and VETS reporting location – alphanumeric – the physical location in which the employee will be counted in EEO1 and VETS reporting
100 “Sacramento
, CA”
WORK_LOC
Work location – alphanumeric – name of location where the employee works and is physically located. Also called the “physical location.”
100 “River Road
Offices”
DUTY_LOC Duty location – alphanumeric – name of location where the employee is assigned
100 “Atlanta Center”
FUNC_AREA Functional area – alphanumeric – the company function that the employee is assigned to
100 “Printers”
JOB_GROUP Job group – alphanumeric – the job group in which the employee is analyzed for AAP purposes
100 “Technicians
”
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Exact Field Name Description Max
Length Sample Mandatory
JOB_TITLE Job title name – alphanumeric – name of employee’s job title
100 “Software Eng. 2”
OCC_CODE
Occupation code – alphanumeric – the four-digit Census occupation code corresponding to the employee’s job title.
4 “0350”
EEO_CAT
EEO Category – coded – one of the following standard EEO category codes:
OM1 (1.1 Sr. Managers)
OM2 (1.2 Mid-Level Mgrs.)
PROF (2 Professionals)
TECH (3 Technicians)
SALES (4 Sales Workers)
ADMIN (5 Admin Support)
CW (6 Craft Workers)
OPER (7 Operatives)
LABOR (8 Laborers/Helpers)
SERV (9 Service Workers)
15 “ADMIN”
DEPT Department name – alphanumeric – name of the department in which the employee works
100 “Human
Resources”
ORG_UNIT
Organizational unit name – alphanumeric – name of the organizational unit to which the employee is assigned
100 “Administrati
on”
SUPV_NAME Supervisor name – alphanumeric – full name of employee’s supervisor
80 “Jones, Cynthia”
SUPV_ID Supervisor employee ID – alphanumeric – ID of the employee’s supervisor
20 “7234”
FULL_TIME
Full time indicator – coded – indicates whether the employee is a full time employee or not using one of the following values:
Y (yes, full time emp.)
N (no, not full time emp)
1 “Y”
HRS_PER_WK Hours per week – numeric – number of hours employee works each week
6 30.5
HRS_LAST_YR Hours last year – numeric – number of hours employee worked last year
9 1580.5
EMP_TYPE Employee type – alphanumeric – company designated employee classification
50 “Intern”
PAY Annual base pay – numeric – employee’s annual base pay rounded to nearest dollar
10 64298
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Exact Field Name Description Max
Length Sample Mandatory
PAY_GRADE Pay grade – alphanumeric – employees pay grade
20 “E10”
W2_WAGES
Wages reported on W2 – numeric – employee’s annual wages reported on W2 form rounded to nearest dollar
10 64298
HIRE_DATE Hire date – date – employee’s most recent hire date
10 06/23/2008
EDUCATION Education, degrees, certifications – alphanumeric – degrees and certifications earned by employee
100 “BS, MSCE”
PRIOR_EXP_YRS
Number of years of prior experience – numeric – how many years of prior applicable experience the employee had before hiring
5 5.5
LAST_PERF_RATING Last performance rating – alphanumeric – employee’s most recent performance rating result
100 “MEETS”
CUR_JOB_START_DATE Current job start date – date – first day of employee performing functions of current job title
10 05/23/2011
LAST_MERIT_AMT Last merit increase amount – numeric – the amount, in USD, of the employee’s last merit increase
10 2000
LAST_MERIT_DATE Last merit increase date – date – date of the employee’s last merit increase
10 03/04/2012
TOT_BONUS_PAY Total bonus pay – numeric – total amount of all bonuses received by the employee over the activity period
10 4500
TOT_COMM_PAY
Total commission pay – numeric – total amount of all commissions received by the employee over the activity period
10 0
TOT_OT_PAY
Total overtime pay – numeric – total amount of all overtime pay received by the employee over the activity period
10 0
LOCALITY_PAY
Locality pay – coded – whether or not the employee is receiving any locality pay, that is, additional pay due to their work location:
Y (yes, receiving locality pay)
N (no, not receiving locality pay)
1 “N”
UNION_STS
Union status – coded – whether or not the employee belongs to a union:
Y (yes,union member)
N (no, not union member)
1 “N”
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Exact Field Name Description Max
Length Sample Mandatory
UNION_NAME Union name – alphanumeric – if the employee is a union member, the name of the union
80 “AFLCIO”
VET_SID_DATE
Veteran self-id date – date – date on which the employee submitted their Protected Veteran Self-ID form (post-offer)
10 06/27/2008
VET_SID_RESP
Veteran self-if response – coded – the employee’s basic Protected Veteran Self-ID response:
VET (protected Vet)
NOT (not a protected Vet)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “VET”
DIS_VET
Disabled Veteran – coded – whether the employee indicated they are a disabled Veteran:
Y (yes, disabled Vet)
N (no, not disabled Vet)
U (unknown/chose not to state)
1 “N”
SEP_VET
Recently Separated Veteran – coded – whether the employee indicated they are a recently separated Veteran:
Y (yes, rec. sep. Vet)
N (no, not rec. sep. Vet)
U (unknown/chose not to state)
1 “Y”
DIS_DATE
Discharge Date – date – date on which employee was discharged from military service for those identifying as Recently Separated
10 04/18/2004
DUTY_VET
Active Duty/Campaign Badge Veteran – coded – whether the employee indicate they are an active duty or campaign badge Veteran:
Y (yes, act. duty/CB)
N (no, not act. duty/CB)
U (unknown/chose not to state)
1 “N”
MEDAL_VET
Service Medal Veteran – coded – whether the employee indicated they are a Service Medal Veteran:
Y (yes, svc. medal Vet)
N (no, not medal Vet)
U (unknown/chose not to state)
1 “Y”
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Exact Field Name Description Max
Length Sample Mandatory
DIS_SID_DATE
Disabled Self-ID date – date – date on which employee submitted their Individuals with Disabilities Self-ID form
10 06/14/2010
DIS_SID_RESP
Disabled self-if response – coded – the employee’s basic Individuals with Disabilities Self-ID response:
DIS (Disabled)
NOT (not disabled)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “NOT”
ANUM_1*
thru
ANUM_10*
Optional additional employee information fields (10) – alphanumeric – may be used to provide ten additional elements of information for each employee.
1000 “Overseas”
NUM_1*
thru
NUM_15*
Optional additional numeric employee information fields (15) 12 8292.23
DATE_1*
thru
DATE_10*
Optional additional date employee information fields (10) 10 12/1/1012
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Applicants
The applicant file must contain one record for each application submitted in the
activity period. This might include internal applicants.
Exact Field Name Description Max
Length Sample Mandatory
INTERNAL_ID
Internal ID – alphanumeric – uniquely identifies the application itself. Typically a number or code assigned to the application. This is not the “applicant ID” as that is identifying the individual, not the application activity.
30 “A827382”
APP_ID
Applicant ID – alphanumeric - uniquely identifies each applicant. Typically a number or code assigned to the applicant when they submit their application for employment.
20 “10291”
EMP_ID Employee ID – alphanumeric – if the applicant is hired or an employee, their employee ID
20 “88292”
APP_DATE Application date – date – date on which the application was submitted by the applicant.
10 12/07/2013
APP_CAT Applicant Category – alphanumeric – category of applicant. May be used to distinguish different sorts of applicants
20 “Internal”
FULL_NAME
Applicant name – alpha - full name of the applicant. May be in any format or order desired, however, most common is last name, comma, first name middle initial.
80 “Smith, John”
RACE
Applicant race – coded - one of the following standard race codes:
WHT (white)
BLK (black)
HSP (Hispanic)
AMI (American Indian)
ASN (Asian)
NHI (Native Hawaiian)
TWO (Two or more races)
OTH (Other/Unknown/Chose not to state)
3 “HSP”
SEX
Applicant sex – coded – one of the following standard sex codes:
M (male)
F (female)
U (Other/Unknown/Chose not to state)
1 “F”
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Exact Field Name Description Max
Length Sample Mandatory
ESTAB_NAME
AAP establishment name – alphanumeric – name of the establishment in which the applicant is analyzed for AAP purposes
100 “WidgetCo,
Intl.”
ESTAB_CSZ
AAP establishment city state and zip code – alphanumeric – geographic location of the establishment in which the applicant is analyzed for AAP purposes
100 “San
Francisco, CA 94101”
EEO1_LOC
EEO1 and VETS reporting location – alphanumeric – the physical location in which the applicant will be counted in EEO1 and VETS reporting
100 “Sacramento
, CA”
APP_LOC Application location – alphanumeric – name of location where the application was submitted
100 “River Road
Offices”
JOB_GROUP Job group – alphanumeric – the job group in which the application is analyzed for AAP purposes
100 “Technicians
”
JOB_TITLE Job title name – alphanumeric – name of employee’s job title
100 “Software Eng. 2”
EEO_CAT
EEO Category – coded – one of the following standard EEO category codes:
OM1 (1.1 Sr. Managers)
OM2 (1.2 Mid-Level Mgrs.)
PROF (2 Professionals)
TECH (3 Technicians)
SALES (4 Sales Workers)
ADMIN (5 Admin Support)
CW (6 Craft Workers)
OPER (7 Operatives)
LABOR (8 Laborers/Helpers)
SERV (9 Service Workers)
15 “ADMIN”
REQ_NUM Requisition number – alphanumeric – requisition associated with the job applied to
40 “C9283”
REQ_OPENINGS Requisition openings – numeric – the number of openings available for the requisition being applied to.
8 5
SOURCE Applicant source – alphanumeric – source from which the application was received
100 “Recruiter”
DISPO Applicant disposition – alphanumeric – ultimate disposition of the application
80 “Not
Qualified”
VET_SID_DATE Veteran self-id date – date – date on which the applicant submitted their pre-offer Protected Veteran Self-ID form
10 06/27/2008
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Exact Field Name Description Max
Length Sample Mandatory
VET_SID_RESP
Veteran self-if response – coded – the applicant’s basic Protected Veteran Self-ID response:
VET (protected Vet)
NOT (not a protected Vet)
REF (chose not to state)
U (unknown/chose not to state)
3 “VET”
DIS_VET
Disabled Veteran – coded – whether the applicant indicated they are a disabled Veteran:
Y (yes, disabled Vet)
N (no, not disabled Vet)
U (unknown/chose not to state)
1 “N”
SEP_VET
Recently Separated Veteran – coded – whether the applicant indicated they are a recently separated Veteran:
Y (yes, rec. sep. Vet)
N (no, not rec. sep. Vet)
U (unknown/chose not to state)
1 “Y”
DIS_DATE
Discharge Date – date – date on which applicant was discharged from military service for those identifying as Recently Separated
10 04/18/2004
DUTY_VET
Active Duty/Campaign Badge Veteran – coded – whether the applicant indicated they are an active duty or campaign badge Veteran:
Y (yes, act. duty/CB)
N (no, not act. duty/CB)
U (unknown/chose not to state)
1 “N”
MEDAL_VET
Service Medal Veteran – coded – whether the applicant indicated they are a Service Medal Veteran:
Y (yes, svc. medal Vet)
N (no, not medal Vet)
U (unknown/chose not to state)
1 “Y”
DIS_SID_DATE Disabled Self-ID date – date – date on which applicant submitted their Individuals with Disabilities Self-ID form
10 06/14/2010
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Exact Field Name Description Max
Length Sample Mandatory
DIS_SID_RESP
Disabled self-if response – coded – the applicant’s basic Individuals with Disabilities Self-ID response:
DIS (Disabled)
NOT (not disabled)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “NOT”
VET_SID_DATE_POST Veteran self-id date – date – date on which the applicant submitted their pre-offer Protected Veteran Self-ID form
10 06/27/2008
VET_SID_RESP_POST
Post-offer Veteran self-if response – coded – the applicant’s basic Protected Veteran Self-ID response:
VET (protected Vet)
NOT (not a protected Vet)
REF (chose not to state)
U (unknown/chose not to state)
3 “VET”
DIS_VET_POST
Post-offer Disabled Veteran – coded – whether the applicant indicated they are a disabled Veteran:
Y (yes, disabled Vet)
N (no, not disabled Vet)
U (unknown/chose not to state)
1 “N”
SEP_VET_POST
Post-offer recently Separated Veteran – coded – whether the applicant indicated they are a recently separated Veteran:
Y (yes, rec. sep. Vet)
N (no, not rec. sep. Vet)
U (unknown/chose not to state)
1 “Y”
DIS_DATE_POST
Discharge Date – date – date on which applicant was discharged from military service for those identifying as Recently Separated
10 04/18/2004
DUTY_VET_POST
Post-offer Active Duty/Campaign Badge Veteran – coded – whether the applicant indicated they are an active duty or campaign badge Veteran:
Y (yes, act. duty/CB)
N (no, not act. duty/CB)
U (unknown/chose not to state)
1 “N”
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Exact Field Name Description Max
Length Sample Mandatory
MEDAL_VET_POST
Post-offer Service Medal Veteran – coded – whether the applicant indicated they are a Service Medal Veteran:
Y (yes, svc. medal Vet)
N (no, not medal Vet)
U (unknown/chose not to state)
1 “Y”
DIS_SID_DATE_POST Post-offer Disabled Self-ID date – date – date on which applicant submitted their Individuals with Disabilities Self-ID form
10 06/14/2010
DIS_SID_RESP_POST
Post-offer Disabled self-if response – coded – the applicant’s basic Individuals with Disabilities Self-ID response:
DIS (Disabled)
NOT (not disabled)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “NOT”
ANUM_1*
thru
ANUM_10*
Optional additional applicant information fields (10) – alphanumeric – may be used to provide ten additional elements of information for each applicant.
1000 “Walk-in”
NUM_1* Optional additional numeric applicant information field #1
12 8292.23
NUM_2* Optional additional numeric applicant information field #2
12 21
DATE_1* Optional additional date applicant information field #1
10 12/1/1012
DATE_2* Optional additional date applicant information field #2
10 03/19/1953
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Hires
The hire file must contain one record for each hire that occurred in the activity period.
Exact Field Name Description Max
Length Sample Mandatory
INTERNAL_ID
Internal ID – alphanumeric – uniquely identifies the hire activity itself. Typically a number or code assigned to the hire. This is not the “employee ID” as that is identifying the individual, not the hire activity.
30 “H827382”
EMP_ID
Employee ID – alphanumeric - uniquely identifies each employee. Typically a number or code assigned to the employee when they are hired.
20 “6635”
HIRE_DATE Hire date – date – date on which the hire took place. First day in the workforce.
10 02/23/2012
HIRE_CAT Hire Category – alphanumeric – category of hire. May be used to distinguish different sorts of hires
20 “Acquisition”
FULL_NAME
Employee name – alpha - full name of the employee. May be in any format or order desired, however, most common is last name, comma, first name middle initial.
80 “Smith, John”
RACE
Employee race – coded - one of the following standard race codes:
WHT (white)
BLK (black)
HSP (Hispanic)
AMI (American Indian)
ASN (Asian)
NHI (Native Hawaiian)
TWO (Two or more races)
OTH (Other/Unknown/Chose not to state)
3 “HSP”
SEX
Employee sex – coded – one of the following standard sex codes:
M (male)
F (female)
U (Other/Unknown/Chose not to state)
1 “F”
ESTAB_NAME AAP establishment name – alphanumeric – name of the establishment in which the hire is analyzed for AAP purposes
100 “WidgetCo,
Intl.”
ESTAB_CSZ
AAP establishment city state and zip code – alphanumeric – geographic location of the establishment in which the hire is analyzed for AAP purposes
100 “San
Francisco, CA 94101”
EEO1_LOC
EEO1 and VETS reporting location – alphanumeric – the physical location in which the hire will be counted in EEO1 and VETS reporting
100 “Sacramento,
CA”
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Exact Field Name Description Max
Length Sample Mandatory
WORK_LOC Work location – alphanumeric – name of location where the employee worked at time of hire
100 “River Road
Offices”
DEPT Department name – alphanumeric – name of the department in which the employee worked at time of hire
100 “Information Technology”
ORG_UNIT Organizational unit name – alphanumeric – name of the organizational unit to which the employee was assigned at time of hire
100 “RAD”
REQ_NUM Requisition number – alphanumeric – requisition associated with the hire
30 “T928”
REQ_OPENINGS Requisition openings – numeric – the number of openings available for the requisition being applied to.
8 5
JOB_GROUP Job group – alphanumeric – the job group in which the hire is analyzed for AAP purposes
100 “Technicians”
JOB_TITLE Job title name – alphanumeric – name of employee’s job title at hire
100 “Software Eng.
2”
EEO_CAT
EEO Category – coded – one of the following standard EEO category codes:
OM1 (1.1 Sr. Managers)
OM2 (1.2 Mid-Level Mgrs.)
PROF (2 Professionals)
TECH (3 Technicians)
SALES (4 Sales Workers)
ADMIN (5 Admin Support)
CW (6 Craft Workers)
OPER (7 Operatives)
LABOR (8 Laborers/Helpers)
SERV (9 Service Workers)
15 “ADMIN”
PAY_AT_HIRE Annual base pay – numeric – employee’s annual base pay at hire
10 45000
PAY_GRADE Pay grade – alphanumeric – employees pay grade at hire
20 “E08”
SUPV_NAME Supervisor name – alphanumeric – full name of employee’s supervisor
80 “Larsen, Bob”
SUPV_ID Supervisor employee ID – alphanumeric – ID of the employee’s supervisor
20 “27328”
VET_SID_DATE Veteran self-id date – date – date on which the employee submitted their pre-offer Protected Veteran Self-ID form
10 06/27/2008
VET_SID_RESP
Veteran self-if response – coded – the employee’s basic Protected Veteran Self-ID response:
VET (protected Vet)
NOT (not a protected Vet)
REF (chose not to state)
U (unknown/chose not to state)
3 “VET”
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Exact Field Name Description Max
Length Sample Mandatory
DIS_VET
Disabled Veteran – coded – whether the employee indicated they are a disabled Veteran:
Y (yes, disabled Vet)
N (no, not disabled Vet)
U (unknown/chose not to state)
1 “N”
SEP_VET
Recently Separated Veteran – coded – whether the employee indicated they are a recently separated Veteran:
Y (yes, rec. sep. Vet)
N (no, not rec. sep. Vet)
U (unknown/chose not to state)
1 “Y”
DIS_DATE
Discharge Date – date – date on which employee was discharged from military service for those identifying as Recently Separated
10 04/18/2004
DUTY_VET
Active Duty/Campaign Badge Veteran – coded – whether the employee indicated they are an active duty or campaign badge Veteran:
Y (yes, act. duty/CB)
N (no, not act. duty/CB)
U (unknown/chose not to state)
1 “N”
MEDAL_VET
Service Medal Veteran – coded – whether the employee indicated they are a Service Medal Veteran:
Y (yes, svc. medal Vet)
N (no, not medal Vet)
U (unknown/chose not to state)
1 “Y”
DIS_SID_DATE Disabled Self-ID date – date – date on which employee submitted their Individuals with Disabilities Self-ID form
10 06/14/2010
DIS_SID_RESP
Disabled self-if response – coded – the employee’s basic Individuals with Disabilities Self-ID response:
DIS (Disabled)
NOT (not disabled)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “NOT”
ANUM_1*
thru
ANUM_10*
Optional additional hire information fields (10) – alphanumeric – may be used to provide ten additional elements of information for each hire.
1000 “Overseas”
NUM_1* Optional additional numeric employee information field #1
12 8292.23
NUM_2* Optional additional numeric employee information field #2
12 21
DATE_1* Optional additional date employee information field #1
10 12/1/1012
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Exact Field Name Description Max
Length Sample Mandatory
DATE_2* Optional additional date employee information field #2
10 03/19/1953
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Promotions
The promotion file must contain one record for each promotion that occurred in the
activity period.
Exact Field Name Description Max
Length Sample Mandatory
INTERNAL_ID
Internal ID – alphanumeric – uniquely identifies the promotion itself. Typically a number or code assigned to the promotion. This is not the “employee ID” as that is identifying the individual, not the promotion activity.
30 “P283722”
EMP_ID
Employee ID – alphanumeric - uniquely identifies each employee. Typically a number or code assigned to the employee when they are hired.
20 “6635”
PROMO_DATE Promotion date – date – date on which the promotion took place. First day in new position.
10 06/08/2013
PROMO_CAT Promotion category – alphanumeric – category of promotion. May be used to distinguish different sorts of promotions
50 “Non-compete”
FULL_NAME
Employee name – alpha - full name of the employee. May be in any format or order desired, however, most common is last name, comma, first name middle initial.
80 “Smith, John”
RACE
Employee race – coded - one of the following standard race codes:
WHT (white)
BLK (black)
HSP (Hispanic)
AMI (American Indian)
ASN (Asian)
NHI (Native Hawaiian)
TWO (Two or more races)
OTH (Other/Unknown/Chose not to state)
3 “HSP”
SEX
Employee sex – coded – one of the following standard sex codes:
M (male)
F (female)
U (Other/Unknown/Chose not to state)
1 “F”
ESTAB_NAME
AAP establishment name – alphanumeric – name of the establishment in which the promotion is analyzed for AAP purposes
100 “WidgetCo,
Intl.”
Gerstco DVAAPBase File Formats (7/20/2018) Page 18 of 41
Exact Field Name Description Max
Length Sample Mandatory
ESTAB_CSZ
AAP establishment city state and zip code – alphanumeric – geographic location of the establishment in which the promotion is analyzed for AAP purposes
100 “San
Francisco, CA 94101”
EEO1_LOC
EEO1 and VETS reporting location – alphanumeric – the physical location in which the promotion will be counted in EEO1 and VETS reporting
100 “Sacramento,
CA”
WORK_LOC Work location – alphanumeric – name of location where the employee worked at time of promotion
100 “River Road
Offices”
DEPT Department name – alphanumeric – name of the department in which the employee worked at time of promotion
100 “Information Technology”
ORG_UNIT
Organizational unit name – alphanumeric – name of the organizational unit to which the employee was assigned at time of promotion
100 “RAD”
REQ_NUM Requisition number – alphanumeric – requisition associated with the promotion
20 “T928”
REQ_OPENINGS Requisition openings – numeric – the number of openings available for the requisition being applied to.
8 5
JOB_GROUP
Job group – alphanumeric – the job group in which the promotion is analyzed for AAP purposes. If promotion resulted in a change in job group, the new job group.
100 “Technicians”
FROM_JOB_GROUP Job group promoted from – alphanumeric
100 “Technicians”
JOB_TITLE
Job title name – alphanumeric – name of employee’s job title at promotion. If promotion resulted in a change in job title, the new job title.
100 “Software Eng.
2”
FROM_JOB_TITLE Job title name promoted from – alphanumeric
100 “Software Eng.
1”
EEO_CAT
EEO Category – coded – one of the following standard EEO category codes:
OM1 (1.1 Sr. Managers)
OM2 (1.2 Mid-Level Mgrs.)
PROF (2 Professionals)
TECH (3 Technicians)
SALES (4 Sales Workers)
ADMIN (5 Admin Support)
CW (6 Craft Workers)
OPER (7 Operatives)
LABOR (8 Laborers/Helpers)
SERV (9 Service Workers)
15 “ADMIN”
FROM_EEO_CAT EEO Category promoted from – coded
15 “PROF”
Gerstco DVAAPBase File Formats (7/20/2018) Page 19 of 41
Exact Field Name Description Max
Length Sample Mandatory
PAY Annual base pay – numeric – employee’s annual base pay at promotion
12 45000
PAY_GRADE Pay grade – alphanumeric – employees pay grade at promotion
20 “E08”
SUPV_NAME Supervisor name – alphanumeric – full name of employee’s supervisor
80 “Larsen, Bob”
SUPV_ID Supervisor employee ID – alphanumeric – ID of the employee’s supervisor
20 “27328”
VET_SID_DATE Veteran self-id date – date – date on which the employee submitted their pre-offer Protected Veteran Self-ID form
10 06/27/2008
VET_SID_RESP
Veteran self-if response – coded – the employee’s basic Protected Veteran Self-ID response:
VET (protected Vet)
NOT (not a protected Vet)
REF (chose not to state)
U (unknown/chose not to state)
3 “VET”
DIS_VET
Disabled Veteran – coded – whether the employee indicated they are a disabled Veteran:
Y (yes, disabled Vet)
N (no, not disabled Vet)
U (unknown/chose not to state)
1 “N”
SEP_VET
Recently Separated Veteran – coded – whether the employee indicated they are a recently separated Veteran:
Y (yes, rec. sep. Vet)
N (no, not rec. sep. Vet)
U (unknown/chose not to state)
1 “Y”
DIS_DATE
Discharge Date – date – date on which employee was discharged from military service for those identifying as Recently Separated
10 04/18/2004
DUTY_VET
Active Duty/Campaign Badge Veteran – coded – whether the employee indicated they are an active duty or campaign badge Veteran:
Y (yes, act. duty/CB)
N (no, not act. duty/CB)
U (unknown/chose not to state)
1 “N”
Gerstco DVAAPBase File Formats (7/20/2018) Page 20 of 41
Exact Field Name Description Max
Length Sample Mandatory
MEDAL_VET
Service Medal Veteran – coded – whether the employee indicated they are a Service Medal Veteran:
Y (yes, svc. medal Vet)
N (no, not medal Vet)
U (unknown/chose not to state)
1 “Y”
DIS_SID_DATE Disabled Self-ID date – date – date on which employee submitted their Individuals with Disabilities Self-ID form
10 06/14/2010
DIS_SID_RESP
Disabled self-if response – coded – the employee’s basic Individuals with Disabilities Self-ID response:
DIS (Disabled)
NOT (not disabled)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “NOT”
ANUM_1*
thru
ANUM_10*
Optional additional promotion information fields (10) – alphanumeric – may be used to provide ten additional elements of information for each promotion.
1000 “Overseas”
NUM_1* Optional additional numeric employee information field #1
12 8292.23
NUM_2* Optional additional numeric employee information field #2
12 21
DATE_1* Optional additional date employee information field #1
10 12/1/1012
DATE_2* Optional additional date employee information field #2
10 03/19/1953
Gerstco DVAAPBase File Formats (7/20/2018) Page 21 of 41
Transfers
The transfer file should include all transfers, reassignments, and other status
changes that occurred during the activity period.
Exact Field Name Description Max
Length Sample Mandatory
EMP_ID
Employee ID – alphanumeric - uniquely identifies each employee. Typically a number or code assigned to the employee when they are hired by the company.
20 “8237”
INTERNAL_ID
Internal ID – alphanumeric – uniquely identifies the transfer itself. Typically a number or code assigned to the transfer. This is not the “employee ID” as that is identifying the individual, not the transfer activity.
30 “P283722”
TRANS_DATE Transfer date – date – date on which the transfer took place. First day with the new designation.
10 02/23/2012
TRANS_CAT Transfer Category – alphanumeric – category of transfer. May be used to distinguish different sorts of transfers
50 “Reassignm
ent”
FULL_NAME
Employee name – alpha - full name of the employee. May be in any format or order desired, however, most common is last name, comma, first name middle initial.
80 “Smith, John”
RACE
Employee race – coded - one of the following standard race codes:
WHT (white)
BLK (black)
HSP (Hispanic)
AMI (American Indian)
ASN (Asian)
NHI (Native Hawaiian)
TWO (Two or more races)
OTH (Other/Unknown/Chose not to state)
3 “HSP”
SEX
Employee sex – coded – one of the following standard sex codes:
M (male)
F (female)
U (Other/Unknown/Chose not to state)
1 “F”
ESTAB_NAME
AAP establishment name after transfer – alphanumeric – name of the establishment in which the employee is analyzed for AAP purposes
100 “WidgetCo,
Intl.”
ESTAB_NAME_FROM AAP establishment name before transfer – alphanumeric
100 “WidgetCo,
Intl.”
Gerstco DVAAPBase File Formats (7/20/2018) Page 22 of 41
Exact Field Name Description Max
Length Sample Mandatory
ESTAB_CSZ
AAP establishment city state and zip code – alphanumeric – geographic location of the establishment in which the employee is analyzed for AAP purposes
100 “San
Francisco, CA 94101”
ESTAB_CSZ_FROM
AAP establishment city state and zip code – alphanumeric – geographic location of the establishment before the transfer
100 “San
Francisco, CA 94101”
EEO1_LOC
EEO1 and VETS reporting location – alphanumeric – the physical location in which the transfer will be counted in EEO1 and VETS reporting
100 “Sacramento
, CA”
EEO1_LOC_FROM
EEO1 and VETS reporting location – alphanumeric – the physical EEO1 and VETS reporting location before the transfer
100 “Sacramento
, CA”
WORK_LOC Work location after transfer – alphanumeric – name of location where the employee works
100 “River Road
Offices”
WORK_LOC_FROM Work location before transfer – alphanumeric
100 “River Road
Offices”
JOB_GROUP
Job group after transfer – alphanumeric – the job group in which the employee is analyzed for AAP purposes
100 “Technicians
”
JOB_GROUP_FROM Job group before transfer – alphanumeric
100 “Technicians
”
JOB_TITLE Job title name after transfer – alphanumeric – name of employee’s job title
100 “Software Eng. 2”
JOB_TITLE_FROM Job title name before transfer – alphanumeric
100 “Software Eng. 2”
EEO_CAT
EEO Category after transfer – coded – one of the following standard EEO category codes:
OM1 (1.1 Sr. Managers)
OM2 (1.2 Mid-Level Mgrs.)
PROF (2 Professionals)
TECH (3 Technicians)
SALES (4 Sales Workers)
ADMIN (5 Admin Support)
CW (6 Craft Workers)
OPER (7 Operatives)
LABOR (8 Laborers/Helpers)
SERV (9 Service Workers)
15 “ADMIN”
EEO_CAT_FROM EEO Category before transfer – coded 15 “ADMIN”
Gerstco DVAAPBase File Formats (7/20/2018) Page 23 of 41
Exact Field Name Description Max
Length Sample Mandatory
DEPT
Department name after transfer – alphanumeric – name of the department in which the employee works
100 “Human
Resources”
DEPT_FROM Department name before transfer – alphanumeric
100 “Human
Resources”
ORG_UNIT
Organizational unit name after transfer – alphanumeric – name of the organizational unit to which the employee is assigned
100 “Administrati
on”
ORG_UNIT_FROM Organizational unit name before transfer – alphanumeric
100 “Administrati
on”
SUPV_NAME Supervisor name after transfer – alphanumeric – full name of employee’s supervisor
80 “Jones, Cynthia”
SUPV_NAME_FROM Supervisor name before transfer – alphanumeric
80 “Jones, Cynthia”
SUPV_ID Supervisor employee ID after transfer – alphanumeric – ID of the employee’s supervisor
20 “7234”
SUPV_ID_FROM Supervisor employee ID before transfer – alphanumeric
20 “7234”
PAY Annual base pay – numeric – employee’s annual base pay rounded to nearest dollar
12 64298
PAY_GRADE Pay grade – alphanumeric – employees pay grade
20 “E10”
VET_SID_DATE
Veteran self-id date – date – date on which the employee submitted their Protected Veteran Self-ID form (post-offer)
10 06/27/2008
VET_SID_RESP
Veteran self-if response – coded – the employee’s basic Protected Veteran Self-ID response:
VET (protected Vet)
NOT (not a protected Vet)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “VET”
DIS_VET
Disabled Veteran – coded – whether the employee indicated they are a disabled Veteran:
Y (yes, disabled Vet)
N (no, not disabled Vet)
U (unknown/chose not to state)
1 “N”
Gerstco DVAAPBase File Formats (7/20/2018) Page 24 of 41
Exact Field Name Description Max
Length Sample Mandatory
SEP_VET
Recently Separated Veteran – coded – whether the employee indicated they are a recently separated Veteran:
Y (yes, rec. sep. Vet)
N (no, not rec. sep. Vet)
U (unknown/chose not to state)
1 “Y”
DIS_DATE
Discharge Date – date – date on which employee was discharged from military service for those identifying as Recently Separated
10 04/18/2004
DUTY_VET
Active Duty/Campaign Badge Veteran – coded – whether the employee indicate they are an active duty or campaign badge Veteran:
Y (yes, act. duty/CB)
N (no, not act. duty/CB)
U (unknown/chose not to state)
1 “N”
MEDAL_VET
Service Medal Veteran – coded – whether the employee indicated they are a Service Medal Veteran:
Y (yes, svc. medal Vet)
N (no, not medal Vet)
U (unknown/chose not to state)
1 “Y”
DIS_SID_DATE Disabled Self-ID date – date – date on which employee submitted their Individuals with Disabilities Self-ID form
10 06/14/2010
DIS_SID_RESP
Disabled self-if response – coded – the employee’s basic Individuals with Disabilities Self-ID response:
DIS (Disabled)
NOT (not disabled)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “NOT”
ANUM_1*
thru
ANUM_10*
Optional additional transfer information fields (10) – alphanumeric – may be used to provide ten additional elements of information for each transfer.
1000 “Overseas”
NUM_1* Optional additional numeric employee information field #1
12 8292.23
NUM_2* Optional additional numeric employee information field #2
12 21
DATE_1* Optional additional date employee information field #1
10 12/1/1012
DATE_2* Optional additional date employee information field #2
10 03/19/1953
Gerstco DVAAPBase File Formats (7/20/2018) Page 25 of 41
Gerstco DVAAPBase File Formats (7/20/2018) Page 26 of 41
Terminations
The termination file must contain one record for each termination that occurred in the
activity period.
Exact Field Name Description Max
Length Sample Mandatory
INTERNAL_ID
Internal ID – alphanumeric – uniquely identifies the termination itself. Typically a number or code assigned to the termination. This is not the “employee ID” as that is identifying the individual, not the termination activity.
30 “T923829”
EMP_ID
Employee ID – alphanumeric - uniquely identifies each employee. Typically a number or code assigned to the employee when they are hired.
20 “6635”
TERM_DATE Termination date – date – date on which employment was terminated. Last day in the workforce.
10 11/21/2012
TERM_CAT Termination Category – alphanumeric – category of termination. May be used to distinguish different sorts of terminations
30 “Acquisition”
REASON Termination reason – alphanumeric – description of why the employee was terminated.
1000 “Poor
performance”
FULL_NAME
Employee name – alpha - full name of the employee. May be in any format or order desired, however, most common is last name, comma, first name middle initial.
80 “Smith, John”
RACE
Employee race – coded - one of the following standard race codes:
WHT (white)
BLK (black)
HSP (Hispanic)
AMI (American Indian)
ASN (Asian)
NHI (Native Hawaiian)
TWO (Two or more races)
OTH (Other/Unknown/Chose not to state)
3 “HSP”
SEX
Employee sex – coded – one of the following standard sex codes:
M (male)
F (female)
U (Other/Unknown/Chose not to state)
1 “F”
ESTAB_NAME AAP establishment name – alphanumeric – name of the establishment in which the termination is analyzed for AAP purposes
100 “WidgetCo,
Intl.”
Gerstco DVAAPBase File Formats (7/20/2018) Page 27 of 41
Exact Field Name Description Max
Length Sample Mandatory
ESTAB_CSZ
AAP establishment city state and zip code – alphanumeric – geographic location of the establishment in which the termination is analyzed for AAP purposes
100 “San
Francisco, CA 94101”
EEO1_LOC
EEO1 and VETS reporting location – alphanumeric – the physical location in which the termination will be counted in EEO1 and VETS reporting
100 “Sacramento,
CA”
WORK_LOC Work location – alphanumeric – name of location where the employee worked at time of termination
100 “River Road
Offices”
DEPT Department name – alphanumeric – name of the department in which the employee worked at time of termination
100 “Information Technology”
ORG_UNIT
Organizational unit name – alphanumeric – name of the organizational unit to which the employee was assigned at time of termination
100 “RAD”
JOB_GROUP Job group – alphanumeric – the job group in which the termination is analyzed for AAP purposes
100 “Technicians”
JOB_TITLE Job title name – alphanumeric – name of employee’s job title at termination
100 “Software Eng.
2”
EEO_CAT
EEO Category – coded – one of the following standard EEO category codes:
OM1 (1.1 Sr. Managers)
OM2 (1.2 Mid-Level Mgrs.)
PROF (2 Professionals)
TECH (3 Technicians)
SALES (4 Sales Workers)
ADMIN (5 Admin Support)
CW (6 Craft Workers)
OPER (7 Operatives)
LABOR (8 Laborers/Helpers)
SERV (9 Service Workers)
15 “ADMIN”
PAY Annual base pay – numeric – employee’s annual base pay at termination
12 45000
PAY_GRADE Pay grade – alphanumeric – employees pay grade at termination
20 “E08”
SUPV_NAME Supervisor name – alphanumeric – full name of employee’s supervisor
80 “Larsen, Bob”
SUPV_ID Supervisor employee ID – alphanumeric – ID of the employee’s supervisor
20 “27328”
VET_SID_DATE Veteran self-id date – date – date on which the employee submitted their pre-offer Protected Veteran Self-ID form
10 06/27/2008
Gerstco DVAAPBase File Formats (7/20/2018) Page 28 of 41
Exact Field Name Description Max
Length Sample Mandatory
VET_SID_RESP
Veteran self-if response – coded – the employee’s basic Protected Veteran Self-ID response:
VET (protected Vet)
NOT (not a protected Vet)
REF (chose not to state)
U (unknown/chose not to state)
3 “VET”
DIS_VET
Disabled Veteran – coded – whether the employee indicated they are a disabled Veteran:
Y (yes, disabled Vet)
N (no, not disabled Vet)
U (unknown/chose not to state)
1 “N”
SEP_VET
Recently Separated Veteran – coded – whether the employee indicated they are a recently separated Veteran:
Y (yes, rec. sep. Vet)
N (no, not rec. sep. Vet)
U (unknown/chose not to state)
1 “Y”
DIS_DATE
Discharge Date – date – date on which employee was discharged from military service for those identifying as Recently Separated
10 04/18/2004
DUTY_VET
Active Duty/Campaign Badge Veteran – coded – whether the employee indicated they are an active duty or campaign badge Veteran:
Y (yes, act. duty/CB)
N (no, not act. duty/CB)
U (unknown/chose not to state)
1 “N”
MEDAL_VET
Service Medal Veteran – coded – whether the employee indicated they are a Service Medal Veteran:
Y (yes, svc. medal Vet)
N (no, not medal Vet)
U (unknown/chose not to state)
1 “Y”
DIS_SID_DATE Disabled Self-ID date – date – date on which employee submitted their Individuals with Disabilities Self-ID form
10 06/14/2010
DIS_SID_RESP
Disabled self-if response – coded – the employee’s basic Individuals with Disabilities Self-ID response:
DIS (Disabled)
NOT (not disabled)
REF (chose not to state)
UNK (unknown/chose not to state)
3 “NOT”
ANUM_1*
thru
ANUM_10*
Optional additional termination information fields (10) – alphanumeric – may be used to provide ten additional elements of information for each termination.
1000 “Overseas”
Gerstco DVAAPBase File Formats (7/20/2018) Page 29 of 41
Exact Field Name Description Max
Length Sample Mandatory
NUM_1* Optional additional numeric employee information field #1
12 8292.23
NUM_2* Optional additional numeric employee information field #2
12 21
DATE_1* Optional additional date employee information field #1
10 12/1/1012
DATE_2* Optional additional date employee information field #2
10 03/19/1953
Gerstco DVAAPBase File Formats (7/20/2018) Page 30 of 41
EEO/VETS Location Information
The EEO/VETS Location file must include one record for each location in the
company. The location name is the field which links to the Workforce and Activity files
and must match exactly among the files.
Exact Field Name Description Max
Length Sample Mandatory
EEO1_LOC
Location Name - alphanumeric – the name of the location. Corresponds to the EEO1_LOC name in all other import files.
100 “Northern California”
COMP_NAME Company Name – alphanumeric – the name of the company to show on EEO-1 and VETS reports.
200 “Widgets,
Inc.”
UNIT_NO Unit Number – numeric – number uniquely identifying the location.
7 “9283611”
NAICS
North American Industry Classification System code – numeric – code identifying the industry of the location.
6 “331423”
DUN_BS Dun & Bradstreet number – numeric – unique number for each location that has registered for federal grants.
9 “827364661”
EID
Employer Identification Number – numeric – unique number assigned to each location for tax filing purposes.
9 “829943271”
IS_HQ
Is Headquarters – coded – whether the location is the headquarters of the company:
Y (yes, is HQ)
N (no, not HQ)
1 “Y”
IS_PRIME
Is Prime Contractor – coded – whether the location is a prime contractor:
Y (yes, is prime cont.)
N (no, not prime cont.)
1 “N”
IS_SUB
Is Sub Contractor – coded – whether the location is a sub contractor:
Y (yes, is sub cont.)
N (no, not sub cont.)
1 “Y”
IS_NEW
Is New Location – coded – whether the location is filing EEO-1 for the first time:
Y (yes, is new)
N (no, not new)
1 “N”
Gerstco DVAAPBase File Formats (7/20/2018) Page 31 of 41
Exact Field Name Description Max
Length Sample Mandatory
BUS_DESCR
Business Description – alphanumeric – brief description of the major activity of the location.
100
“Manufacture of tank engine parts.”
ADDR1 Address line 1 – alphanumeric – Street address of location.
80 “23 Main St.”
ADDR2 Address line 2 – alphanumeric – Second line of address of location.
80 “Suite 101”
CITY City – alphanumeric – City where location is located.
50 “Los
Angeles”
STATE State – alphanumeric – State where location is located.
2 “CA”
ZIP Zip code – alphanumeric – Zip code of location.
5 “92837”
COUNTY County – alphanumeric – County in which location is located.
40 “Santa Clara”
PAY_FROM Payroll From Date – date – start of the payroll period in which EEO-1 headcounts were collected.
10 “10/01/2015”
PAY_THRU Payroll Thru Date – date – end of the payroll period in which EEO-1 headcounts were collected.
10 “10/14/2015”
Q_FILED
Question answer – coded – whether an EEO-1 was filed for the location last year:
Y (yes, was filed)
N (no, not filed)
1 “Y”
Q_100_EMPS
Question answer – coded – whether the location had 100 employees in the payroll period:
Y (yes, 100+)
N (no, less than 100)
1 “Y”
Q_AFILL
Question answer – coded – whether location is affiliated with a location with 100 employees:
Y (yes, affiliated)
N (no, not affiliated)
1 “Y”
Q_REQ_AAP
Question answer – coded – whether the location is required to have an Affirmative Action Program:
Y (yes, AAP required)
N (no, not required)
1 “Y”
Gerstco DVAAPBase File Formats (7/20/2018) Page 32 of 41
Exact Field Name Description Max
Length Sample Mandatory
PY_HSPM
PY_WHTM
PY_BLKM
PY_AMIM
PY_ASNM
PY_NHIM
PY_TWOM
PY_HSPF
PY_WHTF
PY_BLKF
PY_AMIF
PY_ASNF
PY_NHIF
PY_TWOF
Employee counts – numeric – number of employees in the location for each race and gender.
10 23
Gerstco DVAAPBase File Formats (7/20/2018) Page 33 of 41
EEO/VETS Consolidated Information
The EEO/VETS Consolidated file must include exactly ONE record. The data applies
to the company as a whole and is shown on the EEO-1 Consolidated (Type 2)
Report.
Exact Field Name Description Max
Length Sample Mandatory
COMP_NAME Company Name – alphanumeric – the name of the company to show on EEO-1 and VETS reports.
200 “Widgets,
Inc.”
UNIT_NO Unit Number – numeric – number uniquely identifying the company.
7 “9283611”
NAICS
North American Industry Classification System code – numeric – code identifying the industry of the company.
6 “331423”
DUN_BS Dun & Bradstreet number – numeric – unique number for each location that has registered for federal grants.
9 “827364661”
EID
Employer Identification Number – numeric – unique number assigned to the company for tax filing purposes.
9 “829943271”
BUS_DESCR
Business Description – alphanumeric – brief description of the major activity of the company.
100
“Manufacture of tank engine parts.”
ADDR1 Address line 1 – alphanumeric – Street address of company.
80 “23 Main St.”
ADDR2 Address line 2 – alphanumeric – Second line of address of company.
80 “Suite 101”
CITY City – alphanumeric – City where company is located.
50 “Los
Angeles”
STATE State – alphanumeric – State where company is located.
2 “CA”
ZIP Zip code – alphanumeric – Zip code of company location.
5 “92837”
COUNTY County – alphanumeric – County in which company is located.
40 “Santa Clara”
PAY_FROM Payroll From Date – date – start of the payroll period in which EEO-1 headcounts were collected.
10 “10/01/2015”
PAY_THRU Payroll Thru Date – date – end of the payroll period in which EEO-1 headcounts were collected.
10 “10/14/2015”
Q_FILED
Question answer – coded – whether an EEO-1 was filed for the company last year:
Y (yes, was filed)
N (no, not filed)
1 “Y”
Gerstco DVAAPBase File Formats (7/20/2018) Page 34 of 41
Exact Field Name Description Max
Length Sample Mandatory
Q_100_EMPS
Question answer – coded – whether an company had 100 employees in the payroll period:
Y (yes, 100+)
N (no, less than 100)
1 “Y”
Q_AFILL
Question answer – coded – whether company is affiliated with a location with 100 employees:
Y (yes, affiliated)
N (no, not affiliated)
1 “Y”
Q_REQ_AAP
Question answer – coded – whether the company is required to have an Affirmative Action Program:
Y (yes, AAP required)
N (no, not required)
1 “Y”
PY_HSPM
PY_WHTM
PY_BLKM
PY_AMIM
PY_ASNM
PY_NHIM
PY_TWOM
PY_HSPF
PY_WHTF
PY_BLKF
PY_AMIF
PY_ASNF
PY_NHIF
PY_TWOF
Employee counts – numeric – number of employees in the location for each race and gender.
10 23
Gerstco DVAAPBase File Formats (7/20/2018) Page 35 of 41
EEO/VETS Officials
The EEO/VETS Officials file includes records for each employee who is responsible
for certifying EEO-1 and VETS reporting data or is a contact person for the reporting
ifnormation.
Exact Field Name Description Max
Length Sample Mandatory
FULL_NAME Person Name – alphanumeric – the full name of the employee.
100 “Lucas
George”
JOB_TITLE Job Title – alphanumeric – the job title of the employee. 100
“Sr. Human Resources Manager”
ADDR Address – alphanumeric – street address at which the employee may be contacted.
80 “23 W. Milbrae Way”
CITY City – alphanumeric – city at which the employee may be contacted.
50 “San Jose”
STATE State – alphanumeric –state at which the employee may be contacted.
2 “CA”
ZIP Zip code – alphanumeric – zip code at which the employee may be contacted.
5 “97263”
PHONE Phone number – alphanumeric – phone number at which the employee may be contacted.
20 “408973136
6”
EMAIL Email address – alphanumeric – email address at which the employee may be contacted.
80 “Gloria.Brown@ourcomp.
com”
Gerstco DVAAPBase File Formats (7/20/2018) Page 36 of 41
Accommodations
The accommodations file must contain one record for each accommodation
requested by applicants or employees during the activity period.
Exact Field Name Description
Max Length
Sample Mandatory
INTERNAL_ID
Internal ID – alphanumeric – uniquely identifies the accommodation itself. Typically a number or code assigned to the accommodation. This is not the “applicant ID” or “employee ID” as that is identifying the individual, not the accommodation activity.
30 “A9348724”
APP_ID
Applicant ID – alphanumeric – if accommodation request was from an applicant, the applicant ID of the individual requesting the accommodation. Typically a number or code assigned to the applicant when they submit their application for employment.
20 “8237”
EMP_ID
Employee ID – alphanumeric – if the accommodation request was from an employee, the employee ID of the individual requesting the accommodation . Typically a number or code assigned to the employee when they are hired.
20 “6635”
ACCOM_CAT
Accommodation Category – alphanumeric – category of accommodation. May be used to distinguish different sorts of accommodations.
20 “Interview”
FULL_NAME
Applicant or employee name – alpha - full name of the employee or applicant requesting an accommodation. May be in any format or order desired, however, most common is last name, comma, first name middle initial.
80 “Doe, Jane”
RACE
Employee race – coded - one of the following standard race codes:
WHT (white)
BLK (black)
HSP (Hispanic)
AMI (American Indian)
ASN (Asian)
NHI (Native Hawaiian)
TWO (Two or more races)
OTH (Other/Unknown/Chose not to state)
3 “HSP”
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Exact Field Name Description
Max Length
Sample Mandatory
SEX
Employee sex – coded – one of the following standard sex codes:
M (male)
F (female)
U (Other/Unknown/Chose not to state)
1 “F”
ESTAB_NAME
AAP establishment name – alphanumeric – name of the establishment in which the accommodation is analyzed for AAP purposes
100 “WidgetCo, Intl.”
EEO1_LOC
EEO1 and VETS reporting location – alphanumeric – the physical location in which the termination will be counted in EEO1 and VETS reporting
100 “Sacramento,
CA”
WORK_LOC Work location – alphanumeric – name of location where the employee worked at time of accommodation
100 “River Road
Offices”
DEPT
Department name – alphanumeric – name of the department in which the employee worked at time of accommodation
100 “Information Technology”
ORG_UNIT
Organizational unit name – alphanumeric – name of the organizational unit to which the employee was assigned at time of accommodation
100 “RAD”
JOB_GROUP Job group – alphanumeric – the job group in which the accommodation is analyzed for AAP purposes
100 “Technicians”
JOB_TITLE Job title name – alphanumeric – name of employee’s job title at accommodation
100 “Software Eng.
2”
EEO_CAT
EEO Category – coded – one of the following standard EEO category codes:
OM1 (1.1 Sr. Managers)
OM2 (1.2 Mid-Level Mgrs.)
PROF (2 Professionals)
TECH (3 Technicians)
SALES (4 Sales Workers)
ADMIN (5 Admin Support)
CW (6 Craft Workers)
OPER (7 Operatives)
LABOR (8 Laborers/Helpers)
SERV (9 Service Workers)
15 “PROF”
SUPV_NAME Supervisor name – alphanumeric – full name of employee’s supervisor
80 “Doe, Jane”
SUPV_ID Supervisor employee ID – alphanumeric – ID of the employee’s supervisor
20 “A82372”
REQ_DATE Request date – date – date on which the accommodation request was made.
10 11/08/2012
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Exact Field Name Description
Max Length
Sample Mandatory
RECIP_NAME Recipient name – alphanumeric – name of employee who received the request.
80 “More, Mary”
ACCOM_DET Accommodation details – alphanumeric – description of the accommodation request.
1000
“ASL interpreter
requested for interview.”
ACCOM_DIS
Accommodation Disposition – coded – whether or not an accommodation was granted in response to the request:
G (granted, accom. made)
D (denied, none made)
P (pending, request is still pending)
1 “G”
ACCOM_AUTH Accommodation authority – alphanumeric – job title of the employee granting or denying the accommodation
100 “VP of
Operations”
RESP_DATE Response date – date – date on which the requester was given a response to their request
10 09/14/2012
RESP_DET
Response details – alphanumeric – details of the response including what specific accommodations were made, if any.
1000
“ASL interpreter hired from
service agency for interview.”
ANUM_1*
thru
ANUM_10*
Optional additional accommodation information fields (10) – alphanumeric – may be used to provide ten additional elements of information for each accommodation.
1000 “Overseas”
NUM_1* Optional additional numeric employee information field #1
12 8292.23
NUM_2* Optional additional numeric employee information field #2
12 21
DATE_1* Optional additional date employee information field #1
10 12/1/1012
DATE_2* Optional additional date employee information field #2
10 03/19/1953
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Good Faith Efforts/Outreach
The GFE/Outreach file must contain one record for each outreach activity or event
that occurred during the activity period.
Exact Field Name Description Max
Length Sample Mandatory
INTERNAL_ID
Internal ID – alphanumeric – uniquely identifies the activity or effort itself. Typically a number or code assigned to the event.
30 “A9348724”
EVENT_DATE Event/outreach date – date – the date on which the event or outreach activity took place.
10 “7/1/2015”
OR_TYPE Outreach Type – alphanumeric – what type of outreach was done. Short description of the activity.
50 “Seminar”
ORG_NAME Organization Name – alphanumeric – name of the organization with which or for which the outreach was done.
100 “Veterans United”
ACTIVITY
Activity – alphanumeric – description of the activity or event.
1000
“Seminar to educate recently
discharged Veterans on employment
opportunities in Chicago area.”
TARGET_GROUP Targeted Group – alphanumeric – people group targeted by the outreach event.
50 “Veterans”
DESCRIPTION Description – alphanumeric – details on the outreach/good faith effort and its goals.
1000
LOCATION Location – alphanumeric – where the outreach activity took place. 100
“VA Center, 231 Mills Ave.,
Chicago, IL”
CONT_NAME Name of Contact – alphanumeric – full name of contact person at the organization involved in the outreach event.
80 “Cromwell,
Cindy”
CONT_PHONE Contact Phone – alphanumeric – phone number of contact person.
30 “555-923-2039”
CONT_EMAIL Contact Email – alphanumeric – email address of contact person.
80 c.cromwell@va.
gov
NOTES Notes – alphanumeric – any extra details or notes about the event.
1000
Gerstco DVAAPBase File Formats (7/20/2018) Page 40 of 41
Availability
The availability file must contain one record for each availability factor for each group
within each analysis structure. Normally the analysis structure is by establishment
and the grouping is by job group. Most groups have one internal factor and at least
one external factor.
Exact Field Name Description
Max Length
Sample Mandatory
KEY_FLD_NAME
Key Field – alphanumeric – the name of the field in the workforce and activity files by which availability analysis will be done. This is normally the AAP Site field such as EstabName, but can be any text field present in the workforce and activities including custom fields.
100 “EstabName”
KEY_FLD_VALUE
Key Field Value – alphanumeric – which key the data belongs to. For example, if the key field is EstabName, which establishment the data belongs to.
none “Headquarters”
GRP_FLD_NAME
Grouping Field – alphanumeric – the name of the field in the workforce and activity files that the availability data will be grouped by. JobGroup is the usual grouping field name.
100 “JobGroup”
GRP_FLD_VALUE Grouping Value – alphanumeric – which group the data belongs to. For example, which Job Group.
none “Professionals”
FACTOR_TYPE
Internal or External – coded – one of the following codes indicating whether the data is for an internal or external factor: :
I (internal)
E (external)
1 “E”
SORT_ORDER
Sort Order – numeric – if multiple factors of one type are being provided for a single group, the preferred order to display them on screen and in reports.
9 “1”
WEIGHT
Factor Weight – numeric – the percentage weight to give the factor for the job group. For any one group, the weights for the factors should add up to exactly 100.
9 “45.7”
RATIONALE
Rationale for Factor – alphanumeric – description of the rationale for the provided population counts in the factor.
none
“2010 Census for recruiting
areas in Santa Clara County.”
SOURCE_INFO Source Details – alphanumeric –detailed information on the source of the population data.
100 “Sacramento,
CA”
MAL_POP Male Population – numeric – number of male employees in the availability factor.
9 “23”
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Exact Field Name Description
Max Length
Sample Mandatory
FEM_POP Female Population – numeric – number of female employees in the availability factor.
9 “23”
WHT_POP White Population – numeric – number of white employees in the availability factor.
9 “23”
HSP_POP Hispanic Population – numeric – number of Hispanic employees in the availability factor.
9 “23”
BLK_POP Black Population – numeric – number of black employees in the availability factor.
9 “23”
NHI_POP
Native Hawaiian/Other Pacific Islander Population – numeric – number of native Hawaiian employees in the availability factor.
9 “23”
ASN_POP Asian Population – numeric – number of Asian employees in the availability factor.
9 “23”
AMI_POP American Indian Population – numeric – number of American Indian employees in the availability factor.
9 “23”
TWO_POP Two or More Races Population – numeric – number of employees with two or more races in the availability factor.
9 “23”
TOT_POP Total Population – numeric – total number of employees in the availability factor.
9 “23”
* Optional “ANUM”, “NUM” and “DATE” fields may be given custom field names. Custom field names
must be specified in the DVAAPBase settings for the dataset.