EEO-1 Reporting Checklist

Confirm that the employer is required to file the EEO-1 report by verifying it has 100 or more employees, or has 50 or more employees and is a federal contractor or first-tier subcontractor with a contract of $50,000 or more, or serves as a depository of government funds or a financial institution issuing US savings bonds.

List every physical location (establishment) where the employer conducts business and employs workers, including headquarters, branch offices, retail locations, and remote work hubs, to determine whether single-establishment or multi-establishment reporting is required.

For multi-establishment employers, file a separate EEO-1 Component 1 report for each establishment with 50 or more employees, a consolidated report for all establishments, and a headquarters report, plus a list of establishments with fewer than 50 employees.

If the employer is part of a corporate structure with a parent company, determine which entity is responsible for filing and whether consolidated or separate reports are required for each subsidiary or affiliated entity.

Access the EEOC's online filing portal, register as a new filer or update existing login credentials, and verify the company ID number and establishment listings before the filing window opens.

Choose a single pay period between October and December of the reporting year as the workforce snapshot period, and collect employment data for all employees on the payroll during that pay period.

Assign each employee to one of the ten EEO-1 job categories: Executive/Senior Level Officials and Managers, First/Mid-Level Officials and Managers, Professionals, Technicians, Sales Workers, Administrative Support Workers, Craft Workers, Operatives, Laborers and Helpers, and Service Workers.

Gather self-identified race and ethnicity data for each employee using the seven categories: Hispanic or Latino, White, Black or African American, Native Hawaiian or Other Pacific Islander, Asian, American Indian or Alaska Native, and Two or More Races.

Record the gender (male or female) of each employee for EEO-1 reporting purposes, using employee self-identification as the preferred method and visual observation or employment records only when self-identification is not available.

Cross-reference the EEO-1 data extract with the HRIS, payroll system, and headcount reports to verify completeness and accuracy, resolving any discrepancies in employee counts, job categories, or demographic classifications before filing.

For employees who decline to self-identify their race or ethnicity, use employment records, visual observation, or other available information to complete the EEO-1 report, and document the methodology used to assign the classification.

Aggregate employee data across all establishments into a single consolidated report that reflects the total workforce by job category, race/ethnicity, and gender for the entire organization.

Prepare a separate EEO-1 report for each establishment with 50 or more employees, reporting the workforce composition by job category, race/ethnicity, and gender for that specific location.

File a separate report for the headquarters location regardless of the number of employees at that establishment, ensuring it reflects only the employees who work at or report to the headquarters.

For establishments with fewer than 50 employees, prepare and submit the Type 6 list providing the establishment name, address, and total employment count without the detailed job category and demographic breakdown.

Submit the completed EEO-1 reports through the EEOC's online filing system by the annual deadline, using either the data file upload option (for large filings) or manual entry, and save the confirmation receipt for records.

File all EEO-1 Component 1 reports by the annual deadline set by the EEOC (historically in the spring, with exact dates announced each year), requesting an extension through the portal if additional time is needed.

Before filing, review the completed EEO-1 reports for common errors including missing establishments, incorrect job category assignments, employees counted more than once, zero-employee categories that should have entries, and mathematical inconsistencies.

Analyze year-over-year changes in workforce composition by job category and demographic group to identify significant shifts that may indicate data errors or require explanation in the event of an EEOC inquiry.

Route the completed EEO-1 reports to the designated company official (typically the CEO, president, or authorized representative) for review and certification before submission to the EEOC.

Maintain copies of all filed EEO-1 reports, the underlying data extracts, workforce snapshot documentation, and filing confirmation receipts for a minimum of three years, or longer if required by company policy or legal counsel.

Analyze EEO-1 data trends to identify underrepresentation in specific job categories, inform affirmative action planning for federal contractors, and measure progress toward workforce diversity objectives.

Track EEOC communications, Federal Register notices, and regulatory updates for any changes to EEO-1 reporting requirements, including potential pay data collection mandates, revised job categories, or updated demographic classifications.

Safeguard EEO-1 reports and underlying demographic data from unauthorized access and disclosure, as the EEOC treats individual employer data as confidential and it should be handled with similar care internally.

For employers subject to Executive Order 11246, align EEO-1 job category classifications with the affirmative action plan job group structure and use EEO-1 data as a foundation for availability analysis and goal-setting in the AAP.