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* VETS-4212 Federal Contractor Reporting
VETS-4212 FEDERAL CONTRACTOR REPORTING
***ATTENTION FEDERAL CONTRACTORS ***
Please visit our new elaws VETS-4212 Federal Contractor Reporting Advisor to
assist in determining if your company needs to submit a VETS-4212 report. This
advisor will help you gather all the necessary information to submit your
VETS-4212 report.
Error
New User Registration
Existing User Login
Download VETS-4212 Form (PDF)
Contact Us
Due to extreme call volume during the VETS-4212 filing cycle, we ask that our
improved VETS-4212 frequently asked questions (FAQs) section be used to answer
any questions contractors may experience regarding filing the VETS-4212 Reports.
ON THIS PAGE
* Program Overview
* Reporting threshold
* How to File Your VETS-4212 Report
* Obtain Blank VETS-4212 Form
* Frequently Asked Questions
* Batch Filing Information
* Confirmation of Filing
* Filing Verification
* Contact Us
* Additional Resources
PROGRAM OVERVIEW
The U.S. Department of Labor's Veterans' Employment and Training Service (VETS)
and Office of Federal Contractor Compliance Programs (OFCCP) have supported
affirmative actions to employ and advance in employment of covered veterans
since 2008. As legislatively mandated under 38 U.S. Code Section 4212, codified
at 41 CFR 61-300, contractors and subcontractors who enter into, or modify a
contract or subcontract with the federal government, and whose contract meets
the criteria set forth in the above legislation / regulations, are required to
report annually on their affirmative action efforts in employing veterans. Data
reported through form VETS-4212 is used by OFCCP in compliance evaluations.
You can find more information in the VETS-4212 rules and regulations:
* VETS-4212 Rules and Regulations
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REPORTING THRESHOLD
Although the Section 503 and VEVRAA statutes themselves have not been amended,
in 2004 Congress enacted Section 807 of the Ronald Reagan National Defense
Authorization Act which is codified at 41 U.S.C. 1908, which requires the
Federal Acquisition Regulation Council (FAR Council) to review the dollar
threshold amounts in certain federal agency procurement-related laws every five
years to determine whether they need to be adjusted for inflation. As a result
of these reviews, the FAR Council has implemented inflationary adjustments of
acquisition-related dollar thresholds for Section 503 and VEVRAA. While OFCCP's
regulations at 41 CFR 60-300 and 41 CFR 60-741 do not currently reflect these
inflationary adjustments, OFCCP has adopted the FAR Council's adjusted
thresholds for determining whether a contractor is covered by Section 503 and
VEVRAA regulatory requirements.
The current reporting threshold is $150,000.
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--------------------------------------------------------------------------------
HOW TO FILE YOUR VETS-4212 REPORT
FILING PERIOD
The official filing cycle is yearly, August 1 to September 30. Reports filed
outside the official filing cycle will be treated as part of the currently
active filing cycle.
The 2023 filing cycle begins August 1, 2023.
SUBMITTING FORM VETS-4212
Federal contractors and subcontractors who are required to file form VETS-4212
can submit their forms electronically by using either the VETS-4212 Reporting
Application or batch filing process, or by using the paper form by email or U.S.
mail. We recommend that you file your form electronically.
FILING ELECTRONICALLY
* VETS-4212 Reporting Application – File your 2023 form VETS-4212 report
online.
* Batch Filing Information – Companies with more than 10 hiring locations are
encouraged to submit their VETS-4212 report via batch upload to expedite
processing.
FILING USING THE PAPER FORM
First, download the 2023 form VETS-4212 (PDF) file or EEO-1 Aligned VETS-4212
(PDF) file. After you complete the form, you can submit the form via email at
vets4212-customersupport@dolncc.dol.gov or U.S. mail at:
VETS-4212 Submission
Veterans' Employment and Training Service Center
Department of Labor National Contact Center (DOL-NCC)
3110 Fairview Park Drive, Suite 800
Falls Church, VA 22042
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FREQUENTLY ASKED QUESTIONS
HAVE QUESTIONS ON HOW TO REGISTER, LOG IN, AND ACCESS YOUR COMPANY’S VETS-4212
REPORTING APPLICATION?
Expand All | Collapse All
1. Do I have to register to access the VETS-4212 Reporting Application?
Yes. The VETS-4212 Reporting Application requires users to register with the
application in order to gain access. Users will be required to provide their
contact information as well as their company’s identification information. The
user’s information will be sent to the company’s primary point of contact for
approval. Once approved, the user will receive an email confirmation with
further instructions to complete the registration process.
2. How do I register to access the VETS-4212 Reporting Application?
In order to register with the VETS-4212 Reporting Application, users will be
required to provide contact information, company identification information, as
well as the company’s primary point of contact. The primary point of contact is
responsible for the management of the report, user, and company information
which is submitted through the application. Once the registration request has
been submitted, users will receive an email confirmation with further details
and instructions.
3. Who is my company’s point of contact for the VETS-4212 Reporting Application?
The point of contact is responsible for the management of the company, report,
and user information which is submitted through the VETS-4212 Reporting
Application. The point of contact can be removed or designated by the registered
user only. To reach the company’s point of contact, or to determine their
identity, please consult the company’s human resources department.
4. What happens when a user registration request is submitted?
The VETS-4212 Reporting Application requires users to request to access a
company within the application to the company’s primary point of contact. If an
email message is received from the VETS-4212 Service Desk requesting approval
for a user to access the company within the application, the company’s primary
point of contact may choose to approve or reject the user’s request.
5. How do I know if my user registration request has been approved?
The VETS-4212 Reporting Application sends a request to access a company within
the application to the company’s primary point of contact. If an email message
is received from the VETS-4212 Service Desk stating the request was approved,
the user will need to complete the account registration process by clicking on
the link provided in the email confirming the approval.
6. What if my user registration request was rejected?
The VETS-4212 Reporting Application sends a request to access a company within
the application to the company’s primary point of contact. If an email message
is received from the VETS-4212 Service Desk stating the request was not
approved, please contact the company’s primary point of contact for more
information. To reach the company’s point of contact, or to determine their
identity, please consult the company’s human resources department.
7. What if I do not receive a response after requesting access to the VETS-4212
Reporting Application?
If no response is received after submitting a request to access a company within
the VETS-4212 Reporting Application, please reach out to the company’s point of
contact to verify the request was received.
8. Do user registration requests expire?
The VETS-4212 Reporting Application sends a request to access a company within
the application to the company’s primary point of contact. The request will
expire if not replied to within 24 hours. If an email message is received from
the VETS Service Desk stating the request has expired, users will need to
register again. A new request will be sent to the company’s point of contact for
approval.
9. How do I access the VETS-4212 Reporting Application?
In order to access the VETS-4212 Reporting Application, users must log in by
entering the email address provided when they registered the account for the
current year. Users will also be required to enter the password created when
the account was activated or reset.
10. What are the password requirements for the VETS-4212 Reporting Application?
In order to access the VETS-4212 Reporting Application, users must log in by
entering the email address provided when they registered the account for the
current year, as well as the password created when the account was activated.
Valid passwords consist of at least eight alphanumeric characters with at least
one upper case letter, one lower case letter, a number, and a special character.
11. What if my password for the VETS-4212 Reporting Application is forgotten or
expired?
If the password created when registering for the account has been forgotten or
has expired, select the Expired/Forgot Your Password? link located on the log in
screen of the VETS-4212 Reporting Application. An email will be sent with a link
to the application where a new password can be created. Once the password reset
email is sent, the link will expire after 15 minutes.
12. How long can I stay logged into the VETS-4212 Reporting Application?
The VETS-4212 Reporting Application will automatically end the user’s session
after 30 minutes of inactivity. The user will then be redirected back to the
application log in screen.
13. What if I am having difficulties accessing the VETS-4212 Reporting
Application?
Chrome users having difficulty accessing the VETS-4212 Reporting Application may
attempt to reach the application via an alternative browser such as Internet
Explorer. If Chrome must be used, please go to URL:
chrome://net-internals/#hsts, enter “vets4212.dol.gov” in the Domain field, and
press delete. If any additional assistance is needed please contact your
company’s IT department.
14. What does it mean if I get a certificate error in the VETS-4212 Reporting
Application?
If you receive a notification that the VETS-4212 Reporting Application is
currently experiencing technical difficulties concerning a certificate error
that is displayed, VETS will be working to resolve this issue as quickly as
possible. If you are unable to file online during this period, VETS-4212 reports
can be sent to the VETS-4212 Service Center at
vets4212-customersupport@dolncc.dol.gov to be uploaded on your behalf.
15. What if I am notified that my account has been disabled?
As a preventive measure, accounts may have been disabled due to installed key
logger and/or malware on the computing systems used to access the VETS-4212
Reporting Application. Prior to account re-establishment, all anti-virus
programs on all systems used to access the account will need to be updated. Once
complete, please contact the VETS-4212 Service Desk to have the account
re-enabled.
16. How do I request access to new and existing companies?
The VETS-4212 Reporting Application allows users to request access to new and
existing companies within the application in order to submit and view VETS-4212
Reports. From the “My Companies” tab, users will be able to request access to
companies by providing the required company identification information.
17. How do I associate with an existing company?
To associate with an existing company within the VETS-4212 Reporting
Application, registered users must first log into the application. Once logged
in, select the “My Companies” tab, and select “Associate with Existing Company.”
Enter the company number for the existing company and select, “Submit Access.”
If the company number is not known, please review the previous year’s
submission, or contact the point of contact for the existing company in order to
identify this number. Following the submission of the access request, an email
message will be sent to the company’s point of contact for approval prior to
system access being granted.
18. What is a company number?
The company number is a company identifier used when filing the VETS-4212
Report. The company number should start with a letter "T" followed by six
digits. A company that filed in 2020 and should use the same company number when
filing in 2021.
19. How do I edit my company’s information?
The VETS-4212 Reporting Application allows users to make changes to a company’s
information and point of contact. From the “My Companies” tab, locate the
desired company and select “Details” under the “Actions” column. On the
following screen, select “Edit Company,” to begin making the necessary changes.
In order for the edited information to appear on a submitted VETS-4212 Report,
changes to the parent company's information and point of contact must be made
prior to submission.
20. How do I associate with a new company?
To create a new company within the VETS-4212 Reporting Application, registered
users must first log into the application. Once logged in they should select the
“My Companies” tab and then select “Associate with a New Company.” When the
company and point of contact information have been entered, select “Submit
Access” at the bottom of the screen in order to be associated with the new
company. Following the submission of the association request, an email message
will be sent to the requested company’s point of contact for approval prior to
access being granted to the new user.
21. What is an EIN (IRS Tax No.) number?
Employers must include an Employer Identification Number (EIN) on the VETS-4212
Report. The EIN should be a nine digit number applicable to the hiring location
for which the report is filed. If there is not a separate EIN number for the
hiring location, please enter the EIN for the parent company. Learn how to
obtain an EIN from the Internal Revenue Service (IRS).
22. What is a DUNS number?
Employers must include the Dun and Bradstreet (D&B) identification (DUNS) number
on the VETS-4212 Report. The DUNS number should be the nine digit number
applicable to the hiring location for which the report is filed. Companies will
be required to obtain a new DUNS number if there is not a separate DUNS number
for the hiring location. A DUNS Number can be requested at no cost online on the
D&B Company website. If the company cannot obtain a new DUNS number for the
hiring location, enter the DUNS number for the parent company.
23. What is a NAICS number?
The North American Industry Classification System (NAICS) is the standard used
by federal statistical agencies in classifying business establishments for the
purpose of collecting, analyzing, and publishing statistical data related to the
U.S. business economy. The NAICS code number used should be the six digit number
applicable to the hiring location for which the report is filed. For the
purposes of VETS-4212 reporting, if there is not a separate NAICS code number
for the hiring location, companies will be required to obtain one. If the
company cannot obtain a separate NAICS code number for the hiring location,
enter the NAICS code number for the parent company. Learn more about NAICS codes
on the U.S. Census Bureau's website.
24. Who should be listed as the company’s point of contact in the VETS-4212
Reporting Application?
The point of contact is responsible for the management of the company, report,
and user information which is submitted through the VETS-4212 Reporting
Application. When creating a new company within the VETS-4212 Reporting
Application, registered users must enter the name, telephone number, and email
address for the point of contact on the “Associate with a New Company” screen.
The point of contact can be removed or designated by the registered user only.
Users will need to contact the VETS-4212 Service Desk and register with the
application in order to remove or change a point of contact.
HAVE QUESTIONS ON HOW TO FILL OUT AND COMPLETE YOUR COMPANY'S VETS-4212 REPORT?
Expand All | Collapse All
1. What is the reporting threshold for filing the VETS-4212 Report?
The VETS-4212 Report should be filed if a business has a current federal
government contract or subcontract worth $150,000 or more, regardless of the
number of employees. The contract or subcontract may be with any department or
agency of the United States for the procurement of personal property or
non-personal services. Services include, but are not limited to, utility,
construction, transportation, research, insurance, and fund depository,
regardless whether the government is the purchaser or seller. The obligation to
report is the responsibility of the contractor or subcontractor. If unsure of
the requirements to file a report, please contact the authority requesting that
the report be filed for clarification. Generally speaking, this authority is the
federal contracting officer (CO) in charge of awarding the contract.
2. When does my company have to file a VETS-4212 Report after obtaining a new
covered contract?
If a federal government contract or subcontract is worth $150,000 or more, a
VETS-4212 Report must be filed between August 1 and September 30 each year
following a calendar year in which a contractor or subcontractor held a contract
or subcontract. The obligation to report is on the contractor or subcontractor.
If the contractor or subcontractor is unsure of whether to file a report or not
they will need to contact the authority requesting that the report be filed for
clarification. Generally speaking, this authority is the federal contracting
officer (CO) in charge of awarding a contract.
3. What if my company no longer has a covered contract?
If the company does not have a current contract that meets the reporting
threshold, as of January 1 with the federal government, it does not need to file
a VETS-4212 for the current filing cycle.
4. Do state and local government agencies have to file VETS-4212 Reports?
The reporting requirements do not apply to state and local government agencies
or state and local government contractors and subcontractors that do not
participate in work under a federal contract or subcontract according to 41 CFR
60-300.
5. Do banks and other FDIC insured institutions have to file VETS-4212 Reports?
A bank, financial institution or a private sector FDIC insured is covered under
the Vietnam Era Veterans’ Readjustment Act (VEVRAA) if it has a single contract
that meets the dollar threshold amount under VEVRAA filing requirements. Federal
contracts held by banks and other financial institutions include, but are not
limited to, agreements to serve as fund depositories, agreements for federal
share and deposit insurance, and agreements to serve as an issuing and paying
agent for U.S. savings bonds and savings notes.
6. What if my company was acquired or has merged with another company?
If a company which is required to submit a VETS-4212 Report undergoes a merger
or an acquisition, it is not necessary to notify the Veterans' Employment and
Training Service for the purposes of filing the VETS-4212 Report. If an acquired
or merged company maintains its identity once it has been merged with or
acquired by another company, it is still required to file using its current
Employer Identification Number (EIN). If the acquired or merged company does not
maintain its identity once it has been merged with or acquired by another
company, it is not required to file. Accordingly, the acquiring or merging
company should not include the acquired or merged company’s information if the
acquired or merged company maintains its identity. The acquiring or merging
company must include the acquired or merged company’s information if the
acquired or merged company does not maintain its identity.
7. Does my company have to notify the VETS-4212 Service Desk if they are exempt
from reporting?
If a company is not subject to the regulatory requirements under the Vietnam Era
Veterans' Readjustment Assistance Act (VEVRAA), they are exempt from the
requirement to file a VETS-4212. A notification informing the VETS-4212 Service
Desk that a company does not have to file a VETS-4212 Report is not required.
Additionally, the VETS-4212 Service Center does not provide information
certifying that a company does not have to file. Any requirements placed on a
company by a federal contracting officer (CO) to certify that it is not required
to file should be addressed with the CO.
8. What happens if my company does not file a VETS-4212 Report?
Federal contractors and subcontractors who are required, but fail, to file the
VETS-4212 Report will not be subject to fines. However, federal contracting
agencies are prohibited from obligating or expending funds to enter into a
contract with the contractor or subcontractor.
9. What is the “Type of Reporting Organization” for the filing a VETS-4212
Report?
The reporting organization indicates the type of contractual relationship
(either a prime contractor or a subcontractor) that the organization has with
the federal government. If the organization serves as both a prime contractor
and a subcontractor on various federal contracts, select both options.
10. What does the term “prime contractor” mean?
A prime contractor is the company which was initially awarded a contract to
provide a service or product to the federal government. The Vietnam Era
Veterans’ Readjustment Act (VEVRAA) requires covered federal contractors and
subcontractors to file the VETS-4212 Report. The VETS-4212 Report requires a
company to indicate the type of contractual relationship that it has with the
federal government. If the company serves as a prime contractor, please select
"Prime Contractor" under the "Type of Reporting Organization" section.
11. What does the term “subcontractor” mean?
A subcontractor is a business who receives a contract from a federal contractor
(prime contractor or subcontractor) to perform a specific task as part of a
contract awarded by the federal government. The Vietnam Era Veterans’
Readjustment Act (VEVRAA) requires covered federal contractors and
subcontractors to file the VETS-4212 Report. The VETS-4212 Report requires a
company to indicate the type of contractual relationship that it has with the
federal government. If the company serves as both a prime contractor and a
subcontractor on federal contracts, please select both "Prime Contractor" and
"Subcontractor" under the "Type of Reporting Organization" section.
12. What if my company is both a “prime contractor” and a “subcontractor” with
covered contracts for each?
The VETS-4212 Report requires a company to indicate the type of contractual
relationship that it has with the federal government. If the company serves as
both a prime contractor and a subcontractor on federal contracts, please select
both "Prime Contractor" and "Subcontractor" under the "Type of Reporting
Organization" section.
13. Which VETS-4212 Report “Type of Form” do I file?
Reporting organizations that submit a VETS-4212 Report for a single location
should select Single Establishment. If the reporting organization submits more
than one form, only one form should be submitted as Multiple
Establishment-Headquarters. The remaining forms should be submitted as either
Multiple Establishment-Hiring Location or Multiple Establishment-State
Consolidated. For state consolidated forms, the number of hiring locations
included in that report should be entered in the space provided.
14. What does the term “Hiring Location” mean?
The term "Hiring Location" refers to an economic unit which produces goods or
services, such as a factory, office, store, or mine. In most instances, the
establishment is a single physical location engaged in one, or predominantly
one, economic activity. Employers required to file the VETS-4212 Report must
file a completed report for its establishment. Multiple establishment employers
with more than one hiring location must file a VETS-4212 Report for the
headquarters office and for each establishment. If the multiple establishment
hiring locations within a state employ fewer than 50 persons, the employer can
file separate reports for each location, or state consolidated reports that
cover all hiring location establishments within one state.
15. Does my company need to file a VETS-4212 Report for international locations?
Companies are not required to report on locations outside of the U.S. and its
territories.
16. What does the term “Single Establishment” mean?
Single establishment employers are those employers doing business at one hiring
location. These employers must:
* File one completed VETS-4212 Report;
* Select "Single Establishment" under the "Type of Form" section;
* Complete name and address under "Parent Company" section; and
* Leave "Hiring Location" section blank.
17. What does the term “Parent Company” mean?
"Parent Company" refers to any corporation which owns all or the majority stock
of another corporation so that the latter stands in relation to it as a
subsidiary company.
18. What is a subsidiary company?
For the purposes of filing a VETS-4212 Report, a subsidiary company is a company
of which a parent company owns all or the majority of the subsidiary company’s
stock.
19. Are subsidiaries of federal contractors required to file VETS-4212 Reports?
A subsidiary company that is a federal contractor or subcontractor must file a
Multiple Establishment-Hiring Location Report for the parent company which owns
all or the majority of the company’s stock. For the purposes of filing a
VETS-4212 Report, a subsidiary company that is not a federal contractor or
subcontractor should not be included in the Parent Company's VETS-4212 Report.
The obligation to file a report is the responsibility of the contractor or
subcontractor. If unsure of the requirements to file a report, please contact
the authority requesting that the report be filed. Generally speaking, this
authority is the federal contracting officer (CO) in charge of awarding a
contract.
20. What does the term “Multiple Establishment” mean?
Multiple establishment employers are those employers doing business at more than
one hiring location. In addition to filing a completed VETS-4212 Report
covering the principal or headquarters office, these employers must:
* File a separate VETS-4212 Report for each hiring location or state
consolidated for each state employing 50 or fewer persons; and
* * See Question 22
21. What does the term “Headquarters” mean?
Multiple establishment employers do business at more than one hiring location.
When filing for a headquarters office, employers must:
* File one completed VETS-4212 Report covering the principal or headquarters
office; and
* Select "Multiple Establishment - Headquarters" under the "Type of Form"
section.
22. What if my company is a Multiple Establishment employer, but a state with
multiple locations employ fewer than 50 employees?
In addition to filing a completed VETS-4212 Report covering the principal or
headquarters office, and separate VETS-4212 Reports for each hiring location
within one state employing 50 or more persons, multiple establishment employers
must either:
* File a separate report for each hiring location, select “Multiple
Establishment - Hiring Location;” or
* File state consolidated reports that cover hiring locations within one state
that have fewer than 50 employees, select “Multiple Establishment - State
Consolidated,” and specify the number of Multi-State Consolidated (MSC)
locations in the space provided.
23. If my company is a Multiple Establishment employer filing a State
Consolidated Report, how do I specify the number of hiring locations?
Multiple establishment employers may file multiple establishment state
consolidated (MSC) reports that cover hiring locations within one state that
have fewer than 50 employees. The MSC Number indicates the number of hiring
locations when filing a VETS-4212 Multiple Establishment - State Consolidated
Report. The MSC number is a required field in order to submit a Multiple
Establishment - State Consolidated report and indicates the number of hiring
locations within the state consolidated report. The MSC number is not a required
field if a Multiple Establishment - State Consolidated Report is not being
filed.
24. What is the Company Number for the filing of the VETS-4212 Report?
If a VETS-4212 Report has been filed in the past, you will need to enter the
company number assigned in previously submitted reports. The company number is a
company identifier used when filing the VETS-4212 report. The company number
should start with a letter "T" followed by six digits. A company that filed in
2019 should use the same company number when filing in 2020. If a company number
is not available, please leave the field blank. If there are any questions
regarding a company number, please contact the VETS-4212 Customer Support Center
at 1-866-237-0275 or vets4212-customersupport@dolncc.dol.gov.
25. What is the “twelve month period ending” date for the VETS-4212 Report?
For purposes of completing VETS-4212 Reports, enter the end date for the 12
month “reporting period” used as the basis for filing the VETS-4212 Report. The
"reporting period" is the 12 months preceding the selected payroll period ending
date. To determine the “reporting period,” the contractor should select a date
in the applicable year between July 1 and August 31 that represents the end of a
payroll period. For example, if a contractor's payroll period ends on August 15,
2023, it would then go back one year to August 16, 2022. This is the year that
would represent the reporting period for the 2023 filing cycle. In addition, you
can use December 31 of the previous year.
26. Can federal contractors and subcontractors that file both the EEO-1 and the
VETS-4212 Report use the same employee “counting period” for both filings?
Yes. Certain federal contractors are required by the Vietnam Era Veterans’
Readjustment Assistance Act of 1974 (VEVRAA) to report annually on their
affirmative action efforts in employing veterans. They report this information
on the VETS-4212 Report. Federal contractors that file both the EEO-1 and the
VETS-4212 Report may choose the last full pay period in each calendar year for
the purposes of counting employees for both reports.
The EEO-1 allows employers to choose any one pay period between October 1 and
December 31 for the purpose of counting employees (the “workforce snapshot
period”). The VETS-4212 regulations allow contractors to count employees for the
VETS-4212 Report as of a December 31 “VEVRAA Ending Date” if the federal
contractor has “previous written approval” from the EEOC to do so for purposes
of submitting the EEO-1. The EEOC has already given blanket “previous written
approval” to federal contractors in the form of the implementation notice for
the revised EEO-1. DOL, which administers and enforces contractors’ obligations
under VEVRAA, has accepted this as the EEOC’s “previous written approval.” DOL
has also confirmed that if the last pay period of a calendar year does not end
exactly on December 31, it will not cite contractors with any violation for
using a VEVRAA Ending Date that falls on the last day of the final full pay
period in the calendar year. DOL notes that this does not affect the filing
deadline for the VETS-4212 Report; which must be filed no later than September
30 of the following calendar year.
27. What is the “Name of Parent Company” for the VETS-4212 Report?
For purposes of completing the VETS-4212 Report, enter the name and address of
the "Parent Company" for which the VETS-4212 Report is filed. The "Parent
Company" refers to any corporation which owns all or the majority stock of
another corporation so that the latter stands in relation to it as a subsidiary
company. For "Parent Company" headquarters location, complete the name and
address for the "Parent Company" headquarters, and leave blank the name and
address of the "Hiring Location." For "Hiring Locations" of a parent company,
complete the address for the "Parent Company" location, and the name and address
for the "Hiring Location."
28. Who should be listed as the “Company Contact” in the VETS-4212 Report?
For purposes of completing the VETS-4212 Report, enter the name, telephone
number, and email address for the "Company Contact" for the employer for which
the VETS-4212 Report is filed. The "Company Contact" is the primary point of
contact who is responsible for the management of the company, report, and user
information which is submitted through the VETS-4212 Reporting Application. The
"Company Contact" can be removed or designated by the registered user only.
Users will need to contact the VETS-4212 Service Desk and register with the
application in order to remove or change a "Company Contact."
29. What is the “Name of Hiring Location” for the VETS-4212 Report?
The term "Hiring Location" refers to an economic unit which produces goods or
services, such as a factory, office, store, or mine. In most instances, the
establishment is a single physical location engaged in one, or predominantly
one, economic activity. Employers required to file the VETS-4212 Report must
file a completed report for its establishment. Multiple establishment employers
with more than one hiring location must file a VETS-4212 Report for the
headquarters office and for each hiring location. If the multiple establishment
hiring location employs fewer than 50 persons, the employer may file separate
reports for each location or state consolidated reports that cover hiring
location establishments within one state.
30. What does the term “Employee” mean?
The term “Employee” for purposes of VETS-4212 reporting means any individual on
the payroll of an employer who is an employee for purposes of the employer’s
withholding of Social Security taxes (except insurance sales agents who are
considered to be employees for such purposes solely because of the provisions of
26 U.S.C. 3121(d)(3)(B)), including part-time and leased employees. The term
“Employee” does not include persons who are hired on a casual basis for a
specific job (e.g., persons at a construction site whose employment relationship
is expected to terminate with the end of the employee’s work at the site);
persons employed temporarily in an industry other than construction who are
hired through a hiring hall or some other referral arrangement; or persons on
the payroll of an employment agency who are referred by such agency for work to
be performed on the premises of another employer under that employer’s direction
and control, as provided in 41 CFR 61-300.2(b)(5).
31. What does the term “New Hire” mean?
A "New Hire" is a regular full-time or part-time employee who is hired and
included in the payroll for the first time during the reporting period. The
VETS-4212 reporting period is considered to be the 12-month period preceding the
ending date of the selected payroll period which is between July 1 and August 31
of the filing year, or the 12-month period preceding December 31 of the previous
year.
32. Who are considered a “Protected Veterans” under the Vietnam Era Veterans’
Readjustment Assistance Act of 1974 (VEVRAA)?
For the purposes of VETS-4212 reporting, “Protected Veterans” are veterans who
are protected under the nondiscrimination and affirmative action provisions of
the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA); specifically
veterans who may be classified as:
* Active Duty Wartime or Campaign Badge Veterans (“other protected veterans”);
* Armed Forces Service Medal Veterans;
* Disabled Veterans; or
* Recently Separated Veterans.
A complete description of these veteran categories can be found in regulation 41
CFR 61-300. Inquiries or complaints regarding an individual's classification as
a protected veteran under the Vietnam Era Veterans’ Readjustment Assistance Act
of 1974 (VEVRAA) can be directed to the U.S. Department of Labor's Office of
Federal Contract Compliance Programs at 1‐800‐397‐6251.
33. Who are considered to be “other protected veterans” for filing a VETS-4212
Report?
For the purposes of VETS-4212 reporting, “other protected veterans” are
individuals who served on active duty in the U.S. military ground, naval or air
service during a war or in a campaign or expedition for which a campaign badge
has been authorized. Information on Campaign Badge Authorization or Armed
Forces Service Medal qualification may be obtained by contacting the U.S.
Department of Defense. A complete description of this veteran category can be
found in regulation 41 CFR 61-300.
34. Who are considered to be “Armed Forces Service Medal Veterans” for filing a
VETS-4212 Report?
For the purposes of VETS-4212 reporting, “Armed Forces Service Medal Veterans”
are individuals who, while serving on active duty in the U.S military, ground,
naval, or air service, participated in a United States military operation for
which an Armed Forces Service Medal was awarded. A complete description of this
veteran category can be found in regulation 41 CFR 61-300.
35. Who are considered to be “disabled veterans” for filing a VETS-4212 Report?
For the purposes of VETS-4212 reporting, veterans of the U.S. military, ground,
naval, or air service are generally considered to be disabled if they are
entitled to compensation under laws administered by the Secretary of Veterans
Affairs. Veterans may also fall under this category if they were discharged or
released from active duty because of a service-connected disability. A complete
description of this veteran category can be found in regulation 41 CFR 61-300.
36. Who are considered to be “recently separated veterans” for filing a
VETS-4212 Report?
For the purposes of VETS-4212 reporting, “recently separated veterans” are
individuals who served on active duty in the U.S. military, ground, naval, or
air service during the three-year period beginning on the date of each such
veteran’s discharge or release from active duty. Recently separated veterans
will be counted in the "Number of Employees" and/or the "New Hires" section of
the VETS-4212 Report accordingly. A complete description of this veteran
category can be found in regulation 41 CFR 61-300.
37. Is my company required to determine current employees’ veteran status?
Contractors and subcontractors are not required to survey their workforces to
solicit information about veterans’ status for the purpose of completing the
VETS-4212 Report. A contractor is permitted to solicit information about
veterans’ status in any lawful manner. For example, if a contractor periodically
surveys its employees for the purpose of updating personnel records, the
contractor could ask the employees to provide information regarding their
veterans’ status at that time. More information concerning what may or may not
be solicited can be found on the U.S. Department of Labor’s Office of Federal
Contract Compliance Programs' Frequently Asked Questions webpage.
38. Is my company required to determine prospective employees’ veteran status?
A federal contractor is required to invite applicants to disclose whether they
are veterans covered under the Vietnam Era Veterans' Readjustment Assistance Act
(VEVRAA) and wish to benefit under the contractor’s affirmative action program
(AAP) for covered veterans. The contractor may invite applicants to voluntarily
self-identify as a veteran at any time before the applicant begins his or her
employment duties. More information concerning what may or may not be solicited
can be found in 41 CFR Appendix B to Part 60-300.
39. Which employees are considered to be “Executive/Senior Level Officials and
Managers” for filing a VETS-4212 Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Executive/Senior Level Officials and Managers” are individuals who plan,
direct, and formulate policies; and provide overall direction of organizations
for the development and delivery of products and services. A complete
description and a list of worker types that fall under this job category can be
found in regulation 41 CFR 61-300.
40. Which employees are considered to be “First/Mid-Level Officials and
Managers” for filing a VETS-4212 Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“First/Mid-Level Officials and Managers” are individuals who receive directions
from executive/senior level officials and management, and typically lead major
business units. A complete description and a list of worker types that fall
under this job category can be found in regulation 41 CFR 61-300.
41. Which employees are considered to be “Professionals” for filing a VETS-4212
Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Professionals” are individuals in positions that require professional
certification, bachelor, and graduate degrees. A complete description and a list
of worker types that fall under this job category can be found in regulation 41
CFR 61-300.
42. Which employees are considered to be “Technicians” for filing a VETS-4212
Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Technicians” are individuals in positions that include activities requiring
applied scientific skills, usually obtained by post-secondary education of
varying lengths, depending on the particular occupation. In some instances,
additional training, certification, or comparable experience is required. A
complete description and a list of worker types that fall under this job
category can be found in regulation 41 CFR 61-300.
43. Which employees are considered to be “Sales Workers” for filing a VETS-4212
Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Sales Workers” are individuals in positions including non-managerial activities
that primarily involve direct sales. A complete description and a list of worker
types that fall under this job category can be found in regulation 41 CFR
61-300.
44. Which employees are considered to be “Administrative Support Workers” for
filing a VETS-4212 Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Administrative Support Workers” are individuals in positions involving
non-managerial tasks providing administrative and support assistance, primarily
in office settings. A complete description and a list of worker types that fall
under this job category can be found in regulation 41 CFR 61-300.
45. Which employees are considered to be “Craft Workers” for filing a VETS-4212
Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Craft Workers” are individuals who have a relatively high-skill level and
thorough knowledge of the processes involved in their work. These workers
exercise considerable independent judgment, and usually receive an extensive
period of training for such occupations as construction, natural resource
extraction, and installation maintenance and part replacement of equipment,
machines, and tools. A complete description and a list of worker types that fall
under this job category can be found in regulation 41 CFR 61-300.
46. Which employees are considered to be “Operatives” for filing a VETS-4212
Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Operatives” are individuals who run machine or processing equipment and perform
other factory-type duties of intermediate-skill level. A complete description
and a list of worker types that fall under this job category can be found in
regulation 41 CFR 61-300.
47. Which employees are considered to be “Laborers/Helpers” for filing a
VETS-4212 Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Laborers/Helpers” are individuals who work in manual occupations which
generally require no special training to perform such duties. A complete
description and a list of worker types that fall under this job category can be
found in regulation 41 CFR 61-300.
48. Which employees are considered to be “Service Workers” for filing a
VETS-4212 Report?
For the purposes of VETS-4212 reporting, employees who are considered to be
“Service Workers” are individuals who provide protective or non-protective
services to the public. A complete description and a list of worker types that
fall under this job category can be found in regulation 41 CFR 61-300.
49. How does my company report the “Number of Employees” on the VETS-4212
Report?
When completing VETS-4212 Reports, the contractor is to provide data on the
total number of employees who are “Protected Veterans” for each of the 10
occupational categories in column A, and the total number of employees,
including “Protected Veterans,” in column B. Blank spaces will be considered
zeros.
50. How does my company report on remote or satellite employees?
Remote or satellite employees who work for a company off-site within the U.S.
are typically included on the VETS-4212 Report for the location to which they
report on a regular basis. This may require individuals who perform work outside
of the state to be included on the report for the state to which they report on
a regular basis.
51. How does my company report on service members who were deployed during the
reporting period?
For the purposes of VETS-4212 reporting, if the employee is active duty military
personnel (including National Guardsmen and Reservists) and was deployed on
active duty during the VETS-4212 reporting period, then the employee is not
considered a covered veteran because the employee has not been discharged or
released from active duty.
52. How does my company report the “New Hires (Previous 12 Months)” on the
VETS-4212 Report?
When completing VETS-4212 Reports, the contractor is to provide data on the
total number of new hires who are “Protected Veterans” in column C, and the
total number of new hires, including “Protected Veterans,” in column D.
Providing new hire data for each of the occupational categories is optional.
Blank spaces will be considered zeros.
53. What if my company does not employ any covered veterans?
Employees must be counted by veteran category as either new hires or current
employees for each job category listed in the VETS-4212 report. If the company
does not employ covered veterans during a reporting period, it may enter zeros
or leave the spaces blank. Blank spaces will be considered zeros.
54. What does “Maximum Number” and “Minimum Number” mean on the VETS-4212
Report?
The “Maximum Number” is the greatest number of employees on board during the
12-month reporting period of the VETS-4212 Report. The “Minimum Number” is the
fewest number of employees on board during the same 12-month reporting period.
When filing VETS-4212 Reports, the “Maximum Number” of employees and the
“Minimum Number” of employees may equal each other.
HAVE QUESTIONS ON HOW TO SUBMIT YOUR COMPANY’S VETS-4212 REPORT OR ABOUT
PREVIOUSLY SUBMITTED VETS-4212 REPORTS?
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1. When is the VETS-4212 filing season?
The VETS-4212 filing season begins August 1 and ends September 30. The preferred
method to submit the VETS-4212 Report is online via the VETS-4212 Reporting
Application. The report may also be submitted by email or U.S. mail. Reports
will not be accepted before the filing season begins.
2. Can my company request an extension for filing VETS-4212 Reports?
Requests for filing extensions are not accepted.
3. How do I file my company’s VETS-4212 Report online?
To create a new VETS-4212 report within the VETS-4212 Reporting Application,
select the “My Reports” tab and select “Submit New Reports.” Under the “New
Reports” section, select “Create.” At the top of the next screen, select the
reporting organization from the list of available options and begin entering
employee information. Click on “Submit Form” once all information has been
entered.
4. Is my company still able to submit reports if the VETS-4212 Reporting
Application is unavailable?
If you receive a notification that the VETS-4212 reporting application is
unavailable, we will be working to resolve this issue as quickly as possible. In
the meantime, you can send your VETS-4212 Report(s) to the VETS-4212 Service
Center at vets4212-customersupport@dolncc.dol.gov to be uploaded on your behalf.
5. Can my company submit a VETS-4212 Report by US Mail or Email?
The preferred method to submit the VETS-4212 Report is online via the VETS-4212
Reporting Application. The report may also be submitted by US postal mail or via
email to the VETS-4212 Service Desk at vets4212-customersupport@dolncc.dol.gov.
The VETS-4212 Report cannot be submitted in person or via fax. Please submit
VETS-4212 Reports in .pdf format. Batch reports can be submitted in .txt or .csv
formats. Reports submitted using a zip file format will not be accepted. Reports
received via US postal mail or email will be entered into the VETS-4212
Reporting Application in the order they are received.
Upon receipt of the report, the VETS-4212 Service Desk will send an email
confirming the receipt of the report. Once the report is submitted into the
application, an additional email confirming the submission will be sent.
6. How do I obtain a blank VETS-4212 Report form?
Blank copies of the VETS-4212 Report form, with instructions, are available for
download on the VETS-4212 website.
7. What is the purpose of the OMB number on the VETS-4212 Report?
The Office of Management and Budget (OMB) issues OMB numbers to identify the
VETS-4212 Report form type as part of the Paperwork Reduction Act of 1995 for
recordkeeping purposes and is not specific to the reporting company.
8. What does the expiration date on the VETS-4212 Report mean?
The Office of Management and Budget (OMB) provides expiration dates for all
federal forms for recordkeeping purposes. An updated VETS-4212 Report form is
made available by the OMB upon the expiration of the previous version. The
expiration date appearing on the VETS-4212 Report form refers to the date up
until which the form may be used and is not an indicator of a company's
reporting compliance. VETS-4212 Reports are to be completed annually between
the dates of August 1st and September 30th.
9. How do I edit a VETS-4212 Report?
Previously submitted VETS-4212 Reports may be edited via the VETS-4212 Reporting
Application located under the “My Reports” tab. Next to the required report
select “Details” located under the “Actions” column. Any edits made to the
VETS-4212 Report will update the original “Date Received.” Edits to the parent
company's information and company point of contact (POC) must be made prior to
submission and cannot be modified when editing reports.
10. What if I need to refile my company’s VETS-4212 Report?
In order to refile, or resubmit a VETS-4212 Report, by US postal mail or email,
a contractor will need to resubmit the report in its entirety. Please submit
VETS-4212 Reports in .pdf format, or submit batch reports in .txt or .csv
formats. Reports submitted in a zip file format will not be accepted. Please be
aware that reports submitted online using the VETS-4212 Reporting Application
can be edited or overwritten, but cannot be deleted. These reports will remain
in the VETS-4212 Report database until the recordkeeping requirements are
fulfilled.
11. Is my company able to submit VETS-4212 Reports for previous years?
No. The VETS-4212 Reporting Application is currently accepting submissions for
the current filing cycle only.
12. Will I receive any confirmation that my company’s VETS-4212 Report was
submitted?
Upon successful submission of a VETS-4212 Report, contractors will receive an
email confirmation of receipt notification for their records. These confirmation
notifications should be used as verification of submission of the VETS-4212
Report by Federal contracting officers (CO) when obligating funds to an awarded
contract. VETS does not require that a copy of a submitted VETS-4212 Report be
produced as confirmation or validation of submission.
13. How do I obtain copies of my company’s VETS-4212 Report?
Copies of previously submitted reports may be viewed, downloaded, and printed by
the user from the VETS-4212 Reporting Application. After locating the subject
reports using the “My Reports” tab, click on “PDF” under the “Actions” column
next to the selected report. Copies of submitted VETS-4212 Reports are only
available via the VETS-4212 reporting application.
14. How do I view my company’s reports in the VETS-4212 Reporting Application?
Previously submitted reports may be viewed online within the VETS-4212 Reporting
Application from the “My Reports” tab.
15. How do I sort my company’s reports in the VETS-4212 Application?
When searching for previously submitted VETS-4212 Reports via the VETS-4212
Reporting Application, results may be sorted by clicking on the column name.
16. How do I download all of my company’s VETS-4212 Reports?
The “Download All Reports” button allows the user to create one file for all
reports at once.
To complete this task, go under “My Reports” tab and select the “Download All
Reports” button.
17. How do I verify that my company has submitted VETS-4212 Reports for previous
years?
Verification of submitted VETS-4212 Reports from 2020 and 2021 may be obtained
via the VETS-4212 webpage under the “Filing Verification” section.
18. How long must my company retain its VETS-4212 Reports?
Companies must keep copies of the completed annual VETS-4212 Reports submitted
to the US Department of Labor (DOL) for a period of three years.
19. Will my company receive an email reminder to file VETS-4212 Reports for
future years?
No. The VETS-4212 Service Desk is no longer sending out email reminders
regarding the upcoming filing season. The VETS-4212 Report is due annually
between August 1st and September 30th.
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BATCH FILING INFORMATION
Batch file requirements have changed from prior years, below are the current
batch file instructions. If you have any questions about batch filing your
VETS-4212 Report, please consult our Frequently Asked Questions about Batch
Upload Filing.
HAVE QUESTIONS ON HOW TO SUBMIT MULTIPLE VETS-4212 REPORTS?
Expand All | Collapse All
1. What is the recommended way to file the VETS-4212 Report if my company has
over 10 hiring locations?
Companies with over 10 hiring locations are encouraged to submit their VETS-4212
Report via batch upload to expedite processing.
2. What does the term “batch upload” mean?
A “batch upload” is the means by which a company can submit multiple reports at
once to the VETS-4212 Reporting Application for processing. The VETS-4212
Reporting Application is available for the submission of reports using the batch
upload feature.
3. How do I obtain file format information for batch uploads?
The file format for batch uploads is available on the VETS-4212 Reporting
Application by selecting the “My Reports” tab from the home screen and selecting
“Submit New Reports.” A complete description of the file format for VETS-4212
batch uploads can be found on the lower portion of the “Upload Batch” section.
The file format for hiring locations is also available in this section. The
file format for batch uploads and hiring locations is also available by visiting
the VETS-4212 website.
4. How do I submit a batch upload?
To submit a batch set of VETS-4212 reports within the VETS-4212 Reporting
Application, click on the “My Reports” tab from the home screen of the
application. Under the “Upload Batch” section, click on “Browse” next to “Batch
File.” Then click on "Locations File” only if "MSC" is entered as the type of
form in the batch file. Files must be in plain text (.txt) or comma separated
values (.csv) format. Batch upload files must also be less than 10MB in order to
be processed.
5. How do I verify that my company’s batch upload was successful?
The VETS-4212 Service Desk can provide verification of submitted batch uploads.
Batch uploads may also be verified via the VETS-4212 Reporting Application;
however, during the filing season it may take up to 24 hours for the submitted
report to appear in the application. Batch uploads submitted to the VETS-4212
Service Desk via email are processed in the order in which they are received. An
email notification will be sent to the company point of contact (POC) when the
file has been processed.
6. What if there is a delay in receiving a confirmation email after submitting a
batch upload?
Due to technical difficulties, batch upload processing may be delayed. After
submission, a confirmation number should be received indicating a successful
upload. Once the reports have been processed and completed, users will be
notified via email.
* VETS-4212 Batch Instructions
* VETS-4212 Batch MSC Hiring Locations Instructions
* VETS-4212 Frequently Asked Questions about Batch Upload Filing
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CONFIRMATION OF FILING
Upon the successful submission of VETS-4212 Report(s), federal contractors will
receive an email confirmation of receipt for their records. These confirmation
notifications should be used as verification of submission by federal
contracting officers (CO) when obligating funds to an awarded contract.
The copy of a submitted report is not required by VETS to suffice for a
confirmation / validation of submission.
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FILING VERIFICATION
Federal Contracting Officers can download a list of employers that have filed
form VETS-4212 for fiscal years 2021 and 2022.
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CONTACT US
If you have any questions or concerns regarding VETS-4212 reports, please
contact VETS customer support at 1-866-237-0275 or contact the VETS Service Desk
via email at vets4212-customersupport@dolncc.dol.gov.
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Page Updated: July 2023
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