OMB approves the new Federal Contractor Veterans’ Employment Report (VETS 4212)

Date: 11/26/14
Title: OMB approves the new Federal Contractor Veterans’ Employment Report (VETS 4212)

On November 19, 2015, the Office of Management and Budget (OMB) approved the new Federal Contractor Veterans’ Employment Report (VETS 4212).  The  VETS-4212 Report is to be completed annually no later than September 30th by all nonexempt Federal contractors and subcontractors with a contract or subcontract in the amount of $100,000 or more 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 the following services: utility, construction, transportation, research, insurance, and fund depository, irrespective of whether the government is the purchaser or seller.  Entering into a covered Federal contract or subcontract during a given calendar year establishes the requirement to file a VETS-4212 Report during the following calendar year.
 
How Reports are Filed
The report will be filed electronically on the VETS website or by alternative methods, such as in a paper format downloaded to the VETS website or electronic data files on compact discs or other electronic storage media delivered to the VETS office in Chantilly, VA.
 
How the Reports are Filed
If the multi-establishment employer has hiring locations employing fewer than 50 persons, the employer may file separate reports for each hiring location or consolidated reports that cover multiple hiring locations within one state.

  •  Single Establishment Employers: Employers doing business at one hiring location may complete and submit a single report.
  • Multi-Establishment Employers:  Employers doing business at more than one hiring location, must file: (A) a VETS-4212 Report covering the principal or headquarters office; (B) a separate VETS-4212 Report for each hiring location employing 50 or more persons; and (C) EITHER, (i) a separate VETS-4212 Report for each hiring location employing fewer than 50 persons, OR (ii) consolidated reports that cover hiring locations within one State that have fewer than 50 employees.  Multi-establishment employers doing business at more than 10 locations must submit their VETS-4212 Reports in the form of an electronic data file.   It is preferred that multi-establishment employers with fewer than 10 hiring locations submit their form in an electronic data file, but are not required to do so.  In these cases, state consolidated reports count as one location each.  Reporting period

The reporting period is for a 12-month period with a payroll end date between July 1 and August 31.  The 12-month period is for reporting the number of employees and new hires. 

A Federal contractor or subcontractor that has written approval from the Equal Employment Opportunity Commission to use December 31 as the ending date for the EEO-1 Report may also use that date as the ending date for the payroll period.
 
What must be reported?
In addition to indicating whether your organization is submitting a single, multiple establishment or state consolidated report(s), you must indicate the type of contractual relationship (prime contractor or subcontractor) that that you have with the Federal Government. If your organization serves as both a prime contractor and a subcontractor on various federal contracts, check both boxes. 
 
Company Number – leave blank
Name and Address for Single Establishment Employers
Name and Address for Multi-Establishment Employers
NAICS Code, DUNS Number, and Employer ID Number

  • NAICS Code:  Enter the six-digit NAICS code applicable to the hiring location for which the report is filed or the NAICS Code for the parent company.
  • DUNS Number:  Identify the specific Dun and Bradstreet Identification applicable to the hiring location for which the report is filed.  If the hiring location does not have a DUNS Number, enter the DUNS number for the Parent Company or leave blank.
  • Employer I.D. Number (EIN):  Enter the nine-digit number assigned by the I.R.S. to the contractor for the specific hiring location or for the parent company.

Number of Employees:  Report the total number of employees and total who are protected veterans for each of the 10 occupational categories. 
New Hires (Previous 12 Months):  Report the total number of employees who were hired and total protected veterans ncluded in the payroll for the first time during the 12-month period preceding the ending date of the selected payroll period for each of the occupational categories.
Maximum/Minimum Employees:  Report the maximum and minimum number of employees on board during the twelve-month period covered by this report.A Protected Veteran means a veteran who is protected under the nondiscrimination and affirmative action provisions of VEVRAA.

  • Active duty wartime or campaign badge Veteran – means a veteran 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 under the laws administered by the Department of Defense.
  • Armed Forces Service Medal Veteran – means any veteran 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 pursuant to Executive Order 12985 (61 FR 1209, 3 CFR, 1996 Comp., p. 159).
  • Disabled Veteran – means (1) A veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs, or (2) A person who was discharged or released from active duty because of a service-connected disability.
  • Recently Separated Veteran – means a veteran during the three-year period beginning on the date of such veteran’s discharge or release from active duty in the U.S. military, ground, naval or air service.Recordkeeping Requirements

Employers must keep a copy of the completed annual VETS-4212 Report(s) submitted to DOL for a period of three years.
 
For more information, call VETS-4212 staff at (866) 237-0275 or e-mail VETS100-customersupport@dol.gov.  
 

Disclaimer: The foregoing has been prepared for the general information of clients and friends of Workplace Dynamics LLC and is not being represented as being all-inclusive or complete. It has been abridged from legislation, administrative ruling, agency directives, and other information provided by the U.S. Department of Labor. It is not meant to provide legal advice with respect to any specific matter and should not be acted upon without professional counsel.