VETS-4212 Reporting Requirements Checklist

If your organization holds federal contracts or subcontracts, there's an important compliance deadline on the horizon: the VETS-4212 Report. This mandatory annual filing tracks your efforts to employ and retain protected veterans and ensures alignment with the Department of Labor’s requirements. The reporting window runs from August 1 through September 30 each year, so now is the time to gather your data, verify eligibility, and prepare your submission. 

To make the process easier, OutSolve has compiled a step-by-step checklist to guide you through VETS-4212 reporting—from confirming whether you need to file to reviewing your report before submission. 

Download the checklist or follow the steps below to ensure an accurate, on-time filing of the VETS-4212 Report. 

Determine If You’re Required to File 

Before preparing the report, confirm your organization meets the eligibility criteria and must file a report:  

• You are a federal contractor or subcontractor You have a current federal contract/subcontract of $150,000 or more  
• The contract is active as of the calendar year for which you’re reporting  
• You employ one or more employees  

If you answered yes to all the above, you are required to file a VETS-4212 report this year.  

Please Note: Non-federal contractors and contracts under $150,000 are not subject to VETS-4212 reporting. 

Gather Required Employment Data 

Prepare to report on your workforce as of a snapshot date between July 1 and August 31 of the current year including:  

• Total number of employees  
• Number of protected veterans in your workforce, if applicable  
• Employee count by job category, hiring location, and veteran status  
• New hires during the 12-month reporting period  
• Number of protected veterans hired during that same period 

Classify Employees Correctly 

Ensure employees are grouped using proper categories:  

• Standard EEO-1 job categories (e.g., Executive/Senior Officials, Professionals, Technicians)  
• Worksite information is accurate and consistent  
• Protected veterans are correctly identified per DOL definitions 

Meet the Filing Deadline 

The report has the same filing window each year, and it is important that you are prepared to meet the deadline of September 30.  

• Submit the report between August 1 and September 30 annually  
• Set internal reminders to begin preparing data by mid-July

Retain Documentation for Your Records 

Document retention is crucial for compliance, and you must: 

• Keep a copy of the filed report submitted to the DOL for 3 years  
• Store data sources used to complete the report  
• Document your methodology for identifying protected veterans

Review for Accuracy Before Submitting 

Ensuring your report is error-free is an important step before you submit the report to the DOL. 

• Double-check totals and veteran counts  
• Ensure no fields are left blank  
• Review location data and job category assignments 

Choose a Filing Method & Submit Your Report 

Decide how you'll submit your VETS-4212 form:  

• Online filing through the VETS-4212 Reporting Application  
• Batch filing for multiple locations or large employers  
• Email or paper filing is rare; only for special circumstances

What Filing the VETS-4212 Report Means for Your Organization 

With the annual filing deadline for the VETS-4212 Report fast approaching, now’s the time to ensure your workforce data is accurate, your veterans are properly classified, and your report is ready for submission. Filing the VETS-4212 not only fulfills a legal obligation but also supports efforts to promote employment opportunities for our nation’s veterans. 

Need help staying on track? Use our VETS-4212 Reporting Checklist as your go-to compliance companion this reporting season. Get the Checklist Now and file with confidence before the September 30 deadline. 

Looking for reporting help? OutSolve consultants have you covered! With years of experience preparing and filing VETS-4212 Reports, let us handle it for you. Reach out today.