FAR 22.1304—Procedures.
Plain-English Summary
FAR 22.1304 explains the procedures a contracting officer may use to verify whether a proposed contractor is current on its VETS-4212 filing obligation. This section covers two verification methods: checking the Department of Labor’s VETS-4212 Database through the Internet using the filing verification function, and contacting VETS-4212 customer support by email for confirmation when the contractor says it has filed but does not appear on the verification file. Its purpose is to give contracting officers a practical way to confirm compliance with the veteran reporting requirement before award, especially when the database record and the contractor’s representation do not match. In practice, this section helps reduce award risk, supports responsibility determinations, and creates a simple process for resolving discrepancies in reported filing status. It is a procedural provision only; it does not itself impose the filing requirement, but it tells the contracting officer how to check compliance when needed.
Key Rules
Use the DOL verification database
The contracting officer may check the Department of Labor’s VETS-4212 Database on the Internet to see whether the proposed contractor is listed as having filed the report. This is the primary verification method identified in the section.
Use filing verification function
The database check is to be done through the VETS-4212 site’s "Filing Verification" feature. The rule points the contracting officer to the specific online tool intended for confirming filing status.
Follow up on mismatches
If the proposed contractor says it submitted the VETS-4212 Report but is not shown on the verification file, the contracting officer may contact VETS-4212 customer support by email for confirmation. This provides a second-step check when the database result and the contractor’s statement conflict.
Verification is discretionary
The section says the contracting officer "may" use these methods, so the procedures are permissive rather than mandatory in the text of this provision. In practice, however, agencies may still require or strongly prefer verification as part of pre-award review.
Responsibilities
Contracting Officer
May verify a proposed contractor’s VETS-4212 filing status by checking the Department of Labor database and, if needed, by emailing VETS-4212 customer support when the contractor claims to have filed but is not listed.
Proposed Contractor
Should accurately represent whether it has submitted the VETS-4212 Report and be prepared for the contracting officer to verify that representation through DOL resources.
Department of Labor VETS-4212 Customer Support
May confirm filing status when contacted by the contracting officer, especially in cases where the contractor claims submission but is not appearing on the verification file.
Practical Implications
This section gives contracting officers a quick, low-cost way to confirm VETS-4212 compliance before award, which can help avoid awarding to a contractor with an unresolved reporting issue.
A common pitfall is assuming that a contractor’s statement alone is enough; if the contractor is not on the verification file, the contracting officer should use the follow-up email contact rather than relying on the representation.
Another issue is timing: a recently filed report may not appear immediately in the verification system, so a mismatch does not necessarily mean noncompliance.
Contractors should keep proof of submission and be ready to provide it if the database has not yet updated.
Because the section is procedural, users should also check the underlying VETS-4212 filing requirement and any agency-specific instructions to understand when verification is expected and how it affects award decisions.
Official Regulatory Text
To verify if a proposed contractor is current with its submission of the VETS-4212 Report, the contracting officer may- (a) Query the Department of Labor’s VETS-4212 Database via the Internet at http://www.dol.gov/vets/vets4212.htm under "Filing Verification" and (b) Contact the VETS-4212 customer support via e-mail at VETS4212-customersupport@dol.gov for confirmation, if the proposed contractor represents that it has submitted the VETS-4212 Report and is not listed on the verification file.