Respond to Unemployment Claim Forms

Submitted by admin on Tue, 05/04/2021 - 15:24
Policy: 

When an employee files for unemployment compensation from the State Department of Labor, the State Department of Labor sends an Unemployment Insurance Request for Information form to the employer at F/EA’s address. The form requests information to be verified or completed and returned to the State Department of Labor by the due date listed. The due date is usually within 12 days of the form’s mailing date. 

The F/EA <<Staff Title>> reviews the form, collects requested information, verifies listed information, copies and returns the form to the State Department of Labor by the due date. The <<Staff Title>> contacts the participant or representative to collect any information requested on the notification form that F/EA does not have.
 
Due to tight deadlines required by the Unemployment Insurance Request for Information form, F/EA staff process forms daily.
Procedure: 

 

  1. All Unemployment Insurance Request for Information forms are date stamped upon receipt
  2. <<Staff Title>> (or assigned staff) collects  Unemployment Insurance Request for Information forms from <<Insert location where forms are stored as they are received>>
  3. Staff logs in to Payroll System
    • Enter username and password
  4. First verify that the workers listed in section 2 of the Unemployment Insurance Request for Information is actually working for the participant
    • Search for the employer listed on the form by last name in Payroll System
    • After identifying the employer, write the participant’s company number on the Request for Information form
  5. See if the participant has submitted a Termination Form for any workers
    • If so, identify the Termination Form for the workers listed on the Unemployment Insurance Request form
    • Review the Termination Form for the workers to collect information for the Unemployment Insurance Request Form
    • Fill in the appropriate reason for the reason that the workers is no longer working for the participant
    • If there is not a Termination Form or the information is not provided on the Termination Form, go to the next step
    • Call the participant or representative and ask the participant or representative why the workers is no longer working for the participant and what the workers’s last date of work was
    • Record the information the Termination information in the Payroll System
    • Complete the Request for Information form with the information collected from the participant or representative
    • If the participant or representative cannot be reached, complete the section on why the workers was terminated with “quit”
  1. If a Termination Form has not been entered into Payroll System, the participant did not notify F/EA upon terminating the workers
    • This is common
  2. Verify that the workers works for the participant and the dates the workers worked for the participant by going to the Payroll System
  • All timesheets for the participant will be listed with the workers’s name

  8.  Find the workers listed in Section 2 of Request for Information form and their first start date

  9.  Enter the first start date in the appropriate section on the form

 10. Find that workers’s last end date worked

 11. Enter the last end date in the appropriate section on the form

 12. Verify the workers’s wages for the appropriate section of the Request for Information form

  • <<Enter process to run a report from the Payroll System to get this data as necessary>>
  • Verify that the wage amounts for the workers match those listed on the Request for Information report
  • Perform this process for each quarter
  • If any corrections are required, enter the correct amount on the Request for Information report
  • Scan the completed report to the participant’s file
  • The report is saved for a minimum of 7 years per File Retention Policy

 13. Fax the completed report to the fax number listed on the form

 14. Within a few weeks, F/EA will get a letter stating that the workers has or has not been granted Unemployment Compensation

 15. <<Staff Title>> or assigned staff sends a copy of the letter to the participant

 16. Scan a copy of the letter to the participant’s file on the X drive

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. All State Deparment of Labor Unemployment Insurance Request for Information forms are date stamped upon receipt
  2. The <<Staff Title>>, who is not responsible for payroll duties nor for communicating with consumers, representatives or workers as part of normal duties, is responsible for collecting and verifying information for the Unemployment Insurance Request for Information
  3. The <<Staff Title>> verifies all information requested by Request for Information form in F/EA payroll systems
  4. All systems are password protected
    • Only staff with responsibility for certain payroll responsibilities have password access to systems
  5. The Determination of Unemployment Compensation letter is scanned and saved for a minimum of 7 years per the File Retention Policy.