Unemployment Insurance Integrity Matters - Overview of UI ... SHRMA 5-30-18 final.pdf · Integrity...

Unemployment Insurance

Integrity Matters - Overview of UI Basics and

Employer Portal Demonstration

Office of Unemployment Insurance Administration

1) Screen candidates carefully2) Have applicant sign on the dotted line3) Report new hire and rehire to the

Louisiana Directory of New Hireshttp://newhire-reporting.com/LA-ewhire/default.aspx

4) Document. Document. Document. 5) Terminate if needed

The cost of turnover is high, so employers can take charge

when it comes to lowering separation costs.

Best Practices

6) Exit interview

7) Submit Separation Notice (Form 77) within 3 days of any separation https://www.laworks.net/Form77

8) Respond promptly to all LWC correspondence

9) Provide documentation of all violations of company policies

10) Review benefit charges quarterly

Reporting New Hires• Federal and Louisiana state law requires employers to report

newly hired and re-hired employees in Louisiana to the

Louisiana Directory of New Hires within 20 days of hire

• The "date of hire" is considered to be the first day services are

performed for wages by an individual

• All new employees, re-hired or recalled employees, and

temporary employees must be reported

• There is a $25 penalty per employee who is not reported, or up

to $500 for collusion between employee and employer

BEST PRACTICES

Filing separation notices

• Separation notices are now done through HiRE –no login needed.

• If you bookmarked the old “Form 77” on laworks.net, you will need to clear your internet cache and create new favorite.

What is a Non-charge?

A Non-charge is when benefits paid are not charged to the employer’s UI Tax account.

In order to receive a Non-charge of unemployment benefits:

1. A separation notice (also known as a Form 77) MUST be submitted timely and adequately within 3 days after a worker’s separation from employment.

2. The separation must be under disqualifying conditions.

Be certain to respond to ALL notices and requests for information

Separation notice requirements Separation Notice (Form 77):

– New definition for timely submission:

• Employers are required to complete a separation notice for a former employee within 3 days after the date on which the separation from service occurs, or 3 days after the worker’s separation from employment.

– A copy of the completed form must be given to the employee at time of separation or mailed to his/her last known address within those 3 days.

FORMS

Filing separation notice is easy as -

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Separation notices do’s and don’ts

• DO be sure to click “Print” after you have submitted

your notice. HiRE will tell you if the submission was

successful.

• DO turn off your pop-up blocker, or the print copy

won’t appear.

Separation notices do’s and don’ts

• DON’T forget to print the pdf of the submitted form –you will NOT be able to retrieve it later!

• You can also save the pdf as a computer file for your records.

HiRE Employer Portal Overview

HiRE Integration

HiRE Employer Portal Features

• Direct interface with SIDES E-Response without additional log-in.

• Employers can also:▫ Access notifications from LWC in real time without

waiting for postal mail.▫ Use streamlined version of Notice of Separation form

(Form 77) and see previously submitted data.▫ Review and respond to requests for information.▫ Review determinations and file appeals as necessary.▫ Manage all aspects of appeals process.▫ Review quarterly charges and file protests as needed.

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Getting Started

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• After logging in, select Unemployment Services from My Employer Dashboard.

Early adopter employer account

via HiRE Staging (test) site is being used for demo.

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SIDES E-Response

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SIDES E-Response – Easy as 1,2,3

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SIDES E-Response – Easy as 1,2,3

LA currently is only sending separation information to SIDES; we can opt to add more services through agreements with NASWA/ITSC.

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SIDES E-Response – Easy as 1,2,3

Employer is sent directly to page within SIDES E-Response where responses for separation information requests can be entered. No additional log-in or credentials needed.

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SIDES E-Response – Enhancement Under Way

Programming now in progress to add SIDES E-Response notification as part of employer dashboard log-in.

Employer will get an alert that a SIDES E-Response action is pending.

Alert message will include ability to go directly to SIDES E-Response from notification.

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Other Features – Message Center

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HiRE Message CenterAll notices, forms, etc. created by HiRE that are sent to the employer are also available in the employer’s Message Center.

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HiRE Message Center• Notices are available in real time as soon as they are created.

• Employers can see and act on notices days before the forms come via postal mail – responses are ensured to be timely.

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Other Features – Notices of Separation (Form 77)

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Notices of SeparationEmployers can review separation notice data previously submitted via HiRE, plus use a streamlined form to save time

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Notices of Separation

Employer portal features in HiRE usually include filter options to help locate info faster

If the employer used the online notice of separation form (even without logging in), the record is stored in HiRE and can be viewed.

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Notices of Separation

Inside HiRE login Outside HiRE login

Employers can add a new separation notice both inside and outside of HiRE log-in

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Notices of Separation

Inside HiRE login Outside HiRE login

Log-in version offers streamlined entry – employer and contact info stored and displayed without need to input

With login, employer can skip employer info entry and only needs to enter separating employee info

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Other Features – View Determinations

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View DeterminationsEmployer can readily access claimant determinations

that could affect their benefit charges

If disagree with decision, can file appeal from this screen

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View DeterminationsBuilt-in business rules prevent errant filing of appeals

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Other Features – Manage Appeals

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Manage Appeals• Employers can fully manage all aspects of appeals

via HiRE, including:

▫ Requesting case records

▫ Adding contacts

▫ Requesting subpoena, postponement, etc.

▫ Uploading documents for appeal consideration

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Other Features – Benefit Charges Review/Protest

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Review Quarterly Benefit Charges• Employers have ready access to all charges to their

unemployment account by claimant by quarter

• Protests can be filed with just one click

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Proof of Effectiveness – One Case Study

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Proven Effectiveness• One reimbursable employer has been an early adopter

employer using HiRE Employer Portal since May 2016

• While the number of claims filed against the employer and the number of separation notices submitted by the employer have remained fairly consistent since 2016, the employer’s quarterly charges to its reimbursable account have decreased nearly 41% ($45K in 1Q 2016 to $18.3K in 4Q 2017)

• Number of employer-initiated appeals has gone from75% in 1Q 2016 to 20% in 2Q 2017 and ZERO in 3Q and 4Q 2017

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Questions?

Contact Information

Stephen C. Harris

Employer Outreach Liaison

Office of UI Administration

Louisiana Workforce Commission

(O) 225-342-1007

(E) sharris1@lwc.la.gov

Contact Information

Greg A. Anders

Subject Matter Expert

Office of UI Administration

Louisiana Workforce Commission

(O) 225-831-2593

(E) ganders@lwc.la.gov

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