Employer Guide to CONNECT

Transcription

1 Employer Guide to CONNECT

2 1. TABLE OF CONTENTS 1. Table of Contents Introduction Guide Instructions CONNECT System Overview What is CONNECT? Where can I access CONNECT? What are the benefits of CONNECT? Who can use CONNECT? Login to CONNECT as an Employer Log into CONNECT as a New Employer Maintain an Employer Account Maintain Employer Account Users Navigate the Employer Homepage View Employer Account Profile Access Employer Inbox Search Correspondence View UCB-412 Notice of Claim Filed Correspondence View Fact Finding Correspondence View Eligibility Determination Correspondence View Appeal Information Correspondence Manage Employer Action Items Respond to UCB-412/Notice of Claim Filed Respond to Fact Finding File Appeal Withdraw an Appeal View Case Folder Upload a document to Appeal Case Folder Assign and Maintain TPA Version Date: September 20, 2013 Page 2

3 3.6.1 View and maintain TPA access Add a New TPA Manage Short Time Compensation (STC) Plan Benefits Request Benefit Weeks on STC Plan Protest Benefit Charges Registering for SIDES E-Response Version Date: September 20, 2013 Page 3

4 2. INTRODUCTION This document is a reference for navigating the system functions an employer uses in the CONNECT system to access payments, benefits, appeals, determinations, and correspondence related to Florida Department of Economic Opportunity (DEO) employer accounts. 2.1 Guide Instructions This document provides a how to for an employer or agent who needs to navigate the CONNECT system. Topics listed in the table of contents can be jumped to by pressing Ctrl+Click to follow the hyperlink to that topic. Helpful hints, tips, and reminders are indicated with a pointed hand symbol and text box. Please note that this icon is where you will find helpful hints, tips, and reminders. You will find step-by-step instructions, and this red circle icon: 1 indicates the step number on the screenshot. These are to help you follow along in the guide as you complete the steps yourself on the CONNECT Web site. Please note that the steps are listed before the image. Sometimes, links or special features of a screen are highlighted with a red rectangle make it easier for you to find it on your screen as you follow along. to Version Date: September 20, 2013 Page 4

5 2.2 CONNECT System Overview The purpose of the System Overview is to provide a high-level overview of the CONNECT system. It will cover applications and features of CONNECT, users of CONNECT, how to access CONNECT, and how CONNECT benefits employers What is CONNECT? CONNECT is a claims management system that claimants use to apply for benefits. Claimants, employers and third parties can access information about filed claims, and communicate with DEO Staff through CONNECT Where can I access CONNECT? CONNECT is a Web based system, meaning that anyone with internet access and user credentials can access CONNECT. Employers can access CONNECT by typing or copying the following link into a browser address bar: CONNECT can also be accessed from the DEO Web site: Users must register for a user identification (ID) and password in order to enter CONNECT. The steps to register for an Employer account are covered in Section 2.1., Register for an Employer Account What are the benefits of CONNECT? CONNECT provides easy, online access to all claim-related information that Employers and other users can access anywhere, at any time. CONNECT makes it easier and faster to apply for benefits, resolve issues, and provide information. It provides better processes, systems, and service for claimants, employers, third parties, and DEO Staff, and a stronger connection between UC and Workforce for quicker reemployment. Using CONNECT means: Less paperwork Less filing Faster response time Who can use CONNECT? CONNECT is a central system that is accessed by six types of users: claimants, employers, DEO staff, Third Party Representatives (TPRs), Third Party Administrators (TPAs) and Other State and Federal Agencies. Claimants Claimants use CONNECT to apply for benefits, file an appeal, and view and send correspondence Employers Employers use CONNECT to file appeals, protest benefit charges, and view and send correspondence DEO Staff DEO Staff use CONNECT to evaluate information, authorize payments, adjudicate issues, and maintain data Version Date: September 20, 2013 Page 5

6 TPRs TPRs use CONNECT to search and view information about claimants that have provided access to the TPR TPAs TPAs perform reemployment assistance benefit activities on behalf of an employer, and the employers provide the TPA access to specific information Other State and Federal Agencies Other state and federal agencies have contracts that outline the specific information that they can access in CONNECT Version Date: September 20, 2013 Page 6

7 3. LOGIN TO CONNECT AS AN EMPLOYER If you are an employer registered with DEO before September 2013, your CONNECT account has already been set up and you will access CONNECT using the login information that was sent to you in the mail from the Department. Employers who were not registered with DEO before September 2013 may access CONNECT after registering for a user ID and password. To access the system for the first time, you will need a Unique Document ID and Claimant ID. This information is available on the notice of claim filed that you received in the mail. This notice was mailed to you either because state records indicate you paid the individual wages during the base period of the claim, or the individual has reported that he or she worked for you since the end of the base period and you are therefore entitled to the notice of the claim. If you are a contributing base period employer, DEO cannot consider your account eligible for relief from the benefit charges (non-charging) for payments on the claim unless you respond to the notice you received within 20 calendar days from the date mailed to the employer as printed on the notice. All base period employers should be aware that if the claimant is found to have received benefits in error because you did not respond within 20 calendar days to the claims notice, your account cannot be credited for amounts determined overpaid. If you are responding to this notice via CONNECT, there is no need to mail or fax a response to the original document. 3.1 Log into CONNECT as a New Employer This section provides instructions on how to log into CONNECT as a new employer, meaning that you have not responded to a notice of claim filed through DEO in the past. This section documents the steps necessary to perform the following: Identify required information to create new employer account To register for an Employer Account in CONNECT, follow the below steps: 1. Navigate to 2. Click on Learn More under the Reemployment Assistance Service Center. 3. Click on Employers. Version Date: September 20, 2013 Page 7

8 4. On left hand side of the screen click on Connect Logins. 5. Click on External Employers. 6. Enter your Unique Document ID from your Notice of Claim Filed that was sent to you in the mail. 7. Enter the Claimant ID. 8. Select Continue Version Date: September 20, 2013 Page 8

9 3.2 Maintain an Employer Account This section describes the necessary actions to maintain an employer account, and documents the steps necessary to perform the following: Update address information Update correspondence preference View benefits history To maintain your Employer Account, please follow the below steps: 1. Select Address Information from the left-hand menu on the Employer Homepage. 2. Select the Address Information hyperlink View your address information. Please note that all address changes must be completed through the Department of Revenue (DOR) by completing and submitting the Employer Account Change Form. You can access it here: 4. Select View Benefits History to view your benefits history. 5. Select Update Correspondence Preference to update your correspondence preference. 4 5 Version Date: September 20, 2013 Page 9

10 6. Select US Mail or Electronic to indicate your preference for hard-copy or electronic correspondence. 7. If you select Electronic enter your address. 8. Select Next Maintain Employer Account Users This section describes the necessary actions to maintain users of an Employer Account, and documents the steps necessary to perform the following: View roles Search users Update user information Add or remove users To maintain users for your Employer Account, please follow the below steps: 1. Select User Maintenance from the left-hand menu on the Employer Homepage. 2. Select Employer Roles Enter known information into the User Search Criteria fields. 4. Select Search. Version Date: September 20, 2013 Page 10

11 To view the user information, select the User ID hyperlink. 6. Or, select New to add a new user. 7. Select Next Update user details. 9. Select Save To modify user information, select Modify. Version Date: September 20, 2013 Page 11

12 Enter new information in data fields. 12. Review previous comments Select Save To reset a user s password, select Reset Password. Version Date: September 20, 2013 Page 12

13 Select Confirm to have a password reset sent to the user To remove a user, select Inactivate Select Confirm to inactivate user. Version Date: September 20, 2013 Page 13

14 Navigate the Employer Homepage This section will provide information on navigating the CONNECT Employer Homepage, and demonstrate the steps needed to: Identify the features and links on the Employer Homepage Understand the functions an Employer can perform in CONNECT To navigate the Employer Homepage, follow the below steps: 1. Select Change Password to change your password. 2. Select Logoff to log off Select Employer Inbox to view your Employer Action Items. 4. Select STC Plan to view or modify a STC Plan, or to initiate a STC Plan. 5. Select Address Information to maintain your account address. 6. Select Benefit Charge Protest to protest benefit charges made against your employer account. 7. Select Correspondence Search to search correspondence. 8. Select User Maintenance to maintain users associated with your Employer Account. 9. Select Assign and Maintain TPA to assign or maintain TPA users associated with your account. Version Date: September 20, 2013 Page 14

15 View Employer Account Profile This section describes the necessary actions to view an Employer Account Profile in CONNECT, and documents the steps necessary to perform the following: View your Employer Account Profile View your Account Status View Action information View status determination history To view your Employer Account Profile, please follow the below steps: 1. Select View Employer Account Profile from the left-hand menu on the Employer Homepage. 2. View the section of the page titled Account Profile this is your account information. 3. Select the Status Determination Pending hyperlink to view the status of any applicable determinations associated with your employer account Access Employer Inbox This section describes the necessary actions to access your Employer Inbox, and documents the steps necessary to perform the following: Version Date: September 20, 2013 Page 15

16 Locate your Employer Inbox Navigate your Employer Inbox To access your Employer Inbox, please follow the below steps: 1. Select Employer Inbox from the left-hand menu of the Employer Homepage. 2. The Employer Inbox will populate with blank search fields. 3. To view all items in your Employer Inbox, leave the search fields blank and select Search. 4. All information in your Employer Inbox will populate in the Search Results section. 5. To open an item, select the Item hyperlink Search Correspondence To search correspondence in your Employer Inbox, please follow the below steps: 1. Select Employer Inbox from the left-hand menu on the Employer Homepage. 2. Enter known data fields. a. Document ID. b. Date. c. Claimant Social Security Number. d. Claimant First or Last Name. 3. Select correspondence subject. 4. Select Search. 5. All relevant correspondence will populate in the Search Results section. Version Date: September 20, 2013 Page 16

17 View UCB-412 Notice of Claim Filed Correspondence 1. To view UCB-412 Notice of Claim Filed Correspondence, leave all data fields blank. 2. Select Notice of Claim Filed UCB-412 from the Subject drop-down. 3. Select Search. 1 3 Please note that a UCB-41/Notice of Claim Filed will be mailed to you for the first claim. If you update your correspondence preference to indicated electronic, you will need to access CONNECT for claim filed notifications. If you indicated US Mail, the notice will be sent to you and also available electronically in CONNECT View Fact Finding Correspondence 1. To view fact-finding correspondence, select Fact Finding from the Subject drop-down menu. 2. Select Search. 3. All fact-finding correspondence will populate in the Search Results section. Version Date: September 20, 2013 Page 17

18 View Eligibility Determination Correspondence 1. To view Eligibility Determination Correspondence, select Eligibility Determination from the Subject drop down menu. 2. Select Search. 3. All Eligibility Determination Correspondence will populate in the Search Results section View Appeal Information Correspondence 1. To view Appeal Information correspondence, select Appeal Information from drop-down menu. 2. Select Search. 3. All Appeal Information correspondence will populate in the search results. 4. Select Item hyperlink to view appeal details. Version Date: September 20, 2013 Page 18

19 Manage Employer Action Items This section provides instructions on how to perform the action items required of an Employer in CONNECT, and documents the steps required to: Respond to UCB-412/Notice of Claim Filed Respond to Fact Finding File Appeal Respond to UCB-412/Notice of Claim Filed To respond to a UCB-412/Notice of Claim filed, please follow the below steps: 1. From the Employer Login Page, select External Employer. External Employers applies only to Non-Liable Employers or Non-Florida Employers. Florida liable employers (the majority of employers in Florida) would access this information from their inboxes. Please see Section 3.2, Access Employer Inbox for details. 2. Login to respond to the notice by entering the Unique Document ID and Claimant ID that are listed on the notice. 3. Select Continue. Version Date: September 20, 2013 Page 19

20 Review the pre-populated information on the next screen. 5. Respond to the questions in the Response section. a. Select Yes or No to indicate if claimant worked for you. b. Enter period of employment. c. Enter earnings. d. Enter reason for separation. e. Enter any post-employment payments. 4 5 Version Date: September 20, 2013 Page 20

21 6. Enter Employment in Educational Services information. 7. Enter work refusal information. 8. Enter remarks about the notice of claim filed. You must enter remarks if you indicated that the claimant did not work for you. 9. Upload any relevant attachments. 10. Enter contact information. 11. Select Submit Respond to Fact Finding 1. To view fact-finding correspondence, select Fact Finding from the drop-down menu and select Search. Version Date: September 20, 2013 Page 21

22 Read through information Complete questions in Section 1. Version Date: September 20, 2013 Page 22

23 3 4. Scroll down to complete questions in Section Complete contact information. 6. Select Submit. Version Date: September 20, 2013 Page 23

24 File Appeal 1. To file an appeal, you must have an adverse determination. 2. To view adverse appeal information, select Appeal from the drop down menu and select the checkbox to view adverse only. 3. Select Search All available adverse appeal correspondence will populate in the Search Results section. 5. Select the Item hyperlink next to the adverse determination that you would like to appeal to pull up the determination detail screen. 5 4 Version Date: September 20, 2013 Page 24

25 6. On appeal detail screen, select View Determination to see the PDF of the Determination letter. 7. View available appeals options by selecting the arrow on the Select One menu in the Available Appeals Actions section. 8. Select File Appeal from the available actions drop-down menu. 9. Select Next Withdraw an Appeal 1. Select Withdraw Appeal to withdraw an appeal and select Next Enter the reason for withdrawal in the comments box. 3. Select Submit. Version Date: September 20, 2013 Page 25

26 View Case Folder 1. Select View Case Folder. 2. View the information. 3. Select Next Upload a document to Appeal Case Folder 1. Select Browse to upload file from desktop. 2. Select file. 3. Select Open. 4. Select Upload Version Date: September 20, 2013 Page 26

27 5. Select Send to submit the file Assign and Maintain TPA This section describes the necessary actions to authorize a new TPA for your employer account, and maintain TPA access to your account. To assign a TPA, the TPA must be registered in the CONNECT system and have been assigned a TPA ID. This section documents the steps necessary to perform the following: View and maintain TPA access Authorize and assign a new TPA View and maintain TPA access To view and maintain TPA access for your employer account, please follow the below steps: 1. Select Assign and Maintain TPA from the left-hand menu on the Employer Homepage. 2. In the Third Party Administrator (TPA) Authorization section, you will see a list of all TPAs authorized to access your employer account. 3. Select TPA ID to view TPA profile In the Assigned Roles section, you will see a list of all the access roles assigned to the TPA. 5. Select Modify to change assigned roles. Version Date: September 20, 2013 Page 27

28 In the Assigned Roles section, Remove check boxes will appear next to each assigned role for the TPA. 7. Select the check boxes next to the roles you d like to remove Scroll down the page to see the Roles Not Assigned section. 9. Add check boxes will appear next to each unassigned role for the TPA. 10. To add a role that has not been assigned to the TPA, select the check box next to the role. 11. Select Save to update all Remove and Add selections for the TPA Add a New TPA 1. Select New to add a new TPA. Version Date: September 20, 2013 Page 28

29 1 2. Enter TPA ID and select Next Enter TPA Services Begin and End Dates. 4. Remove roles by selecting the check box next to the appropriate role to Remove in Assigned Roles Assign roles by selecting the check box next to the appropriate role to Add in Roles Not Assigned. 6. Select Save.' 5 6 Version Date: September 20, 2013 Page 29

30 3.7 Manage Short Time Compensation (STC) Plan Benefits This section describes the necessary actions to manage STC Plans for employers, and documents the steps necessary to perform the following: Create or modify a STC Plan Update STC Plan Details Claim Benefit Weeks To create or modify a STC Plan, please follow the below steps: 1. To create an STC Plan, select Short Time Compensation from the left-hand menu of the Employer Homepage. 2. Select Create STC Plan Review the Short Time Compensation plan information Scroll down the page, and select Additional information about STC Plans hyperlink to review additional information. 5. Select Next. Version Date: September 20, 2013 Page 30

31 Enter the STC Plan Contact Information into the required data fields Scroll down the page and enter STC Plan Details. 8. Read and respond to the collective bargaining statement. 9. Enter a description for the reason why you are filing for a STC application in the Reason for STC Plan text box. 10. Select Save to save information and return to finish later. 11. Or, select Next to continue. Version Date: September 20, 2013 Page 31

32 STC Plan start date must be no more than two weeks in the future if the date you entered is not valid, you will receive an error message Review the address validation information. 14. Select Possible Matches or use the address you entered by selecting the radio button next to the address in the User Entered Address section. 15. Select Next Version Date: September 20, 2013 Page 32

33 16. Search STC Plan employees to add to the plan by entering the employee SSN or the employee s last name. 17. Select Search. 18. The associated employee(s) will appear in the Search Results section To add an employee not on the wage detail, enter the SSN, Last Name, and First Name of the employee. 20. Select Add. 21. Select Next Review the confirmation screen of the employees not on wage detail to be included on the STC plan. 23. To delete an employee, select the Delete check box next to their name. 24. Select Delete. 25. Select Next Version Date: September 20, 2013 Page 33

34 26. View the STC Plan Information section to review that the new employee was added correctly. 27. Next to each employee, enter the number of hours per week that the employee normally works in the Normal column. 28. Then, enter the number of hours per week that are reduced for the employee in the Reduced column. 29. Select Refresh to view the updated Percentage Reduction figures for each employee. 30. If the employee is a CBA participant, indicate this by selecting the check box next to their name in the CBA Participant column. 31. In the Edit Selected Employee(s) section, edit the information for the employees you indicated as CBA Participants. 32. Edit the information for the selected employees in the Edit Selected Employee(s) section. 33. Select Update. 34. Select Next Review the STC Plan Application contact information. Version Date: September 20, 2013 Page 34

35 Review the STC Plan Details. 37. Review the Collective Bargaining Agreement confirmation. 38. If any employee is part of a collective bargaining agreement, you must print and return the Union Approval Form within 7 days of submitting the STC Plan application 39. To print the form, select the Union Approval Form hyperlink Version Date: September 20, 2013 Page 35

36 40. In the Reason for STC Plan, enter the circumstances requiring your company s use of STC plan. 41. Select View Employees to confirm the employees on the STC Plan Scroll down and review the Employer Certification information. 43. Select the checkbox at the bottom of the screen if you understand and agree to the statement. 44. Select Submit to submit the STC Plan application. 42 Version Date: September 20, 2013 Page 36

37 Review the STC Plan Confirmation screen Principal Owner Approval information Request Benefit Weeks on STC Plan Employers must log into CONNECT to make weeks requestable for employees. This section covers the steps that an employer takes in CONNECT to enable claimants to request benefit weeks. Step-by-Step Instructions To make weeks requestable for STC participants, please follow the below steps: 1. Search for your STC plans as described in the previous lessons, and select an STC plan to make weeks requestable. 2. Select Claim Benefit Week to view the Request Previous Week STC Week screen. Version Date: September 20, 2013 Page 37

38 Select a week to request benefits. 3 You can claim zero hours worked if there is a temporary plant shutdown or lack of work, but must select Lack of work/temporary plant shutdown in Reasons dropdown. In addition, an Employer can only claim zero hours worked for a claimant for up to four consecutive weeks. 4. Enter hours offered, actual hours worked, leave hours (if applicable) and gross earnings (if applicable) for each claimant. 5. Select Save Page and Next to save the weeks for updates later or Save then Submit for Processing to submit the weeks. Version Date: September 20, 2013 Page 38

39 4 5 CONNECT evaluates all the answers, and if the hours offered fall outside the minimum/maximum range of STC Offered Hours for each SSN, you must provide Gross Earnings for the Employee. 6. Review the STC Employer Confirmation Screen. 7. Select one of the following: a. Request Benefits Employer is taken back to the STC Claim Screen Employer. b. Select a Different Plan Employer is taken back to Step 1. c. Home Page System will take Employer to Home Page. 6 7 Version Date: September 20, 2013 Page 39

40 If earnings reported by employer and claimant do not match after 7 days, the employer and the claimant both receive a correspondence stating there is a mismatch and to contact the other party. 3.8 Protest Benefit Charges This section describes the necessary actions to protest benefit charges made against your employer account. This section documents the steps necessary to perform the following: Identify the steps necessary to protest benefit charges in CONNECT Complete the process of protesting benefit charges To protest benefit charges, please follow the below steps: 1. Select the Benefit Charge Protest link from the left-hand menu on the Employer Homepage. 2. Select Benefit Charge Protest to protest benefit charges The Protest Benefit Charge screen will populate. 4. Enter the required information in the Protest Benefit Charge section, including: a. Statement Mail Date (UCB-412/Notice of Claim Filed) b. Claimant SSN c. Claimant s Last Name d. Claimant s Last Day of Work 5. In the Reasons for Protest section, select the radio button next to the reason(s) for entering a protest to the UCB-412/Notice of Claim Filed you may select all reasons that apply. 6. If you selected Currently Employed or Other for your rationale, you must enter comments. 7. Select Submit to complete the benefit charge protest. Version Date: September 20, 2013 Page 40

41 Registering for SIDES E-Response The State Information Data Exchange System (SIDES) is a nationally standardized format for employers to respond to requests for separation information and earnings verifications. Employers can choose to use the SIDES E-Response web portal, which is a website that allows employers to respond to multiple requests for separation information from different states all in the same place. Below are instructions for registering for the SIDES program. Step-by-Step Instructions 1. From your Employer Home page, chose the option to Manage SIDES E-Response. Version Date: September 20, 2013 Page 41

42 2. You will be navigated to the UI Sides E-Response Registration Information Screen. 3. Click on SIDES E-Response Registration Screen. 4. You will be navigated to the SIDES E-Response Registration Screen below 5. Click the check box indicating you understand the information on the screen. 6. Enter your address. This address provided on this screen will be associated with the employer s SIDES account. A notice will be sent to the employer via to advise that a request for information has been sent to the SIDES e- Response website. 7. Click on Submit Version Date: September 20, 2013 Page 42

43 8. The registration confirmation screen below will be displayed providing the PIN which will be used to login to the SIDES E-Response website, along with your Florida Employer Account Number and FEIN. 9. A SIDES E-Response Registration Confirmation letter will be distributed to you through Connect to provide you with instructions on logging in to the SIDES E-Response website. Ending SIDES E-Response Registration 1. Follow the above steps to reach the SIDES E-Response Registration screen. 2. Remove the check mark from the registration box and click on Submit. Version Date: September 20, 2013 Page 43

44 3. The screen below will display a message confirming that you are no longer registered as a SIDES E-Response Participant. Version Date: September 20, 2013 Page 44