TABLE OF CONTENTS NEW UC TRUST LOSS CONTROL INCENTIVE PROGRAM INCENTIVE Earn Up To 5% Credit Off 2016 Quarterly Contributions to the CCAP UC Trust 2 0 1 5 DUE DATE Friday, September 18, 2015 For Activities Completed Between January 1 and December 31, 2015 ACTIVITIES Training and Education Equifax Online LocalGovU Online Onsite Workshops Policies Procedures Development or Updates Reporting UC Trust Reporting Equifax Reporting NEW ONLINE REPORTING SYSTEM WWW.PACOUNTIES.ORG/INSURANCE/PAGES/UCTRUST PROGRAM OVERVIEW PAGE 1 Introduction Program Cycle Calculation of Credits REQUIREMENTS PAGES 2-3 Training/Education Policies/Procedures Timely Reporting POLICIES PAGE 4 Required Elements WORKSHOPS PAGE 5 Listing of CCAP UC Trust Sponsored Workshops ONLINE TRAINING PAGES 6-9 Equifax Learning Solutions LocalGovU Approved Course List
2015 LOSS CONTROL INCENTIVE PROGRAM INTRODUCTION Overview Since 2009, the CCAP UC Trust has been offering the Loss Control Incentive Program to recognize the annual loss control activities conducted within each member county and county related entity. Properly implemented loss control activities, such as education, updated policies and procedures and timely reporting, can help reduce the costs of unemployment charges before a separation even occurs. Members have the opportunity to earn credits, a maximum of five percent, towards their quarterly contributions to the Trust upon satisfactory completion or implementation of qualified loss control related activities. This document outlines the Trust s expectations, defining satisfactory completion and implementation. Members must be in good standing (all quarterly contribution payments received and accounted for) in order to participate in the CCAP UC Trust Loss Control Incentive Program. PROGRAM CYCLE The CCAP UC Trust Loss Control Incentive Program became effective January 1, 2009. Fully executed loss control activities conducted within the first year of the program resulted in a credit towards the next year s quarterly contributions to the Trust. This cycle continues each year at the discretion of the Trust who oversees the program and monitors its effectiveness. CALCULATION OF CREDITS Credits earned will be applied to the member s four quarterly contributions of the year succeeding the year in which the credits are earned (e.g., credits earned in 2015 will be applied to 2016 contributions). Credits earned will appear on the member s quarterly contribution form and can be calculated as follows: STEP ONE: STEP TWO: STEP THREE: Multiply your taxable payroll by your contribution rate. Multiply the product of step one by the percentage of credits earned. Subtract the product of step two from the product of step one and this is your new quarterly contribution amount. Example: In 2015, Sample County successfully completes all loss control activities and receives a five percent credit toward their 2016 quarterly contributions to the Trust. Sample County s 2016 contribution rate is three percent, and its first quarter taxable payroll is $1,000,000. Taxable Payroll: $1,000,000 Contribution Rate: x 0.03 Contribution Before Credit: $30,000 Credit: x 0.05 Credit In Dollars: - $1,500 Actual Contribution: $28,500 1
CREDITS AVAILABLE There are three major loss control related activities that can have a positive impact on the cost of unemployment compensation claims and administration: training and education, policy procedure development and implementation, and timely reporting of unemployment compensation related information. By providing a vehicle for members to better manage these activities, the Trust will be able to reduce its costs and pass those savings on to the membership. Each activity available for credit is outlined below. Activities must be completed between the months of January and December of each year. Previous years activities will not be accepted for credit, with the exception of policy and procedure submissions. Please review each of these activities requirements carefully as they have changed. NEW! Training and Education One to Three Percent Credit Eligibility Requirement: Two Parts! 1. Online Training (one percent credit) A minimum of one employee who is responsible for unemployment claims administration or one department supervisor must successfully complete one of the three categories of the Equifax online training program: discipline, hearings and case studies. There is no cost for this training. Training completed before 2015 will not be credited towards the 2015 CCAP UC Trust Loss Control Incentive Program. See page six for additional details. OR if you have completed the Equifax online training program, you can still earn a one percent credit by completing the online training offered through LocalGovU. A minimum of one employee who is responsible for unemployment claims administration or one department supervisor must successfully complete three Trust approved courses. There is no cost for this training. See page seven for additional details. 2. Onsite Training (two percent credit) One or more representatives from the member entity must attend at least four separate 2015 UC Trust sponsored training workshops. The Trust sponsors several loss control training workshops throughout the year providing free or reduced registration fees on employment related topics. Other unemployment compensation training may be accepted, with documentation, in lieu of Trust sponsored events. The 2015 CCAP County Administration Conference and the SCHRPP Annual Conference will each be counted as two Trust sponsored training workshops if you attend both days. NEW! Policies and Procedures Implementation or Review One Percent Credit Eligibility Requirement: Most members have submitted their policies and procedures in previous years. If we DO NOT have your policies on file, you will receive a separate email notice. Please review your policies and procedures and update them as needed. If you have made updates to your policies and procedures, please resubmit them to the Trust. If you have not submitted your policies and procedures in prior years, you are not eligible for this credit until the Trust has received and approved them. See page four for additional details. 2
Timely Reporting of Unemployment Related Information One Percent Credit Eligibility Requirement: Two Parts! 1. CCAP Reporting: All quarterly contribution reports, payroll information and payments must be sent to the Trust on or before the deadline stated on the quarterly contribution form. 2. Equifax Reporting: Notice of separations and supporting documentation must be sent to Equifax within one week of a separation. Additional requests for claim related documentation must be forwarded to Equifax on or before the stated deadline. This credit will be tracked internally. No self-reporting is required. NEW! ACTIVITY REPORT NOW ONLINE! Activity Reports must now be submitted electronically using the following link: https://www.surveymonkey.com/s/uctrustlc2015 This link will be accessible from the CCAP UC Trust webpage located on the CCAP Insurance Programs homepage: http://www.pacounties.org/insurance/pages/uctrust.aspx Activity Reports should reflect all activities completed (or to be completed) between January 1, 2015 and December 31, 2015. An online Activity Report must be submitted by Friday, September 18, 2015 in order for any credits to be earned. Activities submitted on the online Activity Report should be reviewed and approved by one or more of the following authorized individuals: Chief Clerk or County Administrator, Director of Human Resources, Commissioner or Council Member, Controller or Director of Finance. IMPORTANT NOTICE Supplemental data may be required to validate any of the above activities. The Trust will track workshop attendance, the online training program, and timely reporting to both the Trust and Equifax. Members are responsible to submit policies and procedures for review. If we DO NOT have your policies on file, you will receive a separate email notice. Approval of policies and procedures for credit will be at the discretion of the Trust. QUESTIONS If you have any questions about the CCAP UC Trust Loss Control Incentive Program, please contact Julia Jackson at (800) 895-9039 x 3305 or jjackson@pacounties.org. 3
Policy and Procedure Requirements If you submitted policies and procedures in previous years, you DO NOT need to resend them! You will automatically earn this credit. Members who have not yet submitted their policies and procedure will be notified via email. The requirements for the Policy and Procedure Development and Implementation credit were expanded in 2011. We now require specific elements to be addressed in each policy and procedure submitted for credit. If the required elements do not exist, the policy or procedure will not be accepted for credit. All policies and procedures should be reviewed annually. The Trust must have a copy of your current policies and procedures on file in order to receive the one percent credit. Each policy or procedure should address the following required elements. Sample policies and procedures are available upon request. 1. Technology Appropriate Use o Use of internet o Personal use of county equipment o Downloading software 2. Drugs and Alcohol Free Workplace o Program elements o Procedural guidance o Authority/responsibility 3. Workplace Violence/Harassment o Overview of prohibited conduct to include but not limited to discrimination, harassment, sexual harassment, and consensual sexual relationships o Procedural guidance o Retaliation and confidentiality 4. Progressive Discipline o Outline of procedures o Appeal process o Issues not subject to progressive discipline o Documentation 5. Separation of Employment o Types of separation to include but not limited to resignation, retirement, job abandonment, termination, reduction in workforce, release and automatic termination o Out-processing to include but not limited to return of property and exit interview o Termination of benefits o Rehire 4
Spring 2015 UC Trust Sponsored Workshops ONSITE TRAINING AND EDUCATION - TWO PERCENT CREDIT Eligibility Requirement: One or more representatives from the member must attend at least four separate 2015 UC Trust sponsored training workshops. The Trust sponsors several loss control training workshops throughout the year providing free or reduced registration fees on employment related topics. Other unemployment compensation training may be accepted, with documentation, in lieu of the Trust sponsored events. The 2015 CCAP County Administration Conference and the 2015 SCHRPP Annual Conference will each be counted as two Trust sponsored trainings workshops if the employee attends both days. April 2 KEYS: What Were They Thinking?* Harrisburg 7 KEYS: What Were They Thinking?* Cranberry Township 7 Prioritize, Organize and Simplify* Scranton 15 KEYS: Engaging Your Staff and Improving Morale* Harrisburg 16 Prioritize, Organize and Simplify* State College 23 Prioritize, Organize and Simplify* Lewisburg 28 Applying the Incident Command System and the State College All Hazards Approach to Emergency Management 30 KEYS: HR Boot Camp* Harrisburg May 5 KEYS: What Were They Thinking?* Scranton 5 Prioritize, Organize and Simplify* Harrisburg 12 KEYS: Engaging Your Staff and Improving Morale* Cranberry Township 13 KEYS: What Were They Thinking?* Lewisburg 27-28 CCAP County Administration Conference** State College September 10-11 SCHRPP Annual Conference** Erie * indicates an Academy for Excellence in County Government credit opportunity ** will be counted as two Trust sponsored trainings workshops Additional information and online registration are available at: http://www.pacounties.org/insurance/glimpse/pages/default.aspx The 2015 Fall Workshop information will be available in August. 5
Equifax Online Training ONSITE TRAINING AND EDUCATION - ONE PERCENT CREDIT Eligibility Requirement: A minimum of one employee who is responsible for unemployment claims administration or one department supervisor must successfully complete one of the three categories of the Equifax online training program Equifax Learning Solutions. The categories include: discipline, hearings and case studies. There is no cost for this training. Online training completed before 2015 will NOT be credited towards the 2015 CCAP UC Trust Loss Control Incentive Program. If you have already completed all modules of the Equifax Learning Solutions, you can still earn the Online Training Credit by participating in the LocalGovU online training. Information about the LocalGovU program can be found on page seven. Free Training for You and Your Staff Few managers and supervisors understand how their day-to-day activities affect unemployment compensation costs. Equifax Learning Solutions teaches managers and supervisors how to produce effective documentation of employee performance and progressive discipline, and win many of the claims you may be currently losing. There are three training modules available: Discipline and Discharge Training Objectives Understand the importance of effective documentation Create and maintain effective documentation Initiate best practice skills from hiring phase to separation phase Differentiate voluntary and involuntary separations Learn the criteria to develop an effective disciplinary form Hearing Training Objectives Identify a hearing notice Steps in responding to a hearing notice Gather and validate documentation to demonstrate misconduct Present the employer case to an Administrative Law Judge Learn the criteria necessary to develop an effective disciplinary form Bringing It All Together Case Studies Participate in three interactive case studies that focus on Voluntary Quits, Policy Violations, and the Final Incident Use effective and critical decision making by applying content learned Equifax Learning Solutions core curriculum is built around key concepts in the unemployment process and hearings. Each module is designed to educate and influence behaviors according to recognized best practice skills of documenting employee performance and progressive discipline. ENROLL TODAY Contact Kim Fino at (800) 895-9039 or kfino@pacounties.org to get started using Equifax Learning Solutions. 6
LocalGovU Online Training ONSITE TRAINING AND EDUCATION - ONE PERCENT CREDIT Eligibility Requirement: If you have completed the Equifax online training program in previous years, you can still earn a one percent credit by completing online training offered through LocalGovU. A minimum of one employee who is responsible for unemployment claims administration or one department supervisor must successfully complete three Trust approved courses. A list of approved courses is available on page eight. There is no cost for this training. What is LocalGovU Online Training? Several of CCAP s Insurance Programs*, including the CCAP UC Trust, have partnered with LocalGovU, to offer quality employee training online on a variety of topics including Human Resources, Health and Wellness, Management, Productivity, Safety and Environment, Law Enforcement and Corrections. These online training courses are available on demand all year long 24/7 from any computer with internet access. A certificate can be printed once the quiz at the end of the course has been passed. This training is available at no cost to members of the Trust. Why Does CCAP Insurance Programs Offer This Training Opportunity? Training is important to loss control and employee development, and our insurance programs are committed to providing resources which will help our members meet their training needs. LocalGovU provides tracking and reporting capabilities that may help reduce unemployment compensation and other liability in cases where proof of training can be documented. ENROLL TODAY Contact Kim Fino at (800) 895-9039 or kfino@pacounties.org to get started using LocalGovU online training. *Participating CCAP Insurance Programs include: CCAP UC Trust, PCoRP, PComp, and PELICAN. 7
LocalGovU Online Training Course List Training highlighted is yellow below is eligible for the LocalGovU portion of the Online Training and Education Credit. See page seven for additional details. HUMAN RESOURCES Government-specific training that helps you effectively identify, hire, and manage talented employees. ullying in the Workplace - Harassment Awareness Workplace Harassment HEALTH AND WELLNESS Crucial information about important health-related topics that help you take action to improve your health and fitness level. Elements of the Plan Planning Organization MANAGEMENT Management practices, planning, customer service, and people skills needed to manage a successful organization. Effective Orientations PRODUCTIVITY Skills employees need to perform the tasks that are crucial to your day-to-day operations. SAFETY & ENVIRONMENT -mail Training that helps employees stay safe and healthy on the job and reduces your organization s exposure to risk. t Safety 8
Trips and Falls LAW ENFORCEMENT Officers learn how to conduct themselves during routine tasks and understand complex law enforcement issues. -Duty Conduct and Powers of Arrest CORRECTIONS Law Enforcement Our training provides officers with security information and procedural guidelines that they can use on the job. Alcohol Abuse Emergencies in Jails Contraband Control - Corrections ENROLL TODAY Contact Kim Fino at (800) 895-9039 or kfino@pacounties.org to get started using LocalGovU online training. 9