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Auto Update of New Hire

Auto Update of New Hire. and. UCB Enhancements. Unemployment Compensation Benefits (UCB) information will also be enhanced through the new DXSU online query. “Informational Only” alerts will also reduce the amount of dispositions requiring worker action. On. September 26, 2003.

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Auto Update of New Hire

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  1. Auto Update of New Hire and UCB Enhancements

  2. Unemployment Compensation Benefits (UCB) information will also be enhanced through the new DXSU online query. “Informational Only” alerts will also reduce the amount of dispositions requiring worker action. On September 26, 2003 • The Auto Update of New Hire will be implemented. • The auto update process will greatly reduce the amount of New Hire dispositions that require worker action and automatically request employment verification. • A new screen has been created to better support requests for verification of employment both within the auto update process and in worker initiated situations.

  3. The New Hire Auto Update Process

  4. New Hire batch runs weekly on Fridays. Alerts and dispositions are created based on no or incorrect FEIN information on AFEI or on mismatched SSNs from DUI. Workers have to research and determine if verification request is needed Workers complete the alert and dispositions and request verification Currently, the New Hire process is:

  5. CARES will compare the individual’s information to the New Hire information received from DUI. A match will occur only when all of the following conditions are met: What will the new process be? • New Hire batch process runs weekly on Fridays. • Individual is in an open, pending, or a case closed for less than a calendar month • 100% match on SSN • 100% match on DOB (or 2 of 3 elements match – month/day/year) • Individual has a valid participation status (other than XA, XC) in an open AG. MA extensions, HS pregnant women and FPW will not be auto updated • 100% match on last name (if hyphenated last name – either name should match the information from DUI)

  6. FEIN: FEIN: FEIN: FEIN: FEIN: FEIN: What will the new process be? • The current employer FEIN information for the identified individual will be compared to the New Hire information received from DUI. HAPPENS BEHIND THE SCENES • If the FEIN doesn’t match or is blank, the first five characters of the employer name will be compared. HAPPENS BEHIND THE SCENES • If the employer name is a match, the FEIN will be updated for this employer.

  7. EMPLOYER NAME: = • If the employer name and FEIN is not matched, FEIN: • there is no current sequence on AFEI for the identified individual, AFEI New AFEI • Auto Update will create a new AFEI sequence for the individual. What will the new process be? or then…

  8. 1. Begin month (hire month/year) 2. Employer name/address/phone and FEIN 3. Employment begin date 4. Employment type & pay frequency fields with an “A” (Auto Update) 1. BEGIN MMYY: 0803 FEIN: 0412059284 EMPLOYER NAME: A & E TIRE___________________ PHONE: ___ ___ ____ ADDRESS: 6801 N TEUTONIA AVENUE__ CITY: MILWAUKEE______ STATE: WI ZIP: 53209____ 2. 3. 4. EMPLOYMENT TYPE: A VR: Q? EMPLOYMENT BEGIN DATE: 08 07 03 VR: Q? 4. PAY FREQUENCY: A AUTO UPDATE When Auto Update creates a new AFEI sequence for the individual, it will populate: AFEI EMPLOYMENT 08/26/03 14:25 CASE: 80005076 WORKER: XCT268 XCTG04 P KIERN LAST UPDATED: 08 21 03 CASE STATUS: OPEN CASE MODE: ONGOING NUM: 01 NAME: KITTY BUGGETT S: DC: __ BEGIN MMYY: 0803 END MMYY: ____ SEQ NUM: 003 WI EMP NUM: __________ FEIN: EMPLOYER NAME: A & E TIRE___________________ PHONE: ___ ___ ____ ADDRESS: 6801 N TEUTONIA AVENUE__ CITY: MILWAUKEE______ STATE: WI ZIP: 53209____ JOB TITLE: _______________ EMPLOYMENT TYPE: A VR: Q? EMPLOYMENT BEGIN DATE: 08 07 03 VR: Q? EMPLOYMENT END DATE: __ __ __ VR: __ EMPLOYMENT ENDED: N DATE OF LAST PAYCHECK: __ __ __ VR: __ ON STRIKE ? (Y/N): N STRIKE BEGIN DATE: __ __ __ VR: __ PAY FREQUENCY: A AUTO UPDATE STRIKE END DATE: __ __ __ VR: __ OVR MONTHLY HOURS: 0 TJB SUBSIDY: _________ INKIND INCOME: .00 OVR MONTHLY MA AMOUNT: .00 OVR MONTHLY CONVERTED AMOUNT: .00 ---------------------------------INDIVIDUALS------------------------------------ 01 KITTY B (PP ) 02 BOOME B (HUS) 03 COCOA B (SON) PF18-ACCC PF20-AFWG/AFDE PF23-AFAC PF24-REVERIFY ACCESS INFO NEXT TRAN: ____ PARMS: 8000507684__________________________________ MORE... 5. Verification fields with “Q?”

  9. 6. AFWG with $0   7. Verification fields with “Q?” When Auto Update creates a new AFEI sequence for the individual, it will populate: AFWG DETAILED WAGE INCOME 08/26/03 14:26 CASE: 8000507684 WORKER: XCT268 XCTG04 P KIERN LAST UPDATED: 08 21 03 CASE STATUS: OPEN CASE MODE: ONGOING NUM: 01 NAME: KITTY BUGGETT S: BEGIN MMYY: 0803 END MMYY: EMPLOYER NAME: A & E TIRE SEQ NUM: 3 EMPLOYMENT TYPE: AUTO UP PAY FREQUENCY: A AUTO UPDATE RATE/ HR TYPE AVG HRS/ PPD VR TOTAL/ PPD ______ ___ ______ __ _________ ______ ___ ______ __ _________ ______ ___ ______ __ _________ ______ ___ ______ __ _________ MONTHLY IN-KIND AMT: _________ VR: __ MONTHLY MA AMT: MONTHLY CONVERTED AMT: OVERRIDE MA AMT: 0.00 VR: Q?OVERRIDE CONVERTED AMT: 0.00 VR: ?_ TOTAL HOURS: OVERRIDE HOURS: ___ COMMENT: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ PRESS ENTER TO VIEW THE MONTHLY AMOUNT THEN PRESS ENTER TO RETURN TO AFEI

  10. Auto Update information on AFEI is NOTverified information so...

  11. …when Auto Update creates a new AFEI sequence it also: • Creates the new CARES verification checklist screen AGEV • Automatically sends out an employment verification letter and form • Sends the worker an FYI alert that Auto Update has occurred and verification has been requested. 318 FYI –NEW DATA ON DXDN/AFEI, OR 273 NEW EMPLOYMENT DATA – SEE DXDN(Alert Generated for cases not processed Automatically) • Sends the worker verification due and overdue alerts.

  12. New Employment Verification Checklist/Request Screen - AGEV • Whenever Q? or ? is entered on AFEI/AFWG, through auto update or by the worker, AGEV will be displayed after EEVC when SFED/SFEX is run. • AGVC will no longer appear when Q? or ? Is entered on AFEI. AGEV will appear instead. • AGVC will continue to appear for verification requested via entry of ? Or Q? on any screen besides AFEI/AFWG.

  13. New Employment Verification Checklist/Request Screen - AGEV • If other verification is needed besides employment information, both AGEV and AGVC will appear. AGEV will be scheduled between EEVC and AGVC. • For detailed instructions on how the AGEV screen is used by the auto update process and by the worker, see Operations Memo 03-61 • For copies of the cover letter and employment verification form see Operations Memo 03-61

  14. Enter L to send the cover letter or B to send both the cover letter and the employment form. To extend the employment verification due date, enter a valid date in the VERIF EXTENDED DUE DATE field. Improved Employment Verification Request Screen • Workers will have the flexibility to trigger the employment verification letter or form from AGEV. AGEV EMPL VERIFICATION CHECKLIST / EXTENSION REQUEST 08/26/03 14:23 CASE: 8000507684 WORKER: XCT268 XCTG04 P KIERN CASE STATUS: OPEN CASE MODE: ONGOING EMP VERIF GEN SL S EMPLOYER LTR ASSISTANCE VERIF EXTENDED EMP NUM NAME NAME SENT? GROUPS DUE DATE DUE DATE LTR 01 5 % LEWIS JACOBS Y FS,MA 08 24 03 __ __ __ _ KITTY BUGGETT Y WW 08 25 03 __ __ __ Y CC 08 28 03 __ __ __ A & E TIRE N FS,MA 08 31 03 __ __ __ _ N CC,WW 09 02 03 __ __ __ 02 3 & M PHYSICAL TH Y CC,WW 08 25 03 __ __ __ _ BOOMER BUGGETT Y FS 08 29 03 __ __ __ ---------------------------------INDIVIDUALS----------------------------------- 01 KITTY B (PP ) 02 BOOME B (HUS) 03 COCOA B (SON) PF13-AGVC NEXT TRAN: ____ PARMS: 8000507684__________________________________

  15. When the verification, requested through auto update, is received by the worker, the Employment Type and Pay Frequency codes (Auto Update entered as "A") must be changed to reflect the appropriate method of verification. AFEI EMPLOYMENT 08/26/03 14:25 CASE: 8000507684 WORKER: XCT268 XCTG04 P KIERN LAST UPDATED: 08 21 03 CASE STATUS: OPEN CASE MODE: ONGOING NUM: 01 NAME: KITTY BUGGETT S: DC: __ BEGIN MMYY: 0803 END MMYY: ____ SEQ NUM: 003 WI EMP NUM: __________ FEIN: 0412059284 EMPLOYER NAME: A & E TIRE___________________ PHONE: ___ ___ ____ ADDRESS: 6801 N TEUTONIA AVENUE__ CITY: MILWAUKEE______ STATE: WI ZIP: 53209____ JOB TITLE: _______________ EMPLOYMENT TYPE: A VR: Q? EMPLOYMENT BEGIN DATE: 08 07 03 VR: Q? EMPLOYMENT END DATE: __ __ __ VR: __ EMPLOYMENT ENDED: N DATE OF LAST PAYCHECK: __ __ __ VR: __ ON STRIKE ? (Y/N): N STRIKE BEGIN DATE: __ __ __ VR: __ PAY FREQUENCY: A AUTO UPDATE STRIKE END DATE: __ __ __ VR: __ OVR MONTHLY HOURS: 0 TJB SUBSIDY: _________ INKIND INCOME: .00 OVR MONTHLY MA AMOUNT: .00 OVR MONTHLY CONVERTED AMOUNT: .00 ---------------------------------INDIVIDUALS------------------------------------ 01 KITTY B (PP ) 02 BOOME B (HUS) 03 COCOA B (SON) PF18-ACCC PF20-AFWG/AFDE PF23-AFAC PF24-REVERIFY ACCESS INFO NEXT TRAN: ____ PARMS: 8000507684__________________________________ MORE...

  16. …the worker must run eligibility (SFEX/D) and confirm. When the verified employment information is completely entered on AFEI/AFWG…

  17. What if verification is not received? • The worker will get a verification due alert requiring him/her to NV/QV the requested information, run eligibility and confirm.

  18. the New Hire information will be stored on DXDN and an alert will be generated for worker action. If the Auto Update was unable to occur because the system couldn’t match name, DOB or SSN to the individual identified from DUI…

  19. UCB Enhancements

  20. UCB information will now be displayed on the new online query screen DXSU. DXSU will be scheduled in the intake, review and person add driver flows. The data on this screen can be used to budget UCB income, or the data may indicate that further research is required before UCB income can be determined. When scheduled in a driver flow, DXSU will have the capability to display query responses for more than one individual in a household. DXSU can also be queried directly using the SSN. DXSU UNEMPLOYMENT COMPENSATION QUERY - SUMMARY

  21. The week indicates what week the UC amount is for. The payment date is the date the check was generated to the recipient. The total of the 3 amounts should equal the WKLY BEN RATE. WKLY BEN RATE: 329 WEEK PMT DATE CHECK AMT CS ICPT AMT UC RECOUP AMT When there is a “more” present, the next individual in the household will automatically be displayed when the worker hits enter. MORE The CS ICPT AMT is the amount that is being withheld for payment to the CSA. The check amount is the actual amount the recipient receives. The UC Recoup amt is the amount that UC is recouping for an overpayment. DXSU UNEMPLOYMENT COMPENSATION QUERY - SUMMARY 09/09/03 09:07 XCT297 P KIERN S: PIN: 222222222 CASE: 1234567890 CLAIMANT NAME: IMA RECEIVINGUCB WKLY BEN RATE: 329 MAX BEN AMT: 8529.00 BEN PAID: 8529.00 BEN REMAINING: 0.00 WEEK PMT DATE CHECK AMT UC RECOUP AMT CS ICPT AMT 03-26 07 01 2003 329.00 0.00 0.00 03-25 06 24 2003 329.00 0.00 0.00 03-24 06 17 2003 329.00 0.00 0.00 03-23 06 10 2003 329.00 0.00 0.00 03-22 06 03 2003 329.00 0.00 0.00 03-21 05 28 2003 329.00 0.00 0.00 03-20 05 20 2003 329.00 0.00 0.00 03-19 05 13 2003 329.00 0.00 0.00 PF13 WAGES PF14 UCB BASE PF15 UCB DETAIL PF17 RETURN NEXT TRAN: ____ PARMS: 112111111_________________________________ MORE…

  22. 1. When UCB begins 2. When UCB is potentially ending 3. When the new UCB amount will increase the income of the household greater than 130% of the FPL. Three alerts will be generated for ongoing cases.

  23. When alerts are generated, the information is stored on DXDU DXDU DUI UNEMPLOYMENT COMPENSATION DETAILS 08/26/03 14:57 XCTG04 P KIERN PIN: 4001454041 CASE: 4000507249 CLIENT NAME: JANE MATHEWS MATCH DATE: 08 11 03 CLAIMANT NAME: JANE MATHEWS SEX: F REPORT MONTH: 07 03 DUI UC IN REPORT MONTH: 50 CARES UC CURRENT AMOUNT: WEEK PAY PMT CHECK CS ICPT WAGES CHECK FIRST/ STAT DT AMT AMT RPTD NUMBER LAST 330 PAID 07 15 03 50 8919292 FIRST REG PF13 - SAVING SCREEN PF18 - UCB SUMMARY NEXT TRAN: ____ PARMS: 4001454041/081103______________________

  24. DXQU will still be available for query using the PF14 key from DXSU. DXQB will still be available for query using the PF15 key from DXSU.

  25. Questions? • Contact the CARES Policy Call Center at Phone: 608-261-6317 (option #1) FAX: 608-267-2269 E-mail: carpolcc@dhfs.state.wi.us • Refer to Operations Memo 03-61 www.dhfs.state.wi.us/em/ops_memos/2003/default.htm

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