best practices - tspcapa...nbr (duration) 3.5 years worksite state yes minimum tax rate 0.01%. what...
TRANSCRIPT
BEST PRACTICES: UNEMPLOYMENT CLAIMS
AND HEARINGS Tennessee Statewide Payroll Conference
August 2018
Unemployment Basics
Why Fight Unemployment Claims
What Claims to Fight
How to Fight Them Effectively
Unemployment Appeal Process
Proper Appeal Participation
August 2018
TODAY’S AGENDA
Unemployment tax rates are impacted by
both claims and tax management
TAX RATE
ASSIGNMENT
CLAIMS
MANAGEMENT
TAX
MANAGEMENT
CLAIM
APPEAL
HEARING
BENEFIT
CHARGE
VOLUNTARY
CONTRIBUTION
JOINT ACCOUNT
MERGER,
ACQUISITION,
REORGANIZATION
TAXES
%
The In’s And Out’s Of SUI
Benefit Payments Admin. Errors STATE
ACCOUNT
Payroll Taxes Voluntary Contributions
EMPLOYER CLAIMANT
The In’s And Out’s Of SUI
Benefit Payments Admin. Errors STATE
ACCOUNT
Payroll Taxes Voluntary
Contributions
EMPLOYER CLAIMANT
Taxes
$41.3B
Benefit
Payments
$33B
Improper
Payments
$3.7B
The In’s And Out’s Of SUI
Benefit Payments Admin. Errors STATE
ACCOUNT
Payroll Taxes Voluntary
Contributions
EMPLOYER CLAIMANT
Taxes
$41.3B
Benefit
Payments
$33B
Improper
Payments
$3.7B
REPLACEMENT COST FACTOR: $1.30
Top HR Trends/Initiatives*
Recru
itin
g
Cultu
re
En
ga
ge
me
nt
De
ve
lop
me
nt
Pe
op
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naly
tics
Pain Points
HR Departments struggle with
• PROCESS
• RESOURCES
• RESULTS
*Human Resources Today
Employer Claims Management Challenges
State of Tennessee Reference Chart
Rate Calculation Reserve State Maximum Tax Rate 10.00%
Wage Base $7,000 (Reduced from
$8,000) Penalty Tax Rate Not Applicable
Rate Issue Date 8/29 Average Weekly Benefit Amount
x Average Duration (weeks) $237.30 x 14.2 = $3,369.66
Joint Accounting No
Maximum Weekly Benefit
Amount x Maximum Duration
(weeks)
$275 x 26 = $7,150
Voluntary Contributions No Claim Response (Deadline) 7 Days
New Business Rate 2.70% 1st Level Appeal (Deadline) 15 Days
NBR (Duration) 3.5 Years Worksite State Yes
Minimum Tax Rate 0.01%
What Drives Unemployment?
Corporate
Restructuring
Economic
Conditions
Legislation
Organic
Expansion
Contraction
Influences on Protests and Win Rates
Non-Controllable
Legislative
Economic
Controllable
Claims Management Processes
Documentation
Timeliness
Protest Hearing Preparation
Representation
Why do we Protest Unemployment
Claims?
Cost Liability
Legal Compliance
Uphold Company
Policy
UI Integrity Act Sec. 252 of the Trade Adjustment Assistance Extension Act of 2011 (UI Integrity Act) directs all states to prohibit the relief of charges to an employer’s Unemployment Compensation account when the actions of the employer or the agent of the employer have led to improper payment of benefits due to the following conditions:
The employer or the employer’s agent failed to respond timely or adequately to the request made by the state agency for information relating to the claim for UC benefits that was subsequently overpaid
The employer or the employer’s agent has established a pattern of failure to respond timely or adequately to requests from the state agency relating to claims for UC benefits.
Federal Government mandated the UI Integrity Act be signed into law in all states by October 2013.
UI Integrity Act (continued)
• A response is considered untimely if it is mailed or transmitted electronically beyond the state imposed due date. Each state has a different time period in which a response is due but the average is approximately 10 days from the mail date.
Untimely Response
• A response is deemed inadequate if misrepresents or omits facts that if represented accurately or disclosed, would have been a basis for the state to disqualify the individual from receiving compensation.
Inadequate Response
• All states are required to track the response history of employers for timeliness and adequacy compliance. The federal government has left it to the discretion of the individual states to define the constitution of a pattern of repeated failure to respond to requests for separation information.
• 1st Occurrence
• 2 or 2% whichever is greater in the past year
• 5 or 5% whichever is greater in the past year
• 4 or more occasions in the past year
(Pattern of) Failure to Respond
Impact to Employers – The potential impact to employers for a single improper
unemployment claim is between $3,061- $13,416* (depending on your state)!
Despite UI Integrity, Unemployment Benefit Overpayments Remain a Problem
* Source: DOL, 2016 average cost = avg. weekly benefit payment x average length of claim x replacement cost multiple (exact cost is dependent on state-specific parameters.
https://oui.doleta.gov/unemploy/bam/2016/IPIA_2016_Benefit_Accuracy_Measurement_Annual_Report.pdf
$3.78 billion in improper benefits
13%
Improper Benefit Payments TOP 3 REASONS
• 35%+ are a result of work search errors
• Claimants collecting UI benefits and
wages for the same week
• Lack of timely and complete separation
information
Who Handles Unemployment?
SUI
Benefits
Payroll
HR Finance
Tax
Unemployment Claim Lifecycle Initial Claim
Receipt
Initial
Determination
Hearing
Notification
Hearing
Date
Hearing
Decision
Appeal Pursuit
& Decision
Best Practices: Mail Centralization
Address of record
Follow up and check often
Worksite State Communications California
Missouri
Kentucky
Oregon
Rhode Island
Tennessee
Pennsylvania
Memo / Poster
PROTECTING YOUR TAX POSITION
18
IT ALL STARTS WITH THE SEPARATION…
Separation Reasons: Non Protestable
EXAMPLES:
Job eliminated; Temporary assignment ended, Early Retirement Company Initiated; Probations EE- Time of Layoff
Inadequate performance (with no willful misconduct)
Did not meet company qualification criteria
Voluntary quit with good cause (Follow a spouse)
Absenteeism or tardiness with no willful, deliberate misconduct (out sick with doctor’s note)
Physical limitations
An employee is typically eligible to collect benefits ONLY when they are out of work through no fault of their own, and who meet all other requirements.
Separation Reasons: Protestable
EXAMPLES
Voluntary quit – resignation (without good cause) Early Retirement, Return to school, Relocation
Discharged for willful misconduct (Policy procedure violation/safety security violation)
Failure to adhere to work schedule / attendance / tardiness violations, Job abandonment, No call / No show
An employee is usually INELIGIBLE for benefits if/when they cause their own unemployment.
Choose your Separation Reason with Care!
Question 1: If the claimant didn’t resign, would he/she have been able to
continue employment?
Answer: If so, handle as voluntary quit
Answer: If not, handle as involuntary term/discharge
Question 2: Did claimant pursue all available alternatives prior to resigning?
Answer: If not, what alternatives were available (if pursued) could have persevered their employment (i.e. Leave of Absence, Request Transfers, Filed Complaint, etc)
Voluntary Separation Statute
Common statutory language requires that a
former employee/claimant show good cause
attributable to the employer for leaving work
voluntarily before any award of unemployment
compensation benefits is allowed.
Initial Claim: Burden of Proof is on the
Employee
Former employee/claimant must satisfy the following:
1) The reason for leaving was attributable to the employer
2) The employer was given a reasonable opportunity to address the
issue (s) alleged to be the employing unit’s fault
3) That he/she (claimant) took all reasonable steps, that they were
aware existed, to preserve their employment prior to effectuating
their separation
Involuntary Separation Statute
An employer who has discharged an employee
must establish that there was deliberate
misconduct and/or willful disregard of the
employer’s interest, in order to earn a denial of
unemployment compensation benefits.
MISCONDUCT DEFINED
Misconduct
An act of wanton or willful disregard
of the employer’s interest
A deliberate violation of the employer’s
rules
Intentional and substantial disregard of
employer’s interest
Negligence in such a degree or
recurrence as to manifest culpability,
wrongful intent, or evil design
Misconduct is Not… Mere Mistakes
Errors in judgment or in the exercise of discretion
Minor but casual or unintentional carelessness or negligence
Mere inefficiency
Unsatisfactory conduct
Failure to perform as a result of inability or incapacity
Inadvertence in isolated instances
Good faith errors in judgment
Best Practices: Favorable Decisions - Misconduct
Misconduct
The specific reason for termination
What happened that, had it not happened, the employee would still be employed?
Must be behavioral conduct
Awareness
Employer must have made employee aware of intolerable behavioral conduct
Job in Jeopardy
Employer must prove that employee was put on notice that conduct, if continued, could jeopardize his/her employment
Final Incident/Action Taken
When did behavioral misconduct reoccur?
How close to that time did termination take place?
Employer must prove they terminated employee ASAP
Best Practices: Documentation
29
Plus…
• Performance reviews
• Signed acknowledgment of receipt
of Employee Handbook or Union
Rule Book
• Relevant business records
• Exit interview form
Employment History
• First day worked and last day worked
• Position or job title at the time of
separation
• Job description
• Rate of pay at the time of separation
and prior rate of pay if there has been a
recent change in rate
Disciplinary History
• Signed or unsigned warnings,
suspensions, etc. by claimant, supervisor
and witnesses
Written Policies
• Company handbook
• Union rule book
• Training manual
• Copies of posted bulletins
regarding policies
Crucial records should be provided to hearing officer and claimant prior to hearing
Best Practices: Misconduct Supporting Documents Company
Policy
Signed
Acknowledgment Warnings
Incident
Reports
Additional
Documentation
Alcohol or Drugs
Company Property Y Y
Drug Test Results
Chain of Custody (Drug Administrator)
Rehab Program (Employee Explanation)
Absenteeism
Tardiness Y Y Y
Attendance Records
Call-In / Time Sheets
Dr. Note
Corrective Action
Insubordination
Personal Misconduct Y Y Y Y Witness Statements (Testimony)
Theft
Company Property Y Y
Signed/Written Admission
Video Surveillance
Police Report(s)
Complete List (missing items)
Fighting
Company Property Y Y Y Y
Witness Statements
Med Records (injuries)
Police Reports
Convictions
Employee
Harassment Y Y Y Y Witness Statements (Testimony)
Monetary Funds
Shortages/Overages Y Y Y
Merchandise Receipts
Cash Register Receipts
Company Property
Destruction Y Y Y
Written Admissions
Signed Witness Statements
Police Reports/Repair Estimates
Property Damages (pics)
Employee Record
Falsification Y Y Y
Falsified Records
Proof of Falsification
PROTECTING YOUR TAX POSITION
31
BEST PRACTICES: UNEMPLOYMENT HEARINGS
Protest Hearing: Employer has Burden of Proof
• First hand witness: Witnesses should be able to provide first hand
direct testimony as to the reasons for claimant’s separation. Testimony should be supported by documentation. Hearsay testimony is given little weight, if any.
• Letter of resignation: Preferably signed by former employee, which stated the specific reason (s) for leaving employment.
• Policies and procedures: What was available to the claimant which he/she could have utilized to preserve his/her employment?
Information via direct testimony and/or documentation to identify the specific reason(s) given by the former employee for leaving his/her employment
Best Practices: First Hand Witness(es):
Who knows the most about the separation?
Who was there?
Claimant’s co-worker or any other witnessing
individual to the terminating incident
Employees who discussed the final
incident/reason for resignation with the
claimant
Management/HR member(s) involved in the
claimant’s progressive disciplinary
action/grievance procedure
Claimant’s immediate supervisor or
management member who received the
resignation/discharged the claimant
Loss prevention personnel who conducted the investigation or witnessed the claimant’s
confession in the incident (i.e., theft, destruction of company property, shortages, etc.)
Medical technician or qualified personnel who
can fully explain drug/alcohol test results
associated with dismissal
Employees who created
documentation/business records associated
with the separation
Best Practices: Day of Hearing Witness Responsibilities
Be ready 15 mins prior Arrive 30 minutes prior
Have docs and know chronological
account of events
Be ready to testify with personal
knowledge
Be positive, keep to the issue, don’t
volunteer information
Listen and answer with direct and
concise specifics
When in doubt, ask your representative
or Hearing Officer for clarification
If you don’t know the answer, say so. No false answers!
Do not present testimony that was not
reviewed prior to the hearing
Best Practice: Company Standards
Detailed and complete unemployment claim responses UI Integrity Act
Remain educated on regulatory changes UWC /Advisor Newsletters / Legislative Announcements / State Websites
CCH (Online Compliance Tool)
Educate and Partner with employee population Conference Calls / Web Training / Corporate Conferences
Develop/Utilize metric reporting Trend identification and corrective action
Understand your Organization
Ask… Where is our unemployment cost highest?
What are our largest employment states?
Are we using discretion (i.e. low liability)?
Review current results (protest win%)
What are our most active separation reasons?
Identify
Prioritize
Act
Reporting Development & Utilization
Rate Projections
Avoidable Loss / Trend Analysis
Rehire Reporting
Effect of a denied claim on the UI tax rate
Effect of Denied Claims
Example: 6 Denied Claims
Company: Sample
(Estimated Liability Incurred $49,542)
2018
Tax Rate
Calculation
Tax Rate With
Denied Claims
Opening Balance $ 404,409 $ 404,409
Contributions 98,001 98,001
Benefit Charges (514,496) (464,954)
Ending Balance (12,086) 37,456
Current Taxable Payroll 10,600,000 10,600,000
Tax Rate 6.20% 5.60%
Tax Cost Effect 0.6% X $10.6 mil = $ 63,600 Cost
Questions & Thank You For additional questions, please contact:
Matt Kaufer
Vice President
Phone (516) 877-2860