Auto Update of New Hire

1Operations Memo 03-61 - September 2003

Auto Update of New Auto Update of New HireHire UCB EnhancementsUCB Enhancements

andand


• Unemployment Compensation Benefits Unemployment Compensation Benefits (UCB) information will also be enhanced (UCB) information will also be enhanced through the new DXSU online query. through the new DXSU online query. “Informational Only” alerts will also reduce the amount of “Informational Only” alerts will also reduce the amount of dispositions requiring worker action. dispositions requiring worker action.

September 26, September 26, 20032003

OnOn

• The Auto Update of New Hire will be The Auto Update of New Hire will be implemented.implemented.• The auto update process will greatly reduce the amount of The auto update process will greatly reduce the amount of

New Hire dispositions that require worker action and New Hire dispositions that require worker action and automatically request employment verification. automatically request employment verification.

• A new screen has been created to better support requests for A new screen has been created to better support requests for verification of employment verification of employment both within the auto update both within the auto update process and in worker initiated situations.process and in worker initiated situations.


ProcesProcesss

New Hire Auto UpdateNew Hire Auto UpdateTheThe


Currently, the New Hire process Currently, the New Hire process is:is:

• New Hire batch runs weekly on Fridays.New Hire batch runs weekly on Fridays.

• Alerts and dispositions are created based Alerts and dispositions are created based on no or incorrect FEIN information on on no or incorrect FEIN information on AFEI or on mismatched SSNs from DUI.AFEI or on mismatched SSNs from DUI.

• Workers have to research and determine if Workers have to research and determine if verification request is neededverification request is needed

• Workers complete the alert and Workers complete the alert and dispositions and request verificationdispositions and request verification


• CARES will compare the individual’s information to CARES will compare the individual’s information to the New Hire information received from DUI. A the New Hire information received from DUI. A match will occur only when all of the following match will occur only when all of the following conditions are met:conditions are met:

• New Hire batch process runs weekly on Fridays.New Hire batch process runs weekly on Fridays.

What will the new process What will the new process be?be?

• 100% match on SSN100% match on SSN

• 100% match on DOB 100% match on DOB (or 2 of 3 elements match (or 2 of 3 elements match – month/day/year)– month/day/year)

• 100% match on last name 100% match on last name

(if hyphenated last name (if hyphenated last name – either name should – either name should match the information match the information from DUI)from DUI)

• Individual is in an open, Individual is in an open, pending, or a case closed for pending, or a case closed for less than a calendar monthless than a calendar month

• Individual has a valid Individual has a valid participation status (other than participation status (other than XA, XC) in an open AG. MA XA, XC) in an open AG. MA extensions, HS pregnant women extensions, HS pregnant women and FPW will not be auto and FPW will not be auto updatedupdated


• If the employer name is a If the employer name is a match, the FEIN will be match, the FEIN will be updated for this employer.updated for this employer.


FEIN:FEIN:FEIN:FEIN:FEIN:FEIN:

HAPPENSBEHIND THE

SCENES

HAPPENSBEHIND THE

SCENES

• The current employer FEIN The current employer FEIN information for the information for the identified individual will be identified individual will be compared to the New Hire compared to the New Hire information received from information received from DUI.DUI.

• If the FEIN doesn’t match or If the FEIN doesn’t match or is blank, the first five is blank, the first five characters of the employer characters of the employer name will be compared.name will be compared.



oror

then…then…• Auto Update will create a new Auto Update will create a new

AFEI sequence for the individual.AFEI sequence for the individual.

New

AFEI

EMPLOYER NAME:

FEIN:= • If the employer name and FEIN If the employer name and FEIN

is not matched,is not matched,

AFEI• there is no current sequence on there is no current sequence on

AFEI for the identified individual, AFEI for the identified individual,


When Auto Update creates a new AFEI When Auto Update creates a new AFEI sequence for the individual, it will sequence for the individual, it will populate: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...

1. Begin month (hire month/year)

1. BEGIN MMYY: 0803FEIN: 0412059284

2. Employer name/address/phone and FEIN

EMPLOYER NAME: A & E TIRE___________________ PHONE: ___ ___ ____ ADDRESS: 6801 N TEUTONIA AVENUE__ CITY: MILWAUKEE______ STATE: WI ZIP: 53209____

2.

3. Employment begin date

EMPLOYMENT BEGIN DATE: 08 07 03 VR: Q?3.

4. Employment type & pay frequency fields with an “A” (Auto Update)

EMPLOYMENT TYPE: A VR: Q?

PAY FREQUENCY: A AUTO UPDATE4.

4.

5. Verification fields with “Q?”


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

When Auto Update creates a new AFEI When Auto Update creates a new AFEI sequence for the individual, it will sequence for the individual, it will populate:populate:

6. AFWG with $0

7. Verification fields with “Q?”


• Auto Update Auto Update information information on AFEI is on AFEI is NOTNOTverified verified information information so...so...


• Creates the new CARES verification checklist screen Creates the new CARES verification checklist screen AGEVAGEV

……when Auto Update creates a new when Auto Update creates a new AFEI sequence it also:AFEI sequence it also:

318 FYI –NEW DATA ON DXDN/AFEI,OR

273 NEW EMPLOYMENT DATA – SEE DXDN (Alert Generated for cases not processed Automatically)

• Sends the worker an FYI alert that Auto Update has Sends the worker an FYI alert that Auto Update has occurred and verification has been requested.occurred and verification has been requested.

• Sends the worker verification due and overdue alerts.Sends the worker verification due and overdue alerts.

• Automatically sends out an employment verification Automatically sends out an employment verification letter and formletter and form


New Employment Verification New Employment Verification Checklist/Request Screen - Checklist/Request Screen -

AGEV AGEV • Whenever Q? or ? is entered on AFEI/AFWG, Whenever Q? or ? is entered on AFEI/AFWG,

through auto update or by the worker, AGEV through auto update or by the worker, AGEV will be displayed after EEVC when SFED/SFEX will be displayed after EEVC when SFED/SFEX is run.is run.

• AGVC will no longer appear when Q? or ? Is AGVC will no longer appear when Q? or ? Is entered on AFEI. AGEV will appear instead. entered on AFEI. AGEV will appear instead.

• AGVC will continue to appear for verification AGVC will continue to appear for verification requested via entry of ? Or Q? on any screen requested via entry of ? Or Q? on any screen besides AFEI/AFWG.besides AFEI/AFWG.


New Employment Verification New Employment Verification Checklist/Request Screen - Checklist/Request Screen -

AGEV AGEV • If other verification is needed besides If other verification is needed besides

employment information, both AGEV and employment information, both AGEV and AGVC will appear. AGEV will be scheduled AGVC will appear. AGEV will be scheduled between EEVC and AGVC. between EEVC and AGVC.

• For detailed instructions on how the AGEV For detailed instructions on how the AGEV screen is used by the auto update process screen is used by the auto update process and by the worker, see Operations Memo 03-and by the worker, see Operations Memo 03-61 61

• For copies of the cover letter and employment For copies of the cover letter and employment verification form see Operations Memo 03-61 verification form see Operations Memo 03-61


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__________________________________

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 Improved Employment Verification Request Verification Request

ScreenScreen• Workers will have the flexibility to trigger the Workers will have the flexibility to trigger the employment verification letter or form from AGEV.employment verification letter or form from AGEV.


When the verification, requested through auto update, is When the verification, requested through auto update, is received by the worker, the Employment Type and Pay received by the worker, the Employment Type and Pay Frequency codes (Auto Update entered as "A") must be Frequency codes (Auto Update entered as "A") must be changed to reflect the appropriate method of verification.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...


……the worker must run the worker must run eligibility (SFEX/D) and confirm.eligibility (SFEX/D) and confirm.

When the verified When the verified employment employment information is information is completely completely entered on entered on AFEI/AFWG…AFEI/AFWG…


• The worker will get a verification The worker will get a verification due alert requiring him/her to due alert requiring him/her to NV/QV the requested NV/QV the requested information, run eligibility and information, run eligibility and confirm.confirm.

What if What if verification verification is not is not received?received?


• the New Hire information will be the New Hire information will be stored on DXDN and an alert will stored on DXDN and an alert will be generated for worker action.be generated for worker action.

If the Auto Update was unable If the Auto Update was unable to occur because the system to occur because the system couldn’t match name, DOB or couldn’t match name, DOB or SSN to the individual SSN to the individual identified from DUI…identified from DUI…


EnhancementsEnhancementsUCBUCB


DXSUDXSUUNEMPLOYMENT COMPENSATION QUERY - SUMMARY

• UCB information will now be displayed on the new UCB information will now be displayed on the new online query screen DXSU.online query screen DXSU.

• DXSU will be scheduled in the intake, review and DXSU will be scheduled in the intake, review and person add driver flows.person add driver flows.

• The data on this screen can be used to budget UCB The data on this screen can be used to budget UCB income, or the data may indicate that further income, or the data may indicate that further research is required before UCB income can be research is required before UCB income can be determined. determined.

• When scheduled in a driver flow, DXSU will have the When scheduled in a driver flow, DXSU will have the capability to display query responses for more than capability to display query responses for more than one individual in a household.one individual in a household.

• DXSU can also be queried directly using the SSN.DXSU can also be queried directly using the SSN.


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…

The week indicates what week the UC

amount is for.

WEEK

The payment date is the date the check was generated to

the recipient.

PMT DATE

The total of the 3 amounts should equal the WKLY

BEN RATE. WKLY BEN RATE: 329

The check amount is the

actual amount the recipient receives.

CHECK AMT

The UC Recoup amt is the amount that

UC is recouping for an overpayment.

UC RECOUP AMT

The CS ICPT AMT is the amount that is

being withheld for payment to the CSA.

CS ICPT AMT

When there is a “more” present,

the next individual in the household will

automatically be displayed when the worker hits

enter.

MORE


Three alerts will be Three alerts will be generated for ongoing generated for ongoing cases.cases.1.1. When UCB beginsWhen UCB begins

2.2. When UCB is potentially endingWhen UCB is potentially ending

3.3. When the new UCB amount will When the new UCB amount will increase the income of the increase the income of the household greater than 130% household greater than 130% of the FPL.of the FPL.


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______________________

When alerts are generated, the When alerts are generated, the information is stored on DXDUinformation is stored on DXDU


• DXQU will still be DXQU will still be available for query using available for query using the PF14 key from DXSU.the PF14 key from DXSU.

• DXQB will still be DXQB will still be available for query using available for query using the PF15 key from DXSU.the PF15 key from DXSU.


Questions?Questions?

• Refer to Operations Memo 03-61 Refer to Operations Memo 03-61 www.dhfs.state.wi.us/em/ops_memos/2003/defauwww.dhfs.state.wi.us/em/ops_memos/2003/default.htmlt.htm

• Contact the CARES Policy Call Center at Contact the CARES Policy Call Center at Phone:Phone: 608-261-6317 (option #1) 608-261-6317 (option #1)

FAX:FAX: 608-267-2269608-267-2269

E-mail:E-mail: [email protected]@dhfs.state.wi.us

Documents

Auto Update of New Hire