Sub Process - Wage Determination - FloridaJobs.org ITN...As-Is Business Process – Wage Determination Sub-Process . i Page Document Control Revision History Date Version Description

State of Florida

Agency for Workforce Innovation

Unemployment Compensation Project – Phase 2

As-Is Business Process – Wage Determination Sub-Process

Page i

Document Control

Revision History

Date Version Description Author

10/28/09 0.01 Initial draft Aaron Dienger/Brian

Peacock

10/29/09 0.02 Incorporated feedback from QA review Aaron Dienger/Brian

Peacock

11/17/09 1.00 Incorporated feedback from UC and Reengineering

Team

Aaron Dienger

Quality Review History

Date Reviewer Comments

10/28/09 Chuck Beckett

10/29/09 Rich Wilson

Page ii

Table of Contents

1 PURPOSE AND OBJECTIVES OF THE WAGE DETERMINATION SUB PROCESS

1

1.1 BEGINNING AND ENDING POINTS ................................................................................................................... 1 1.2 WAGE DETERMINATION OVERVIEW DIAGRAM .............................................................................................. 2 1.3 WAGE DETERMINATION ACTIVITIES .............................................................................................................. 3

2 PURPOSE AND OBJECTIVES OF UCB-13 ISSUE SUB PROCESS ............................. 5

2.1 BEGINNING AND ENDING POINTS ................................................................................................................... 5 2.2 UCB-13 ISSUE OVERVIEW DIAGRAM ............................................................................................................. 6 2.3 UCB-13 ISSUE ACTIVITIES ............................................................................................................................. 7 2.4 PROCESS ATTRIBUTES .................................................................................................................................... 8

2.4.1 Elapsed Time ......................................................................................................................................... 8 2.4.2 Paper Documentation ............................................................................................................................. 9 2.4.3 Business System Data Entry & Data Transfer ....................................................................................... 9 2.4.4 Communication .................................................................................................................................... 10 2.4.5 Opportunities For Improvement .......................................................................................................... 11

3 PURPOSE AND OBJECTIVES OF CWC WAGE TRANSFER IN SUB PROCESS .. 13

3.1 BEGINNING AND ENDING POINTS ................................................................................................................. 13 3.2 CWC WAGE TRANSFER IN OVERVIEW DIAGRAM ........................................................................................ 13 3.3 CWC WAGE TRANSFER IN ACTIVITIES ........................................................................................................ 14 3.4 PROCESS ATTRIBUTES .................................................................................................................................. 14

3.4.1 Elapsed Time ....................................................................................................................................... 14 3.4.2 Paper Documentation ........................................................................................................................... 15 3.4.3 Business System Data Entry & Data Transfer ..................................................................................... 16 3.4.4 Communication .................................................................................................................................... 16 3.4.5 Opportunities For Improvement .......................................................................................................... 17

4 PURPOSE AND OBJECTIVES OF CWC WAGE TRANSFER OUT SUB PROCESS

19

4.1 BEGINNING AND ENDING POINTS ................................................................................................................. 19 4.2 CWC WAGE TRANSFER OUT OVERVIEW DIAGRAM ..................................................................................... 19 4.3 CWC WAGE TRANSFER OUT ACTIVITIES ..................................................................................................... 20 4.4 PROCESS ATTRIBUTES .................................................................................................................................. 20


5 PURPOSE AND OBJECTIVES OF BLOCKED CLAIMS SUB PROCESS ................ 25

5.1 BEGINNING AND ENDING POINTS ................................................................................................................. 25 5.2 BLOCKED CLAIMS OVERVIEW DIAGRAM ..................................................................................................... 26

Page iii

5.3 BLOCKED CLAIMS ACTIVITIES ..................................................................................................................... 27 5.4 PROCESS ATTRIBUTES .................................................................................................................................. 27


6 PURPOSE AND OBJECTIVES OF QUARTERLY BILLING OUT SUB PROCESS 33

6.1 BEGINNING AND ENDING POINTS ................................................................................................................. 33 6.2 QUARTERLY BILLING OUT OVERVIEW DIAGRAM ......................................................................................... 34 6.3 QUARTERLY BILLING OUT ACTIVITIES ......................................................................................................... 35 6.4 PROCESS ATTRIBUTES .................................................................................................................................. 35


7 PURPOSE AND OBJECTIVES OF QUARTERLY BILLING IN SUB PROCESS .... 39

7.1 BEGINNING AND ENDING POINTS ................................................................................................................. 39 7.2 QUARTERLY BILLING IN OVERVIEW DIAGRAM ............................................................................................ 40 7.3 QUARTERLY BILLING IN ACTIVITIES ............................................................................................................ 41 7.4 PROCESS ATTRIBUTES .................................................................................................................................. 41


Page 1

1 PURPOSE AND OBJECTIVES OF THE WAGE

DETERMINATION SUB PROCESS

The purpose of the Wage Determination process is to ensure that wages are appropriately applied to a

claim, resolve UCB-13 Wage Statement issues, resolve blocked claims timely, resolve billing

discrepancies on a quarterly basis and apply reversals of previous wage determinations upon receipt of an

appeal reversal.

The objectives of the Wage Determination process are:

Identify the root cause of each UCB-13 issue

Resolve the root cause of each UCB-13 issue

Respond to requests from other states to transfer Florida wages to the other state in support of a claim

Request wages to be transferred from another state to Florida in support of a claim

Initiate blocked claim investigations with the Florida Department of Revenue (DOR)

Resolve Blocked Claims in a timely manner

Resolve quarterly billing discrepancies for wages transferred from other states to Florida in support of

a claim

Resolve quarterly billing discrepancies for wages transferred from Florida to Other States in support

of a claim

Properly apply a reversal of a previous wage determination based upon the results obtained in an

appeal

1.1 BEGINNING AND ENDING POINTS

Beginning Point:

Redetermination of wages related to a claim is requested or warranted.

Ending Point:

Appropriate and accurate wages are associated with each claim.

Page 2

1.2 WAGE DETERMINATION OVERVIEW DIAGRAM

Claimant UC Wage Determination UnitEmployer DOROther StateOther UC

Units

UCB-11 +

Wage Proof

UCB-412

Response

UCB-13

Issue

01.31.01

CWC

Wage and

Information

Transfer

01.34.01

Quarterly Billing

Wages

+

01.29.01

Florida Wage

Issue

+

01.30.01

CWC

Wage

Transfer

+

01.32.01

Blocked Claims

+

01.32.02

Investigation

+

01.33.01

Quarterly Billing

Determ-

ination

Add, Remove

or Correct

Wages?Yes

01.29.02

Amend Transcript

No

01.29.03

Do Not Amend

Transcript

Investigate?

No

01.29.04

Create

Explanation Letter

Yes

Add Wages?

Yes No

01.32.03

Amend Transcript

01.32.04

Do Not Amend

Transcript - Create

Explanation Letter

CWC

UCB-11

Letter

UCB-11

Letter

UCB-412

Exhibit 1 – High Level Wage Determination Process Flow

Page 3

1.3 WAGE DETERMINATION ACTIVITIES

Exhibit 2 – Wage Determination Process Activities lists the activities that make up the Wage

Determination Process. The following is a description and definition of each of the columns in this table.

Index A number for use in referencing the activity.

Activity Label A short name for that activity that is used to represent it in the detailed workflow diagram.

Activity Description The full-text description of that activity.

Actor The job or role title of the individuals having a primary responsibility for that activity.

Index Activity Label Activity Description Actors

01.29.01 UCB-13 Issue Based upon a response by a claimant who has received a Wage

Transcript (UCB-11) related to a claim and also provides proof of

wages or an employer response to a UCB-412 or a UC Claims

Taker notifying Wage Determination of a UCB-13 Issue, the Wage

Determination Unit performs this sub-process to accurately

determine and apply any necessary corrections to the claim.

UC Wage

Determination Unit

01.29.02 Amend

Transcript

When the Wage Determination Unit determines that an amendment

to the UCB-11 is necessary, the unit amends the transcript via the

UC mainframe and mails the updated UCB-11 to the claimant, also

notifying the claimant of their appeal rights.

UC Wage

Determination Unit

01.29.03 Do Not Amend

Transcript

When the Wage Determination Unit determines that an amendment

to the UCB-11 is not necessary, the unit does not amend the

transcript.

UC Wage

Determination Unit

01.29.04 Create

Explanation

Letter

When the Wage Determination Unit determines that a Blocked

Claim Investigation is not necessary, the unit creates and mails an

explanation letter to the claimant, also notifying the claimant of

their appeal rights.

UC Wage

Determination Unit

01.30.01 CWC Wage

Transfer

In the case where a claim is a Combined Wage Claim (CWC)

involving multiple states, the UC Wage Determination Unit

performs this sub-process to request wages from other states or

transfer Florida wages to other states, as applicable.

UC Wage

Determination Unit

01.31.01 CWC Wage and

Information

Transfer

UC Wage Determination Unit works with other states to transfer

wages to or from Florida, as applicable.

UC Wage

Determination Unit

01.32.01 Blocked Claims When the Wage Determination Unit determines that a Blocked

Claim Investigation is necessary, the unit invokes the Blocked

Claims sub-process by initiating an investigation by a Department

of Revenue (DOR) field investigator.

UC Wage

Determination Unit

01.32.02 Investigation The assigned DOR field investigator conducts the investigation into

the issue and provides the determination to the UC Wage

Determination Unit for continuation of the Wage Determination

process.

DOR

01.32.03 Amend

Transcript

When the results of the Blocked Claim investigation requires the

addition of wages to the claim, the unit amends the transcript via

the UC mainframe and mails the updated UCB-11 to the claimant,

also notifying the claimant of their appeal rights.

UC Wage

Determination Unit

Page 4


01.32.04 Do Not Amend

Transcript -

Create

Explanation

Letter

When the results of the Blocked Claim investigation do not require

the addition of wages to the claim, the UC Wage Determination

unit mails an explanation letter to the claimant, also notifying the

claimant of their appeal rights.

UC Wage

Determination Unit

01.33.01 Quarterly Billing The ongoing transfer of wages to and from other states results in the

need for the Quarterly Billing sub-process within the UC Wage

Determination Unit. This sub-process provides for a reconciliation

of all transferred wages and submission of an invoice or payment,

as applicable.

UC Wage

Determination Unit

01.34.01 Quarterly Billing UC Wage Determination Unit works with other states to reconcile

wages transfers made during the quarter and arrange for invoices or

payments, as applicable.

Other State

Exhibit 2 – Wage Determination Process Activities

Page 5

2 PURPOSE AND OBJECTIVES OF UCB-13 ISSUE SUB

PROCESS

The purpose of the UCB-13 Issue process is to ensure that wages are appropriately applied to a claim via

the resolution of UCB-13 Wage Statement issues.

The objectives of the UCB-13 Issue process are:

Identify the root cause of each UCB-13 issue

Resolve the root cause of each UCB-13 issue


Beginning Point:

Redetermination of wages related to a claim is requested or warranted.

Ending Point:


Page 6

2.2 UCB-13 ISSUE OVERVIEW DIAGRAM

Employer UC Wage Determination Specialist DOR

01.29.01

Request for

Reconsideration

01.29.02

Review Tax

Screens

Tax

Investigation

Needed?

01.29.03

Blocked Claims

Review

Wages

Identified?

01.29.05

Request

Additional

Information

01.29.06

Provide Additional

Information

01.29.07

Provide Additional

Information

01.29.08

Update

Wage

Information

01.29.09

Issue

Redetermination

01.29.04

Conduct

Investigation

Yes

No

Yes

No

Claimant

Process Ends

UCB-412

UCB-11

Tax

Investigation

Needed?

SunTax

Yes

No

Link from

Claims

UCB-13

Issue

SunTax

UCB-11

and

Wage ProofUCB-412

Response

Exhibit 3 – High Level UCB-13 Issue Process Flow

Page 7

2.3 UCB-13 ISSUE ACTIVITIES

Exhibit 4 – UCB-13 Issue Process Activities lists the activities that make up the UCB-13 Issue Process.

The following is a description and definition of each of the columns in this table.






01.29.01 Request for

Reconsideration

A response by a claimant who has received a Wage Transcript

(UCB-11) related to a claim and also provides proof of wages, an

employer's response to a UCB-412 or a UC Claims Taker notifying

Wage Determination of a UCB-13 Issue, are considered requests to

re-determine and apply any necessary wage corrections to the

claim.

Claimant, Employer or

UC Claims Taker

01. 29.02 Review Tax

Screens

Review the employer's Wage Report in the SunTax application.

This is to determine if a Wage Report has been filed or if there is a

simple mis-keying of employer data causing the issue.

UC Wage

Determination

Specialist

01. 29.03 Blocked Claims

Review

When the Wage Determination Unit determines that a Blocked

Claim Investigation is necessary, the unit invokes the Blocked

Claims sub-process by initiating an investigation by a Department


UC Wage

Determination

Specialist

01. 29.04 Conduct

Investigation

The assigned DOR field investigator conducts the investigation into

the issue and provides the determination to the UC Wage

Determination Unit for continuation of the wage redetermination

process.

DOR

01. 29.05 Request

Additional

Information

When additional information is required for the UC Wage

Determination Specialist to make the appropriate wage updates to

the claim, it is requested from the claimant using Form UCB-67 or

from the employer using Form UCB-9. A 14 day suspense is

created when the request for additional information is made.

UC Wage

Determination

Specialist

01. 29.06 Provide

Additional

Information

The employer responds to the Form UCB-9, providing the

information (wages per quarter for the quarters requested)

necessary to make the appropriate wage updates.

Employer

01. 29.07 Provide

Additional

Information

The claimant responds to the Form UCB-67, providing the

information necessary (any proof of payment for services rendered)

to make the appropriate wage updates.

Claimant

01. 29.08 Update Wage

Information

Updates to wages are made by the UC Wage Determination

Specialist via the UC mainframe transaction BD60.

UC Wage

Determination

Specialist and Claim

Examiner

01. 29.09 Issue

Redetermination

The UC mainframe processes the changes made to the wages on the

claim and re-issues an updated version of the UCB-11 Wage

Transcript or a Disposal Letter to the claimant and an updated

UCB-412 to the employer(s).

UC Wage

Determination

Specialist and Claim

Examiner

Exhibit 4 – UCB-13 Issue Process Activities

Page 8

2.4 PROCESS ATTRIBUTES

The following sections define and describe sub-process specifics for elapsed time, paper documentation,

business system use, communications, and process improvements. The information is arranged in this

way to support analysis of these activities; both individually and collectively.

2.4.1 ELAPSED TIME

Exhibit 5 – UCB-13 Issue Process Activity Elapsed Time lists the time required to complete each of the

activities that make up the UCB-13 Issue process. The times are estimated except where noted. The

following is a description and definition of each of the columns in this table.



Process Time The “hands-on” time it takes to complete the activity (does not include mail, transport, or time spent

waiting for another activity to complete).

Cycle Time The total elapsed time from the beginning of the activity until it is complete, inclusive of all delays

from transport, mail, other processes, and work load.

Time Goals/Limits Any time limits or goals, from any source – internal or external – pertaining to this activity.

Limit/Goal Source The source of the limit or goal listed above (Florida Statutes, AWI policy, etc.).

Speed Bumps Specific, recurring difficulties that slow the progress of this activity.

Index Activity

Label

Process

Time

Cycle

Time

Time Goals/Limits Limit/Goal

Source

Speed Bumps


Screens

10

minutes

10

minutes

- - -

01. 29.03 Blocked Claims

Review

10

minutes

<14 days - Internal UC -

01. 29.04 Conduct

Investigation

- - DOR has 14 days to complete

investigation

DOR-UC

Contract

Insufficient

Staffing at DOR

01. 29.05 Request

Additional

Information

2

minutes

24 hours - - Batch process

01. 29.06 Provide

Additional

Information

<14 days <14 days <14 days Internal UC Mail transpiring

01. 29.07 Provide

Additional

Information

<14 days <14 days <14 days Internal UC Mail transpiring


Information

1-2

minutes

24 hours <14 days Internal UC Batch process;

Other UC

mainframe system

processes may

impede/remove

redetermination

Exhibit 5 – UCB-13 Issue Process Activity Elapsed Time

Page 9

2.4.2 PAPER DOCUMENTATION

Exhibit 6 – UCB-13 Issue Process Paper Documentation lists the paper documents required to complete

each of the activities that make up the UCB-13 Issue process. The reference column refers to the

originator and title of policy, procedure, or instruction that contains the form or specifies the content of

the document. More than one document may be required to carry out a single activity, so each is listed.




Document Title Short title, form number or other designation for the document.

Document Description General description of the document contents and purpose.

Reference or Source Originator and title of the source instruction or policy.

Index Activity Label Document Title Document Description Reference or

Source

01. 29.05 Request

Additional

Information

Form UCB-67

(claimant)

Form UCB-9

(employer)

Request for Additional Information UC

01. 29.06 Provide

Additional

Information

Form UCB-9 Provides the information (wages per quarter for the

quarters requested) necessary to make the

appropriate wage updates.

UC

01. 29.07 Provide

Additional

Information

Form UCB-67 Provides the information necessary (any proof of

payment for services rendered) to make the

appropriate wage updates.

UC

01. 29.09 Issue

Redetermination

UCB-11 or Disposal

Letter (claimant)

Form UCB-412

(employer)

Wage Transcript, letter describing reasons for wages

not being updated, updated statement of employer

charges associated with claim

UC

Exhibit 6 – UCB-13 Issue Process Paper Documentation

2.4.3 BUSINESS SYSTEM DATA ENTRY & DATA TRANSFER

Exhibit 7 – UCB-13 Issue Process Data Entry & Data Transfer lists the business systems that are

employed directly (touched) or indirectly (data transfer) in the course of the UCB-13 Issue process. The




Business System The name or designation of the system touched (if any).

Purpose or Intent The business objective accomplished by using the system or systems.

Mode Choose one; entry is made by a person, transfers are from system to system.

Page 10

Index Activity Label Business System Purpose or Intent Mode


Screens

SunTax Review the employer's Wage Report in the

application to determine if a Wage Report

has been filed or if there is a simple mis-

keying of employer data causing the issue.

Inquiry

01. 29.03 Blocked

Claims Review

SunTax Initiating an investigation by a Department


Entry

01. 29.04 Conduct

Investigation

SunTax Provide the determination to the UC Wage

Determination Unit for continuation of the

wage redetermination process.

Entry

01. 29.05 Request

Additional

Information

UC mainframe Request additional information from

claimant and/or employer.

Entry


Information

UC mainframe (BD60) Updates to wages. Entry

01. 29.09 Issue

Redeterminatio

n

UC mainframe Process changes made to the wages on the

claim and re-issue an updated version of the

UCB-11 Wage Transcript or a Disposal

Letter to the claimant and an updated UCB-

412 to the employer(s).

Batch Results

Exhibit 7 – UCB-13 Issue Process Data Entry & Data Transfer

2.4.4 COMMUNICATION

Exhibit 8 – UCB-13 Issue Process Communication lists the messages, such as the US mail, emails, phone

calls and any other correspondence, regularly used in the normal course of the UCB-13 Issue process.

Messages are sent to convey required documentation, inform recipients about the status of an activity, to

trigger the start or end of other activities, to grant or withdraw authorization, etc. This section only

concerns messages sent during normal (as intended) operations. There may be more than one message

associated with any activity in this process. The following is a description and definition of each of the

columns in this table.



Message Type US mail, email, phone call, etc.

Message Sender The organization or role of the message sender.

Message Purpose The intended purpose for sending the message.

Message Recipient The organization or role of the intended recipient.

Occasion Event or action that triggers the requirement to send the message.

Page 11

Index Activity Label Message

Type

Message

Sender

Message

Purpose

Message

Recipient

Occasion

01.29.01 Request for

Reconsideration

US Mail Employer

and/or

Claimant or

UC Claims

Taker

Request for

Reconsideration

UC Claimant has

received a Wage

Transcript (UCB-11)

related to a claim

and also provides

proof of wages, an

employer has

received a UCB-412

or a UC Claims

Taker has a UCB-13

Issue.

01. 29.05 Request

Additional

Information

US Mail UC Wage

Determination

Specialist

Request

Additional

Information

Employer

and/or Claimant

Additional

information is

required for the UC

Wage Determination

Specialist to make

the appropriate wage

updates to the claim.

01. 29.06 Provide

Additional

Information

US Mail Employer Provide

Additional

Information

UC Wage

Determination

Specialist

Response to request

provided.

01. 29.07 Provide

Additional

Information

US Mail Claimant Provide

Additional

Information

UC Wage

Determination

Specialist

Response to request

provided.

01. 29.09 Issue

Redetermination

US Mail Employer and

Claimant

Issue

Redetermination

UC Redetermination

completed.

Exhibit 8 – UCB-13 Issue Process Communication

2.4.5 OPPORTUNITIES FOR IMPROVEMENT

The purpose of this section is to capture general overall improvement suggestions that can apply as an

improvement to multiple areas under the function and responsibility of the UCB-13 Issue process. The


Origin The area of the improvement such as: Central Office, Hub, etc.

Problem

Statement Description of the problem or opportunity identified.

Recommendation Description of the proposed recommendation, including expected result.

Potential Value Description of the expected value received if the recommendation to the problem statement is

implemented.

Page 12

Short Term Opportunities for Improvement

Origin Problem Statement Recommendation Potential Value

UC Hub Inexperienced Claims Takers create

issues by changing the claim effective

date on a Combined Wage Claim

(CWC).

Limit ability to update claim

effective date via security

profile. End user must be

CWC personnel to change

effective date.

Time saved in resolving issues,

time saved for claimant, reduction

in billing issues.

UC Hub Inexperienced Claims Takers create

issues b incorrectly entering UCB-13

information for out of base period

employment or out of state employment.

Provide additional training. Time saved in resolving issues,

time saved for claimant, reduction

in billing issues.

Exhibit 9 – Short Term Opportunities for Improvement

Long Term Opportunities for Improvement


UC

System

Batch processing impacts the timely

updating of claims.

Provide real-time information

updates and results of process.

Improved speed of communication

and updates to data associated with

claim.

SunTax Must obtain lag quarter wages from

FCCC, which takes up to 12 days.

Electronically store Federal

Lag Quarter Wages



claim.

Exhibit 10 – Long Term Opportunities for Improvement

Page 13

3 PURPOSE AND OBJECTIVES OF CWC WAGE TRANSFER

IN SUB PROCESS

The purpose of the CWC Wage Transfer In process is to ensure that wages are appropriately transferred

to a Florida claim from another state where the claimant has eligible wage credits.

The objectives of the CWC Wage Transfer In process are:

Determine the state in which the claimant elects to file a claim

Transfer wages from another state to a Florida claim

Return unused wages previously transferred from another state back to that state

Cancel a Florida claim, as applicable


Beginning Point:

Qualifying wage credits exist in another state that may be used in the wage determination for a

Florida based claim.

Ending Point:


3.2 CWC WAGE TRANSFER IN OVERVIEW DIAGRAM

UC Wage Determination Specialist Claimant

Florida

Wages?

01.30.01

Add Other

State Wages and

Send Letter

Monetarily

Eligible Other

State?

01.30.04

Return Other

State Wages

01.30.02

Add Other

State Wages

and Send Letter

(if applicable)

Yes

Process Ends

01.30.03

Cancel Florida

Claim

No

Yes

UCB-11 and

UCB-71 Letter

File Florida

Claim?

YesNo

Request For Wages

Exhibit 11 – High Level CWC Wage Transfer In Process Flow

Page 14

3.3 CWC WAGE TRANSFER IN ACTIVITIES

Exhibit 12 – CWC Wage Transfer In Process Activities lists the activities that make up the CWC Wage

Transfer In Process. The following is a description and definition of each of the columns in this table.






01.30.01 Add Other State

Wages

Wages are added to the claim via UC mainframe transaction IB-

4. The result is an updated UCB-11 (Wage Transcript) mailed to

the claimant via the UC mainframe batch process. When only

Florida wages exist on the claim, the Wage Determination

Specialist adds the other state wages. When the claim is

monetarily eligible in another state, the wages are added and a

letter providing the claimant a choice of which state to claim

within is generated.

UC Wage

Determination

Specialist


Wages and Send

Letter (if

applicable)

When Florida wages do not exist and the claimant is monetarily

eligible in the state requesting the transfer, the UC Wage

Determination Specialist adds the wages and sends a letter to the

claimant telling them to contact the other state, if applicable.

UC Wage

Determination

Specialist

01.30.03 Cancel Florida

Claim

When the claimant chooses to file for benefits in a state other

than Florida, the UC Wage Determination Specialist cancels the

Florida claim via UC mainframe transaction BC04 to remove

wages. On the next day the Specialist cancels the claim via

transaction BC04 and confirms the redetermination, removal of

wages and confirms letters were generated via transaction BH10.

UC Wage

Determination

Specialist

01.30.04 Return Other State

Wages

Upon cancellation of the Florida claim, the UC Wage

Determination Specialist manually transfers wages back to other

state via UC mainframe transaction IB-5, IBWI (WIC) which

verifies the Florida claim effective date, weeks claimed and other

relevant information. The UC mainframe generates a letter to the

claimant including contact information for the other state.

UC Wage

Determination

Specialist

Exhibit 12 – CWC Wage Transfer In Process Activities





3.4.1 ELAPSED TIME

Exhibit 13 – CWC Wage Transfer In Process Activity Elapsed Time lists the time required to complete

each of the activities that make up the CWC Wage Transfer In process. The times are estimated except

where noted. The following is a description and definition of each of the columns in this table.

Page 15










Index Activity

Label

Process

Time

Cycle

Time


Source

Speed Bumps


Wages and

Send Letter

1-2

minutes



Wages and

Send Letter (if

applicable)

1-2

minutes



Claim

2

minutes


01.30.04 Return Other

State Wages

5

minutes

Dependent

upon other

state;

generally

<3 days

General agreement exists

with all other state’s CWC

personnel to complete

requests within 3 business

days.

CWC

Conference

between

states

-

Exhibit 13 – CWC Wage Transfer In Process Activity Elapsed Time


Exhibit 14 – CWC Wage Transfer In Process Paper Documentation lists the paper documents required to

complete each of the activities that make up the CWC Wage Transfer In process. The reference column

refers to the originator and title of policy, procedure, or instruction that contains the form or specifies the

content of the document. More than one document may be required to carry out a single activity, so each

is listed. The following is a description and definition of each of the columns in this table.






Page 16


Source


Wages and Send

Letter

UCB-11

UCB-71

Wage Transcript

Notification to Contact Other state or of disposal of

wages associated with a claim

UC


Wages and Send

Letter (if

applicable)

UCB-11

UCB-71

Wage Transcript

Notification to Contact Other state or of disposal of

wages associated with a claim

UC

Exhibit 14 – CWC Wage Transfer In Process Paper Documentation


Exhibit 15 – CWC Wage Transfer In Process Data Entry & Data Transfer lists the business systems that

are employed directly (touched) or indirectly (data transfer) in the course of the CWC Wage Transfer In

process. The following is a description and definition of each of the columns in this table.







01.30.01 Add Other

State Wages

and Send

Letter

UC mainframe (IB-4) Wages are added to the claim. Entry

01.30.02 Add Other

State Wages

and Send

Letter (if

applicable)

UC mainframe (IB-4) Wages are added to the claim.

Entry


Claim

UC mainframe transaction

(BD60, BH10)

Cancels the Florida claim, removes wages

and confirms the redetermination, removal

of wages and confirms letters were

generated.

Entry

01.30.04 Return Other

State Wages

UC mainframe transaction

IB-5, IBWI (WIC)

Transfers wages back to other state,

generates a letter to the claimant including

contact information for the other state.

Entry

Exhibit 15 – CWC Wage Transfer In Process Data Entry & Data Transfer

3.4.4 COMMUNICATION

Exhibit 16 – CWC Wage Transfer In Process Communication lists the messages, such as the US mail,

emails, phone calls and any other correspondence, regularly used in the normal course of the CWC Wage

Transfer In process. Messages are sent to convey required documentation, inform recipients about the

status of an activity, to trigger the start or end of other activities, to grant or withdraw authorization, etc.

This section only concerns messages sent during normal (as intended) operations. There may be more

Page 17

than one message associated with any activity in this process. The following is a description and

definition of each of the columns in this table.









Type

Message

Sender

Message

Purpose

Message

Recipient

Occasion

01.30.01 Add Other

State Wages

and Send

Letter

US Mail UC Statement of

wages

associated with

claim.

Claimant Addition of wages to

claim.

01.30.02 Add Other

State Wages

and Send

Letter (if

applicable)

US Mail UC Statement of

wages

associated with

claim and/or

notification to

contact other

state or of

disposal of

wages

associated with

a claim.

Claimant Addition of wages to

claim.

Exhibit 16 – CWC Wage Transfer In Process Communication



improvement to multiple areas under the function and responsibility of the CWC Wage Transfer In



Problem Statement Description of the problem or opportunity identified.



implemented.

Exhibit 17 - General Opportunities for Improvement Description

Page 18



- - - -




UC

System


updating of claims.





claim.


Page 19

4 PURPOSE AND OBJECTIVES OF CWC WAGE TRANSFER

OUT SUB PROCESS

The purpose of the CWC Wage Transfer Out process is to ensure that wages are appropriately transferred

to another state from Florida where the claimant has eligible wage credits.

The objectives of the CWC Wage Transfer Out process are:

Transfer wages to another state’s claim from Florida

Request another state to refer the claimant to Florida, as applicable


Beginning Point:

Qualifying wage credits exist in Florida that may be used in the wage determination for a claim based

in another state.

Ending Point:


4.2 CWC WAGE TRANSFER OUT OVERVIEW DIAGRAM

UC Wage Determination Specialist

Existing

Florida

BYE?

Exhausted

Florida

Claim?

01.31.03

Request Referral

to Florida UC

Disqualified

Florida

Claim ?

YesYes

01.31.02

Send Available

Base Period Wage

Credits with

Conditions

No

No

01.31.01

Send Available

Base Period Wage

Credits

Yes

01.31.04

Send Available

Base Period Wage

Credits with Other

State Claim Info

No

Process Ends

No

Existing Other

State BYE?

Yes

Wage Request

Exhibit 20 – High Level CWC Wage Transfer Out Process Flow

Page 20

4.3 CWC WAGE TRANSFER OUT ACTIVITIES

Exhibit 21 – CWC Wage Transfer Out Process Activities lists the activities that make up the CWC Wage

Transfer Out Process. The following is a description and definition of each of the columns in this table.






01.31.01 Send Available

Base Period Wage

Credits

A request to add Florida wages to another state's claim is received

via a SAR report. The UC Wage Determination Specialist

confirms that Florida Benefit Year End (BYE) has ended and the

claim has been exhausted. When both conditions exist, the wages

are transferred to the requesting state via the UC mainframe batch

process after UC mainframe transaction IB-4 is complete where the

Specialist physically keys employer and wage information (this

activity normally involves the transfer of lag quarter wages that

were not used in the Florida claim).

UC Wage

Determination

Specialist


Base Period Wage

Credits with

Conditions

When the condition exists where there is an existing Florida BYE

and the claim has not been exhausted, however, the claimant has

been disqualified, the unused wages are transferred to the

requesting state via the UC mainframe batch process after UC

mainframe transaction IB-4 is complete where the Specialist

physically keys employer and wage information with a comment

that provides re-qualifying information (i.e., conditions to be met

by the claimant).

UC Wage

Determination

Specialist

01.31.03 Request Referral of

Claimant to Florida

UC

When the condition exists where there is an existing claim and the

benefits have not been exhausted, the UC Wage Determination

Specialist sends a response to the other state that wages are not

available for use because the claimant has an existing Florida claim

with a balance. The request is to refer the claimant to Florida UC to

completely exhaust the existing claim.

UC Wage

Determination

Specialist


Base Period Wage

Credits with Other

State Claim Info

When there is an existing BYE in another state the wages are

transferred to the requesting state via the UC mainframe batch

process after UC mainframe transaction IB-4 is complete where the

Specialist physically keys employer and wage information with a

comment that provides the effective date, base period used and by

what other state.

UC Wage

Determination

Specialist

Exhibit 21 – CWC Wage Transfer Out Process Activities





Page 21

4.4.1 ELAPSED TIME

Exhibit 22 – CWC Wage Transfer Out Process Activity Elapsed Time lists the time required to complete

each of the activities that make up the CWC Wage Transfer Out process. The times are estimated except

where noted. The following is a description and definition of each of the columns in this table.










Index Activity

Label

Process

Time

Cycle

Time


Source

Speed Bumps


Base Period

Wage Credits

2

minutes

Depends

on other

state

pick up

times of

data files

<3 days is a general

agreement exists with all other

state’s CWC personnel.

CWC

Conference

between

states

-


Base Period

Wage Credits

with Conditions

2

minutes

Depends

on other

state

pick up

times of

data files




CWC

Conference

between

states

-

01.31.03 Request

Referral of

Claimant to

Florida UC

2

minutes

Depends

on other

state

pick up

times of

data files




CWC

Conference

between

states

-


Base Period

Wage Credits

with Other State

Claim Info

2

minutes

Depends

on other

state

pick up

times of

data files




CWC

Conference

between

states

-

Exhibit 22 – CWC Wage Transfer Out Process Activity Elapsed Time


Exhibit 23 – CWC Wage Transfer Out Process Paper Documentation lists the paper documents required

to complete each of the activities that make up the CWC Wage Transfer Out process. The reference

column refers to the originator and title of policy, procedure, or instruction that contains the form or

specifies the content of the document. More than one document may be required to carry out a single

Page 22

activity, so each is listed. The following is a description and definition of each of the columns in this

table.







Source

- - - - -

Exhibit 23 – CWC Wage Transfer Out Process Paper Documentation


Exhibit 24 – CWC Wage Transfer Out Process Data Entry & Data Transfer lists the business systems that

are employed directly (touched) or indirectly (data transfer) in the course of the CWC Wage Transfer Out









Base Period

Wage Credits

UC mainframe (IB-4) Transfer of wages to the requesting state. Entry


Base Period

Wage Credits

with

Conditions

UC mainframe (IB-4) Transfer of wages to the requesting state

and provide re-qualifying information (i.e.,

conditions to be met by the claimant).

Entry

01.31.03 Request

Referral of

Claimant to

Florida UC

UC mainframe (IB-4) Request to refer the claimant to Florida UC

to completely exhaust the existing claim.

Entry


Base Period

Wage Credits

with Other

State Claim

Info

UC mainframe (IB-4) Transfer of wages to the requesting state. Entry

Exhibit 24 – CWC Wage Transfer Out Process Data Entry & Data Transfer

Page 23

4.4.4 COMMUNICATION

Exhibit 25 – CWC Wage Transfer Out Process Communication lists the messages, such as the US mail,

emails, phone calls and any other correspondence, regularly used in the normal course of the CWC Wage

Transfer Out process. Messages are sent to convey required documentation, inform recipients about the













Type

Message

Sender

Message

Purpose

Message

Recipient

Occasion

- - - - - - -

Exhibit 25 – CWC Wage Transfer Out Process Communication



improvement to multiple areas under the function and responsibility of the CWC Wage Transfer Out






implemented.



SunTax Employer wage records up not always

up to date in the SunTax System.

Enforce wage reporting laws

and policies relating to

employers providing wage

information.

Reduction in number of tax

investigations required, decrease in

amount of time it takes to conduct

tax investigations, increase

timeliness of paying claims.


Page 24



UC

System


updating of claims.





claim.


Page 25

5 PURPOSE AND OBJECTIVES OF BLOCKED CLAIMS SUB

PROCESS

The purpose of the Blocked Claims process is to resolve root cause issues of a blocked claim which may

involve a tax investigation by the Florida Department of Revenue (DOR) and results in a redetermination

of wages to be applied to a claim.

The objectives of the Blocked Claims process are:

Determine if a Tax Investigation is necessary

Initiate Tax Investigations, as applicable

Re-determine the wages to be assigned to a claim, as needed

Communicate results of the blocked claims process to the claimant


Beginning Point:

UCB-13 issues remain unresolved by the UCB-13 Issue process, requiring additional investigation

and action to resolve the root cause of the issue.

Ending Point:


Page 26

5.2 BLOCKED CLAIMS OVERVIEW DIAGRAM

Link from

UCB-13

Process

Tax

Investigation?

Yes

No01.32.02

Redetermination

Imaging01.32.01

Blocked Claims

Review

Tax

Investigation

Needed?

No

Yes

+

01.32.03

Create Tax

Investigation

01.32.05

Review

Investigation

Results

Assign

Wages?No

01.32.06

Send Disposal

Letter

Yes

01.32.07

Redetermination

01.32.04

Investigate and

Provide Results

SunTax

Process Ends

14 days

to complete

investigation

UCB-11

Disposal

Letter

Disposal

Letter

SunTax

Wage Determination Claimant DOR

Exhibit 28 – High Level Blocked Claims Process Flow

Page 27

5.3 BLOCKED CLAIMS ACTIVITIES

Exhibit 29 – Blocked Claims Process Activities lists the activities that make up the Blocked Claims

Process. The following is a description and definition of each of the columns in this table.






01.32.01 Blocked Claims

Review

Review claim, claim history and proof of earnings to determine if a

DOR Tax Investigation is required. Some can be resolved based

on previous investigations (e.g., precedent that all workers

classified as drivers are employees).

UC Wage

Determination Unit

01.32.02 Re-determination Updates to wages are made by the UC Wage Determination

Specialist via the UC mainframe transaction BD60. The UC

mainframe processes the changes made to the wages on the claim

and re-issues an updated version of the UCB-11 Wage Transcript

to the claimant and UCB-412 to the employer(s).

UC Wage

Determination Unit

01.32.03 Create Tax

Investigation

Login to SunTax and navigate to Blocked Claims Tab to create a

case. Scan and attach proof of wages and other pertinent

documentation to the case. Enter a BH31 comment on the claim

via the UC mainframe.

UC Wage

Determination Unit

01.32.04 Investigate and

Provide Results

DOR Investigator adds details to the case and enters comments on

the UC mainframe via transaction BH31 regarding investigation

results.

DOR

(Field Investigator)

01.32.05 Review

Investigation

Results

Results of the tax investigation are available to review in the DOR

SunTax application. Results are generally accepted as they exist

and may have to clarify/confirm results with DOR.

UC Wage

Determination Unit

01.32.06 Send Disposal

Letter

Send disposal letter via the BD60 screen explaining reasons for

non-assignment of wage credits to the UCB-11 transcript and

providing appeal rights.

UC Wage

Determination Unit

01.32.07 Re-determination Updates to wages are made by the UC Wage Determination

Specialist via the UC mainframe transaction BD60. The UC

mainframe processes the changes made to the wages on the claim

and re-issues an updated version of the UCB-11 Wage Transcript

to the claimant and UCB-412 to the employer(s).

UC Wage

Determination Unit

Exhibit 29 – Blocked Claims Process Activities





Page 28

5.4.1 ELAPSED TIME

Exhibit 30 – Blocked Claims Process Activity Elapsed Time lists the time required to complete each of

the activities that make up the Blocked Claims process. The times are estimated except where noted. The











Index Activity

Label

Process

Time

Cycle

Time


Source

Speed Bumps

01.32.01 Blocked Claims

Review

10-30

minutes

10-30

minutes

- - Periods of slow

response time or

unavailability,

awaiting proof from

claimant

01.32.02 Re-

determination

5-15

minutes

24 hours - - -

01.32.03 Create Tax

Investigation

15

minutes

15

minutes

- - -


Provide Results

DOR DOR 14 days USDOL

claim

payment

standard

Volume of

investigations,

inadequate staffing

of DOR

Investigators

01.32.05 Review

Investigation

Results

5-15

minutes

5-15

minutes

- - Conferring with

Investigator to

validate results of

investigation


Letter

5

minutes


01.32.07 Re-

determination

5

minutes


Exhibit 30 – Blocked Claims Process Activity Elapsed Time


Exhibit 31 – Blocked Claims Process Paper Documentation lists the paper documents required to

complete each of the activities that make up the Blocked Claims process. The reference column refers to

the originator and title of policy, procedure, or instruction that contains the form or specifies the content

of the document. More than one document may be required to carry out a single activity, so each is listed.


Page 29







Source

01.32.02 Re-

determination

UCB-11

UCB-412

Wage Transcript to the claimant and statement of

charges associated with a claim to the employer(s).

UC


Letter

Disposal Letter Explaining reasons for non-assignment of wage

credits to the UCB-11 transcript and providing

appeal rights.

UC

01.32.07 Re-

determination

UCB-11

UCB-412

Wage Transcript to the claimant and statement of

charges associated with a claim to the employer(s).

UC

Exhibit 31 – Blocked Claims Process Paper Documentation


Exhibit 32 – Blocked Claims Process Data Entry & Data Transfer lists the business systems that are

employed directly (touched) or indirectly (data transfer) in the course of the Blocked Claims process. The








01.32.01 Blocked

Claims Review

UC mainframe (BH10) Review claim, claim history and proof of

earnings to determine if a DOR Tax

Investigation is required.

Inquiry

01.32.02 Re-

determination


01.32.03 Create Tax

Investigation

SunTax,

UC mainframe (BH31)

Create a case. Scan and attach proof of

wages and other pertinent documentation to

the case. Enter a comment on the claim.

Entry


Provide

Results

SunTax,

UC mainframe (BH31)

Add details to the case and enter comments

on the claim regarding investigation results.

Entry

01.32.05 Review

Investigation

Results

SunTax Review results of the tax investigation. Inquiry

Page 30



Letter

UC mainframe (BD60) Explain reasons for non-assignment of

wage credits to the UCB-11 transcript and

providing appeal rights.

Entry

01.32.07 Re-

determination


Exhibit 32 – Blocked Claims Process Data Entry & Data Transfer

5.4.4 COMMUNICATION

Exhibit 33 – Blocked Claims Process Communication lists the messages, such as the US mail, emails,

phone calls and any other correspondence, regularly used in the normal course of the Blocked Claims

process. Messages are sent to convey required documentation, inform recipients about the status of an

activity, to trigger the start or end of other activities, to grant or withdraw authorization, etc. This section

only concerns messages sent during normal (as intended) operations. There may be more than one

message associated with any activity in this process. The following is a description and definition of each

of the columns in this table.








Page 31


Type

Message

Sender

Message

Purpose

Message

Recipient

Occasion

01.32.02 Re-

determination

US Mail UC Provide updated

version of the

UCB-11 Wage

Transcript to the

claimant and

UCB-412 to the

employer(s).

Claimant and

Employer(s)

Updates to wages

are made


Letter

US Mail UC Provide

explanation for

non-assignment

of wage credits

to the UCB-11

transcript and

providing

appeal rights.

Claimant Wages credits are

not assigned to

claim.

01.32.07 Re-

determination

US Mail UC Provide updated

version of the

UCB-11 Wage

Transcript to the

claimant and

UCB-412 to the

employer(s).

Claimant and

Employer(s)

Updates to wages

are made

Exhibit 33 – Blocked Claims Process Communication



improvement to multiple areas under the function and responsibility of the Blocked Claims process. The






implemented.



- - - -


Page 32



- - - -


Page 33

6 PURPOSE AND OBJECTIVES OF QUARTERLY BILLING

OUT SUB PROCESS

The purpose of the Quarterly Billing Out process is to process and resolve all billing discrepancies

received from other states i.e., resolving the outgoing bill for incoming wages.

The objectives of the Quarterly Billing Out process are:

Review the IB-6 Discrepancy report

Resolve each discrepancy on the report

Resolve issues reported form any prior quarters

Send a quarterly bill to each applicable state


Beginning Point:

Quarter end generates an IB-6 Discrepancy report.

Ending Point:

Accurate quarterly billing inclusive of resolved discrepancies is provided to other applicable states.

Page 34

6.2 QUARTERLY BILLING OUT OVERVIEW DIAGRAM

UC Wage Determination SpecialistDOR Other State

01.33.01

Review IB-6

Discrepancy

Report

01.33.03

Resolve Prior

Quarter Issues

01.33.04

Send Bill

Submit

Charges

+

01.33.02

Resolve

Discrepancies

Process Ends

Quarterly Bill

Exhibit 36 – High Level Quarterly Billing Out Process Flow

Page 35

6.3 QUARTERLY BILLING OUT ACTIVITIES

Exhibit 37 – Quarterly Billing Out Process Activities lists the activities that make up the Quarterly Billing

Out Process. The following is a description and definition of each of the columns in this table.






01.33.01 Review IB-6

Discrepancy

Report

The UC Wage Determination Specialist prints and reviews the IB-6

Discrepancy Report that is produced by the UC mainframe. The

report is sorted by state and provides a listing of the quarterly

billing discrepancies to be resolved. The report is worked by each

state in the report until all state's discrepancies are resolved.

UC Wage

Determination

Specialist

01.33.02 Resolve

Discrepancies

Each state report page is worked by each claimant record listed on

that state's page(s). The Wage Determination Specialist conducts

research on each claim using the UC mainframe transaction BH10

and works each discrepancy by appropriately updating transactions

IB-4, IB-5 and IB-6, as applicable and submits each update to

resolve the discrepancy. Manual calculation of correct charges is

required for each record.

UC Wage

Determination

Specialist

01.33.03 Resolve Prior

Quarter Issues

Upon completion of all current quarter discrepancies for all states

the UC Wage Determination Specialist resolves all prior quarter

issues by state and by claimant.

UC Wage

Determination

Specialist

01.33.04 Send Bill Upon completion of all discrepancies the UC Wage Determination

Specialist submits all quarterly bills to be paid by other states.

UC Wage

Determination

Specialist

Exhibit 37 – Quarterly Billing Out Process Activities





6.4.1 ELAPSED TIME

Exhibit 38 – Quarterly Billing Out Process Activity Elapsed Time lists the time required to complete each

of the activities that make up the Quarterly Billing Out process. The times are estimated except where

noted. The following is a description and definition of each of the columns in this table.

Page 36










Index Activity

Label

Process

Time

Cycle

Time


Source

Speed Bumps


Discrepancy

Report

40 hours 24 hours - - Batch

01.33.02 Resolve

Discrepancies



Quarter Issues


01.33.04 Send Bill 5

seconds

Every

Friday

- - Hub pickup

Exhibit 38 – Quarterly Billing Out Process Activity Elapsed Time


Exhibit 39 – Quarterly Billing Out Process Paper Documentation lists the paper documents required to

complete each of the activities that make up the Quarterly Billing Out process. The reference column

refers to the originator and title of policy, procedure, or instruction that contains the form or specifies the

content of the document. More than one document may be required to carry out a single activity, so each








Source


Discrepancy

Report

IB-6 Discrepancy

Report

Provides discrepancies for each claim in the prior

quarter.

UC

Exhibit 39 – Quarterly Billing Out Process Paper Documentation

Page 37


Exhibit 40 – Quarterly Billing Out Process Data Entry & Data Transfer lists the business systems that are

employed directly (touched) or indirectly (data transfer) in the course of the Quarterly Billing Out









Discrepancy

Report

UC mainframe Provides a listing of the quarterly billing

discrepancies to be resolved.

Inquiry

01.33.02 Resolve

Discrepancies

UC mainframe (BH10, IB-4,

IB-5, IB-6)

Conduct research on each claim and work

each discrepancy by appropriately updating

transactions and submits each update to

resolve the discrepancy.

Entry


Quarter Issues


IB-5, IB-6)





Entry

01.33.04 Send Bill UC mainframe (IB-6) Submit all quarterly bills to be paid by other

states.

Entry

Exhibit 40 – Quarterly Billing Out Process Data Entry & Data Transfer

6.4.4 COMMUNICATION

Exhibit 41 – Quarterly Billing Out Process Communication lists the messages, such as the US mail,

emails, phone calls and any other correspondence, regularly used in the normal course of the Quarterly

Billing Out process. Messages are sent to convey required documentation, inform recipients about the












Page 38


Type

Message

Sender

Message

Purpose

Message

Recipient

Occasion

- - - - - - -

Exhibit 41 – Quarterly Billing Out Process Communication



improvement to multiple areas under the function and responsibility of the Quarterly Billing Out process.






implemented.



- - - -




- - - -


Page 39

7 PURPOSE AND OBJECTIVES OF QUARTERLY BILLING IN

SUB PROCESS

The purpose of the Quarterly Billing In process is to process and resolve all billing discrepancies

identified with other states i.e., resolving the Incoming bill for outgoing wages.

The objectives of the Quarterly Billing In process are:

Review the IB-6 Discrepancy report

Resolve each discrepancy on the report

Resolve issues reported form any prior quarters

Authorize payment to each applicable state


Beginning Point:

Quarter end generates an IB-6 Discrepancy report.

Ending Point:

Accurate quarterly payment authorization inclusive of resolved discrepancies is provided.

Page 40

7.2 QUARTERLY BILLING IN OVERVIEW DIAGRAM

UC Wage Determination SpecialistOther State

01.34.01

Review IB-6

Discrepancy

Report

01.34.03

Resolve Prior

Quarter Issues

01.34.04

Authorize

Payment

+

01.34.02

Resolve

Discrepancies

Process Ends

Submit Charges

Exhibit 44 – High Level Quarterly Billing In Process Flow

Page 41

7.3 QUARTERLY BILLING IN ACTIVITIES

Exhibit 45 – Quarterly Billing In Process Activities lists the activities that make up the Quarterly Billing

In Process. The following is a description and definition of each of the columns in this table.







Discrepancy

Report

The UC Wage Determination Specialist prints and reviews the IB-6

Discrepancy Report that is produced by the UC mainframe. The

report is sorted by state and provides a listing of the quarterly

billing discrepancies to be resolved. The report is worked by each

state in the report until all state's discrepancies are resolved.

UC Wage

Determination

Specialist

01.34.02 Resolve

Discrepancies

Each state report page is worked by each claimant record listed on

that state's page(s). The Wage Determination Specialist conducts

research on each claim using the UC mainframe transaction BH10

and works each discrepancy by appropriately updating transactions

IB-4, IB-5 and IB-6, as applicable and submits each update to

resolve the discrepancy. Manual calculation of correct charges is

required for each record.

UC Wage

Determination

Specialist


Quarter Issues

Upon completion of all current quarter discrepancies for all states

the UC Wage Determination Specialist resolves all prior quarter

issues by state and by claimant.

UC Wage

Determination

Specialist

01.34.04 Authorize

Payment

Upon completion of resolving all discrepancies for all states, the

UC Wage Determination Unit Leader authorizes the bills from

other states to be paid by electronic submission.

UC Wage

Determination

Specialist

Exhibit 45 – Quarterly Billing In Process Activities





7.4.1 ELAPSED TIME

Exhibit 46 – Quarterly Billing In Process Activity Elapsed Time lists the time required to complete each

of the activities that make up the Quarterly Billing In process. The times are estimated except where

noted. The following is a description and definition of each of the columns in this table.

Page 42










Index Activity

Label

Process

Time

Cycle

Time


Source

Speed Bumps


Discrepancy

Report


01.34.02 Resolve

Discrepancies

3 months 24 hours - - Batch


Quarter Issues


01.34.04 Authorize

Payment

5

seconds

24 hours - - Financial

Management

Exhibit 46 – Quarterly Billing In Process Activity Elapsed Time


Exhibit 47 – Quarterly Billing In Process Paper Documentation lists the paper documents required to

complete each of the activities that make up the Quarterly Billing In process. The reference column refers

to the originator and title of policy, procedure, or instruction that contains the form or specifies the

content of the document. More than one document may be required to carry In a single activity, so each








Source


Discrepancy

Report

IB-6 Discrepancy

Report

Provides discrepancies for each claim in the prior

quarter.

UC

Exhibit 47 – Quarterly Billing In Process Paper Documentation

Page 43


Exhibit 48 – Quarterly Billing In Process Data Entry & Data Transfer lists the business systems that are

employed directly (touched) or indirectly (data transfer) in the course of the Quarterly Billing In process.









Discrepancy

Report

UC mainframe Provides a listing of the quarterly billing

discrepancies to be resolved.

Inquiry

01.34.02 Resolve

Discrepancies


IB-5, IB-6)





Entry


Quarter Issues


IB-5, IB-6)





Entry

01.34.04 Authorize

Payment

UC mainframe (IB-6) Submit all quarterly bills to be paid by other

states.

Entry

Exhibit 48 – Quarterly Billing In Process Data Entry & Data Transfer

7.4.4 COMMUNICATION

Exhibit 49 – Quarterly Billing In Process Communication lists the messages, such as the US mail, emails,

phone calls and any other correspondence, regularly used in the normal course of the Quarterly Billing In

process. Messages are sent to convey required documentation, inform recipients about the status of an

activity, to trigger the start or end of other activities, to grant or withdraw authorization, etc. This section

only concerns messages sent during normal (as intended) operations. There may be more than one

message associated with any activity in this process. The following is a description and definition of each

of the columns in this table.








Page 44


Type

Message

Sender

Message

Purpose

Message

Recipient

Occasion

- - - - - - -

Exhibit 49 – Quarterly Billing In Process Communication



improvement to multiple areas under the function and responsibility of the Quarterly Billing In process.



Problem

Statement Description of the problem or opportunity identified.



implemented.



- - - -




- - - -


Documents

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