Employer External Guide - Florida Department of · Web viewEmployer External Guide Version Date: May 13, 2013Page 19 Employer Guide to CONNECT Table of Contents Table of Contents2

Employer Guide to CONNECT

Employer External Guide

TABLE OF CONTENTS

Table of Contents........................................................................................................................2

1. Introduction...........................................................................................................................4

1.1 Guide Instructions.............................................................................................................................. 4

1.2 CONNECT System Overview............................................................................................................5

What is CONNECT?............................................................................................................................ 5

Where can I access CONNECT?.........................................................................................................5

What are the benefits of CONNECT?..................................................................................................5

Who can use CONNECT?................................................................................................................... 5

2. Login to CONNECT as an Employer...................................................................................7

2.1 Register for an Employer Account.....................................................................................................7

2.2 Maintain an Employer Account..........................................................................................................9

2.3 Maintain Employer Account Users...................................................................................................11

3. Navigate the Employer Homepage...................................................................................17

3.1 View Employer Account Profile........................................................................................................17

3.2 Access Employer Inbox...................................................................................................................19

Search Correspondence....................................................................................................................19

View UCB-412 Notice of Claim Filed Correspondence......................................................................20

View Fact Finding Correspondence...................................................................................................21

View Eligibility Determination Correspondence.................................................................................22

View Appeal Information Correspondence.........................................................................................23

3.3 Manage Employer Action Items.......................................................................................................23

Respond to UCB-412/Notice of Claim Filed.......................................................................................23

Respond to Fact Finding.................................................................................................................... 26

File an Appeal.................................................................................................................................... 29

Withdraw an Appeal........................................................................................................................... 30

View Case Folder.............................................................................................................................. 31

Version Date: May 13, 2013 Page 2


Upload a document to Appeal Case Folder.......................................................................................32

4. Assign and Maintain TPA..................................................................................................34

4.1 View and maintain TPA access.......................................................................................................34

4.2 Add a New TPA............................................................................................................................... 36

5. Manage STC Plan Benefits................................................................................................38

6. Protest Benefit Charges....................................................................................................47

7. Frequently Asked Questions.............................................................................................48

7.1 Common Questions......................................................................................................................... 48

7.2 When to contact the Employer Help Line.........................................................................................48

8. Glossary..............................................................................................................................49

9. Appendix.............................................................................................................................50


Please note that this icon is where you will find helpful hints, tips, and reminders.


1. INTRODUCTIONThis document is a reference for navigating the system functions an employer uses in the CONNECT system to access payments, benefits, appeals, determinations, and correspondence related to Florida Department of Economic Opportunity (DEO) employer accounts.

1.1 Guide InstructionsThis document provides a “how to” for an employer or agent who needs to navigate the CONNECT system. Topics listed in the table of contents can be jumped to by pressing “Ctrl+Click” to follow the hyperlink to that topic.

Helpful hints, tips, and reminders are indicated with a pointed hand symbol and text box.

You will find step-by-step instructions, and this red circle icon: indicates the step number on the screenshot. These are to help you follow along in the guide as you complete the steps yourself on the CONNECT Web site. Please note that the steps are listed before the image.

Sometimes, links or special features of a screen are highlighted with a red rectangle to make it easier for you to find it on your screen as you follow along.


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1.2 CONNECT System OverviewThe purpose of the System Overview is to provide a high-level overview of the CONNECT system. It will cover applications and features of CONNECT, users of CONNECT, how to access CONNECT, and how CONNECT benefits employers.

What is CONNECT?

CONNECT is a claims management system that claimants use to apply for benefits. Claimants, employers and third parties access information about filed claims, and communicate with DEO Staff through CONNECT.

Where can I access CONNECT?

CONNECT is a Web based system, meaning that anyone with internet access and user credentials can access CONNECT. TPRs can access CONNECT by typing or copying the following link into a browser address bar: [insert hyperlink]. CONNECT can also be accessed from the DEO Web site [insert hyperlink].

Users must register for a user identification (ID) and password in order to enter CONNECT. The steps to register for an Employer account are covered in Section 2.1., ‘Register for an Employer Account.’

What are the benefits of CONNECT?

CONNECT provides easy, online access to all claim related information that Employers and other users can access anywhere, at any time. CONNECT makes it easier and faster to apply for benefits, resolve issues, and provide information. It provides better processes, systems, and service for claimants, employers, third parties, and DEO Staff, and a stronger connection between UC and Workforce for quicker reemployment. Using CONNECT means:

Less paperwork Less filing Faster response time

Who can use CONNECT?

CONNECT is a central system that is accessed by six types of users: claimants, employers, DEO staff, TPRs, Third Party Administrators (TPAs) and Other State and Federal Agencies.

Claimants – Claimants use CONNECT to apply for benefits, file an appeal, and view and send correspondence

Employers – Employers use CONNECT to file appeals, protest benefit charges, and view and send correspondence



DEO Staff – DEO Staff use CONNECT to evaluate information, authorize payments, adjudicate issues, and maintain data

TPRs – TPRs use CONNECT to search and view information about claimants that have provided access to the TPR

TPAs – TPAs perform reemployment assistance benefit activities on behalf of an employer, and the employers provide the TPA access to specific information

Other State and Federal Agencies – Other state and federal agencies have contracts that outline the specific information that they can access in CONNECT



2. LOGIN TO CONNECT AS AN EMPLOYEREmployers may access CONNECT after registering for a user ID and password. To access the system for the first time, you will need a Unique Document ID and Claimant ID. This information is available on the notice of claim filed that you received in the mail. This notice was mailed to you either because state records indicate you paid the individual wages during the base period of the claim, or the individual has reported that he or she worked for you since the end of the base period and you are therefore entitled to the notice of the claim.

If you are a contributing base period employer, DEO cannot consider your account eligible for relief from the benefit charges (non-charging) for payments on the claim unless you respond to the notice you received within 20 calendar days from the date mailed to the employer as printed on the notice. All base period employers should be aware that if the claimant is found to have received benefits in error because you did not respond within 20 calendar days to the claims notice, your account cannot be credited for amounts determined overpaid. If you are responding to this notice via CONNECT, there is no need to mail or fax a response to the original document.

2.1 Register for an Employer AccountThis section provides instructions on how to register for a new employer account in CONNECT, and documents the steps necessary to perform the following:

Obtain an employer ID and password Create a new employer account Identify required information to create new employer account

To register for an Employer Account in CONNECT, follow the below steps:

1. Enter the CONNECT URL into your browser address bar2. Select ‘Employer’ as your login type


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3. Select the ‘External Employer’ link from the left-hand menu or bottom left section of the Employer Login Page

4. Enter your Unique Document ID5. Enter the Claimant ID6. Select ‘Continue’

2.2 Maintain an Employer AccountThis section describes the necessary actions to maintain an employer account, and documents the steps necessary to perform the following:

Update address information Update correspondence preference


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Please note that all address changes must be completed through DOR by completing and submitting the Employer Account Change Form. You can access it here: http://dor.myflorida.com/dor/forms/2013/rts3.pdf.


View benefits history

To maintain your Employer Account, please follow the below steps:

1. Select ‘Employer Account Maintenance’ from the left-hand menu on the Employer Homepage

2. Select the ‘Address Information’ hyperlink

3. View your address information

4. Select ‘View Benefits History’ to view your benefits history5. Select ‘Update Correspondence Preference’ to update your correspondence preference


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6. Select ‘US Mail’ or ‘Electronic’ to indicate your preference for hard-copy or electronic correspondence

7. If you select ‘Electronic’ enter your email address8. Select ‘Next’

2.3 Maintain Employer Account UsersThis section describes the necessary actions to maintain users of an Employer Account, and documents the steps necessary to perform the following:

View roles Search users Update user information Add or remove users


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To maintain users for your Employer Account, please follow the below steps:

1. Select ‘User Maintenance’ from the left-hand menu on the Employer Homepage2. Select ‘Employer Roles’

3. Enter known information into the ‘User Search Criteria’ fields4. Select ‘Search’

5. To view the user information, select the User ID hyperlink6. Or, select ‘New’ to add a new user7. Select ‘Next’


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8. Update user details9. Select ‘Save’

10. To modify user information, select ‘Modify’


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11. Enter new information in data fields12. Review previous comments13. Enter new comments

14. Select ‘Save’

15. To reset a user’s password, select ‘Reset Password’


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16. Select ‘Confirm’ to have a password reset email sent to the user

17. To remove a user, select ‘Inactivate’


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18. Select ‘Confirm’ to inactivate user


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3. NAVIGATE THE EMPLOYER HOMEPAGEThis section will provide information on navigating the CONNECT Employer Homepage, and demonstrate the steps needed to:

Identify the features and links on the Employer Homepage Understand the functions an Employer can perform in CONNECT

To navigate the Employer Homepage, follow the below steps:

1. Select ‘Change Password’ to change your password2. Select ‘Logoff’ to log out of your Employer Account3. Select ‘Employer Inbox’ to view your Employer Action Items4. Select ‘STC Plan’ to view or modify an STC Plan, or to initiate an STC Plan5. Select ‘Employer Account Maintenance’ to maintain your account6. Select ‘Benefit Charge Protest’ to protest benefit charges made against your employer

account7. Select ‘Correspondence Search’ to search correspondence8. Select ‘User Maintenance’ to maintain users associated with your Employer Account9. Select ‘Assign and Maintain TPA’ to assign or maintain TPA users associated with your

account

3.1 View Employer Account ProfileThis section describes the necessary actions to view an Employer Account Profile in CONNECT, and documents the steps necessary to perform the following:

View your Employer Account Profile View your Account Status View Action information


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View status determination history

To view your Employer Account Profile, please follow the below steps:

1. Select ‘View Employer Account Profile’ from the left-hand menu on the Employer Homepage

2. View the section of the page titled ‘Account Profile’ – this is your account information3. Select the ‘Status Determination Pending’ hyperlink to view the status of any applicable

determinations associated with your employer account

3.2 Access Employer InboxThis section describes the necessary actions to access your Employer Inbox, and documents the steps necessary to perform the following:

Locate your Employer Inbox


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Navigate your Employer Inbox

To access your Employer Inbox, please follow the below steps:

1. Select ‘Employer Inbox’ from the left-hand menu of the Employer Homepage2. The Employer Inbox will populate with blank search fields3. To view all items in your Employer Inbox, leave the search fields blank and select

‘Search’4. All information in your Employer Inbox will populate in the ‘Search Results’ section5. To open an item, select the ‘Item’ hyperlink

Search Correspondence

To search correspondence in your Employer Inbox, please follow the below steps:

1. Select ‘Employer Inbox’ from the left-hand menu on the Employer Homepage2. Enter known data fields

a. Document IDb. Datec. Claimant Social Security Numberd. Claimant First or Last Name

3. Select correspondence subject4. Select ‘Search’5. All relevant correspondence will populate in the ‘Search Results’ section


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Please note that a UCB-412/Notice of Claim Filed will be mailed to you for the first claim. If you update your correspondence preference to indicated electronic, you will need to access CONNECT for claim filed notifications. If you indicated US Mail, the notice will be sent to you and also available in your CONNECT inbox.


View UCB-412 Notice of Claim Filed Correspondence

1. To view UCB-412 Notice of Claim Filed Correspondence, leave all data fields blank2. Select ‘Notice of Claim Filed – UCB-412’ from the ‘Subject’ drop-down3. Select ‘Search’


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View Fact Finding Correspondence

1. To view fact-finding correspondence, select ‘Fact Finding’ from the ‘Subject’ drop-down menu

2. Select ‘Search’3. All fact-finding correspondence will populate in the ‘Search Results’ section

View Eligibility Determination Correspondence

1. To view Eligibility Determination Correspondence, select ‘Eligibility Determination’ from the ‘Subject’ drop down menu

2. Select ‘Search’3. All Eligibility Determination Correspondence will populate in the ‘Search Results’ section


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View Appeal Information Correspondence

1. To view Appeal Information correspondence, select ‘Appeal Information’ from drop-down menu

2. Select ‘Search’ 3. All Appeal Information correspondence will populate in the search results4. Select Item hyperlink to view appeal details


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External Employers applies only to Non-Liable Employers or Non-Florida Employers. Florida liable employers (the majority of employers in Florida) would access this information from their inboxes. Please see Section 3.2, ‘Access Employer Inbox’ for details.


3.3 Manage Employer Action ItemsThis section provides instructions on how to perform the action items required of an Employer in CONNECT, and documents the steps required to:

Respond to UCB-412/Notice of Claim Filed Respond to Fact Finding File Appeal

Respond to UCB-412/Notice of Claim Filed

To respond to a UCB-412/Notice of Claim filed, please follow the below steps:

1. From the Employer Login Page, select ‘External Employer’

2. Login to respond to the notice by entering the Unique Document ID and Claimant ID that are listed on the notice

3. Select ‘Continue’

4. Review the pre-populated information on the next screen5. Respond to the questions in the ‘Response’ section

a. Select ‘Yes’ or ‘No’ to indicate if claimant worked for youb. Enter period of employmentc. Enter earningsd. Enter reason for separation


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You must enter remarks if you indicated that the claimant did not work for you.


e. Enter any post-employment payments

6. Enter Employment in Educational Services information7. Enter work refusal information8. Enter remarks about the notice of claim filed

9. Upload any relevant attachments10. Enter contact information11. Select ‘Submit’


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Respond to Fact Finding

1. From the Employer Homepage action items or from the Correspondence Search screen:2. To view fact-finding correspondence, select ‘Fact Finding’ from the drop-down menu and

select ‘Search’


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3. Read through information

4. Complete questions in Section 1


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5. Scroll down to complete questions in Section 2

6. Complete contact information7. Select ‘Submit’


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File an Appeal

1. To file an appeal, you must have an adverse determination2. To view adverse appeal information, select ‘Appeal’ from the drop down menu and

select the checkbox to view adverse only3. Select ‘Search’

4. All available adverse appeal correspondence will populate in the ‘Search Results’ section

5. Select the ‘Item’ hyperlink next to the adverse determination that you would like to appeal to pull up the determination detail screen


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6. On appeal detail screen, select ‘View Determination’ to see the PDF of the Determination letter

7. View available appeals options by selecting the arrow on the ‘Select One’ menu in the Available Appeals Actions section

8. Select ‘File Appeal’ from the available actions drop-down menu9. Select ‘Next’

Withdraw an Appeal

1. Select ‘Withdraw Appeal’ to withdraw an appeal and select ‘Next’


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2. Enter the reason for withdrawal in the comments box3. Select ‘Submit’

View Case Folder

1. Select ‘View Case Folder’2. View the information3. Select ‘Next’


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Upload a document to Appeal Case Folder

1. Select ‘Browse’ to upload file from desktop2. Select file3. Select ‘Open’4. Select ‘Upload’

5. Select ‘Send’ to submit the file


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4. ASSIGN AND MAINTAIN TPAThis section describes the necessary actions to authorize a new TPA for your employer account, and maintain TPA access to your account. To assign a TPA, the TPA must be registered in the CONNECT system and have been assigned a TPA ID.

This section documents the steps necessary to perform the following:

View and maintain TPA access Authorize and assign a new TPA

4.1 View and maintain TPA accessTo view and maintain TPA access for your employer account, please follow the below steps:

1. Select ‘Assign and Maintain TPA’ from the left-hand menu on the Employer Homepage2. In the Third Party Administrator (TPA) Authorization section, you will see a list of all

TPAs authorized to access your employer account3. Select TPA ID to view TPA profile

4. In the ‘Assigned Roles’ section, you will see a list of all the access roles assigned to the TPA

5. Select Modify to change assigned roles


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6. In the ‘Assigned Roles’ section, ‘Remove’ check boxes will appear next to each assigned role for the TPA

7. Select the check boxes next to the roles you’d like to remove

8. Scroll down the page to see the ‘Roles Not Assigned’ section9. ‘Add’ check boxes will appear next to each unassigned role for the TPA10. To add a role that has not been assigned to the TPA, select the check box next to the

role11. Select ‘Save’ to update all ‘Remove’ and ‘Add’ selections for the TPA


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4.2 Add a New TPA1. Select ‘New’ to add a new TPA

2. Enter TPA ID and select ‘Next’

3. Enter TPA Services Begin and End Dates4. Remove roles by selecting the check box next to the appropriate role to ‘Remove’ in

Assigned Roles


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5. Assign roles by selecting the check box next to the appropriate role to ‘Add’ in Roles Not Assigned

6. Select ‘Save'


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5. MANAGE STC PLAN BENEFITSThis section describes the necessary actions to manage STC Plans for employers, and documents the steps necessary to perform the following:

Create or modify an STC Plan Update STC Plan Details

To create or modify an STC Plan, please follow the below steps:

1. To create an STC Plan, select ‘STC Plan’ from the left-hand menu of the Employer Homepage

2. Select ‘Create STC Plan’

3. Review the Short Term Compensation plan information


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4. Scroll down the page, and select ‘Additional information about STC Plans’ hyperlink to review additional information

5. Select ’Next’

6. Enter the STC Plan Contact Information into the required data fields

7. Scroll down the page and enter STC Plan Details8. Read and respond to the collective bargaining statement9. Enter a description for the reason why you are filing for an STC application in the

‘Reason for STC Plan’ text box10. Select ‘Save’ to save information and return to finish later11. Or, select ‘Next’ to continue


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12. STC Plan start date must be no more than two weeks in the future – if the date you entered is not valid, you will receive an error message

13. Review the address validation information14. Select Possible Matches or use the address you entered by selecting the radio

button next to the address in the ‘User Entered Address’ section15. Select ‘Next’


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16. Search STC Plan employees to add to the plan by entering the employee SSN or the employee’s last name

17. Select ‘Search’18. The associated employee(s) will appear in the ‘Search Results’ section

19. To add an employee not on the wage detail, enter the SSN, Last Name, and First Name of the employee

20. Select ‘Add’21. Select ‘Next’


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22. Review the confirmation screen of the employees not on wage detail to be included on the STC plan

23. To delete an employee, select the ‘Delete’ check box next to their name24. Select ‘Delete’25. Select ‘Next’

26. View the STC Plan Information section to review that the new employee was added correctly

27. Next to each employee, enter the number of hours per week that the employee normally works in the ‘Normal’ column

28. Then, enter the number of hours per week that are reduced for the employee in the ‘Reduced’ column

29. Select ‘Refresh’ to view the updated ‘Percentage Reduction’ figures for each employee

30. If the employee is a CBA participant, indicate this by selecting the check box next to their name in the ‘CBA Participant’ column

31. In the ‘Edit Selected Employee(s)’ section, edit the information for the employees you indicated as CBA Participants

32. Edit the information for the selected employees in the ‘Edit Selected Employee(s)’ section

33. Select ‘Update’34. Select ‘Next’


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35. Review the STC Plan Application contact information

36. Review the STC Plan Details37. Review the Collective Bargaining Agreement confirmation38. If any employee is part of a collective bargaining agreement, you must print and

return the Union Approval Form within 7 days of submitting the STC Plan application39. To print the form, select the ‘Union Approval Form’ hyperlink


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40. In the ‘Reason for STC Plan,’ enter the circumstances requiring your company’s use of STC plan

41. Select ‘View Employees’ to confirm the employees on the STC Plan

42. Scroll down and review the Employer Certification information43. Select the checkbox at the bottom of the screen if you understand and agree to the

statement44. Select ‘Submit’ to submit the STC Plan application


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45. Review the STC Plan Confirmation screen Principal Owner Approval information


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6. PROTEST BENEFIT CHARGESThis section describes the necessary actions to protest benefit charges made against your employer account.

This section documents the steps necessary to perform the following:

Search Benefit Charges View Calendar Year Summary View Rated Year Summary Protest Benefit Charges

To protest benefit charges, please follow the below steps:

1. Select the ‘Benefit Charge Protest’ link from the left-hand menu on the Employer Homepage

2. Enter the Protest Benefit Charge information:a. Statement Mail Dateb. Claimant SSNc. Claimant Last Named. Claimant’s Last Day of Work

3. Enter the Reasons for Protest (select all that apply)4. Provide additional comments5. Select ‘Submit’


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7. FREQUENTLY ASKED QUESTIONSThis section covers Frequently Asked Questions.

7.1 Common Questions

How do I obtain a copy of information that I entered into CONNECT?

Select ‘Print Preview’ from the upper right-hand corner of the screen and follow the instructions to print the page.

CONNECT will not allow me to advance to the next screen – how do I fix this?

Likely, you have missed a required field – these fields are marked with a red asterisk, and you will receive an error message at the top of the screen if you left one blank or entered an incorrect response. Double-check your data fields and re-submit or select ‘Next’ to move on.

7.2 Other QuestionsFor other questions, please review the FAQ section of the DEO Web site at [insert Web address].



8. GLOSSARYA B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Active Employer: The status of an employer who is conducting business and who has been determined liable under the Unemployment Insurance Law.

Adjudication: The process of collecting and evaluating the facts of an issue and, based upon UI law, policy and precedent, making a legal determination.

Adjudicator: An individual designated to make a non monetary determination of issues affecting benefit payment.

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9. APPENDIX


Documents

Employer External Guide - Florida Department of · Web viewEmployer External Guide Version Date: May 13, 2013Page 19 Employer Guide to CONNECT Table of Contents Table of Contents2