Employer External Guide - Florida Department of Economic ...



Employer Guide to CONNECTTable of Contents TOC \o "1-3" \h \z \u Table of Contents PAGEREF _Toc356226291 \h 21.Introduction PAGEREF _Toc356226292 \h 41.1 Guide Instructions PAGEREF _Toc356226293 \h 41.2 CONNECT System Overview PAGEREF _Toc356226294 \h 5What is CONNECT? PAGEREF _Toc356226295 \h 5Where can I access CONNECT? PAGEREF _Toc356226296 \h 5What are the benefits of CONNECT? PAGEREF _Toc356226297 \h 5Who can use CONNECT? PAGEREF _Toc356226298 \h 52.Login to CONNECT as an Employer PAGEREF _Toc356226299 \h 72.1 Register for an Employer Account PAGEREF _Toc356226300 \h 72.2 Maintain an Employer Account PAGEREF _Toc356226301 \h 92.3 Maintain Employer Account Users PAGEREF _Toc356226302 \h 113.Navigate the Employer Homepage PAGEREF _Toc356226303 \h 173.1 View Employer Account Profile PAGEREF _Toc356226304 \h 173.2 Access Employer Inbox PAGEREF _Toc356226305 \h 19Search Correspondence PAGEREF _Toc356226306 \h 19View UCB-412 Notice of Claim Filed Correspondence PAGEREF _Toc356226307 \h 20View Fact Finding Correspondence PAGEREF _Toc356226308 \h 21View Eligibility Determination Correspondence PAGEREF _Toc356226309 \h 22View Appeal Information Correspondence PAGEREF _Toc356226310 \h 233.3 Manage Employer Action Items PAGEREF _Toc356226311 \h 23Respond to UCB-412/Notice of Claim Filed PAGEREF _Toc356226312 \h 23Respond to Fact Finding PAGEREF _Toc356226313 \h 26File an Appeal PAGEREF _Toc356226314 \h 29Withdraw an Appeal PAGEREF _Toc356226315 \h 30View Case Folder PAGEREF _Toc356226316 \h 31Upload a document to Appeal Case Folder PAGEREF _Toc356226317 \h 324.Assign and Maintain TPA PAGEREF _Toc356226318 \h 344.1 View and maintain TPA access PAGEREF _Toc356226319 \h 344.2 Add a New TPA PAGEREF _Toc356226320 \h 365.Manage STC Plan Benefits PAGEREF _Toc356226321 \h 386.Protest Benefit Charges PAGEREF _Toc356226322 \h 477.Frequently Asked Questions PAGEREF _Toc356226323 \h 487.1 Common Questions PAGEREF _Toc356226324 \h 487.2 When to contact the Employer Help Line PAGEREF _Toc356226325 \h 488.Glossary PAGEREF _Toc356226326 \h 499.Appendix PAGEREF _Toc356226327 \h 50IntroductionThis 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.1Please note that this icon is where you will find helpful hints, tips, and reminders.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.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 paperworkLess filingFaster response timeWho 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 correspondenceEmployers – Employers use CONNECT to file appeals, protest benefit charges, and view and send correspondenceDEO Staff – DEO Staff use CONNECT to evaluate information, authorize payments, adjudicate issues, and maintain dataTPRs – TPRs use CONNECT to search and view information about claimants that have provided access to the TPRTPAs – TPAs perform reemployment assistance benefit activities on behalf of an employer, and the employers provide the TPA access to specific informationOther State and Federal Agencies – Other state and federal agencies have contracts that outline the specific information that they can access in CONNECT 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 passwordCreate a new employer accountIdentify required information to create new employer accountTo register for an Employer Account in CONNECT, follow the below steps:Enter the CONNECT URL into your browser address barSelect ‘Employer’ as your login type 1 2Select the ‘External Employer’ link from the left-hand menu or bottom left section of the Employer Login Page 3Enter your Unique Document IDEnter the Claimant IDSelect ‘Continue’ 4 5 62.2 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 informationUpdate correspondence preferenceView benefits historyTo maintain your Employer Account, please follow the below steps:Select ‘Employer Account Maintenance’ from the left-hand menu on the Employer HomepageSelect the ‘Address Information’ hyperlink 1 2View your address informationPlease note that all address changes must be completed through DOR by completing and submitting the Employer Account Change Form. You can access it here: ‘View Benefits History’ to view your benefits historySelect ‘Update Correspondence Preference’ to update your correspondence preference 3 4 5Select ‘US Mail’ or ‘Electronic’ to indicate your preference for hard-copy or electronic correspondenceIf you select ‘Electronic’ enter your email addressSelect ‘Next’ 6 7 82.3 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 rolesSearch usersUpdate user informationAdd or remove usersTo maintain users for your Employer Account, please follow the below steps:Select ‘User Maintenance’ from the left-hand menu on the Employer HomepageSelect ‘Employer Roles’ 2 1Enter known information into the ‘User Search Criteria’ fieldsSelect ‘Search’ 3 4To view the user information, select the User ID hyperlinkOr, select ‘New’ to add a new userSelect ‘Next’ 5 6Update user detailsSelect ‘Save’ 9 8To modify user information, select ‘Modify’10Enter new information in data fieldsReview previous commentsEnter new comments1112Select ‘Save’14To reset a user’s password, select ‘Reset Password’15Select ‘Confirm’ to have a password reset email sent to the user16To remove a user, select ‘Inactivate’17Select ‘Confirm’ to inactivate user18Navigate 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 HomepageUnderstand the functions an Employer can perform in CONNECTTo navigate the Employer Homepage, follow the below steps:Select ‘Change Password’ to change your passwordSelect ‘Logoff’ to log out of your Employer AccountSelect ‘Employer Inbox’ to view your Employer Action ItemsSelect ‘STC Plan’ to view or modify an STC Plan, or to initiate an STC PlanSelect ‘Employer Account Maintenance’ to maintain your accountSelect ‘Benefit Charge Protest’ to protest benefit charges made against your employer accountSelect ‘Correspondence Search’ to search correspondenceSelect ‘User Maintenance’ to maintain users associated with your Employer AccountSelect ‘Assign and Maintain TPA’ to assign or maintain TPA users associated with your account 1 2 3 4 5 6 7 8 93.1 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 ProfileView your Account StatusView Action informationView status determination historyTo view your Employer Account Profile, please follow the below steps:Select ‘View Employer Account Profile’ from the left-hand menu on the Employer HomepageView the section of the page titled ‘Account Profile’ – this is your account informationSelect the ‘Status Determination Pending’ hyperlink to view the status of any applicable determinations associated with your employer account 1 2 33.2 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 InboxNavigate your Employer InboxTo access your Employer Inbox, please follow the below steps:Select ‘Employer Inbox’ from the left-hand menu of the Employer HomepageThe Employer Inbox will populate with blank search fieldsTo view all items in your Employer Inbox, leave the search fields blank and select ‘Search’All information in your Employer Inbox will populate in the ‘Search Results’ sectionTo open an item, select the ‘Item’ hyperlink 1 2 5Search CorrespondenceTo search correspondence in your Employer Inbox, please follow the below steps:Select ‘Employer Inbox’ from the left-hand menu on the Employer HomepageEnter known data fieldsDocument IDDateClaimant Social Security NumberClaimant First or Last NameSelect correspondence subjectSelect ‘Search’All relevant correspondence will populate in the ‘Search Results’ section 1 3View UCB-412 Notice of Claim Filed CorrespondenceTo view UCB-412 Notice of Claim Filed Correspondence, leave all data fields blankSelect ‘Notice of Claim Filed – UCB-412’ from the ‘Subject’ drop-downSelect ‘Search’ 2 3Please 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 Fact Finding CorrespondenceTo view fact-finding correspondence, select ‘Fact Finding’ from the ‘Subject’ drop-down menu Select ‘Search’All fact-finding correspondence will populate in the ‘Search Results’ section 1 2View Eligibility Determination CorrespondenceTo view Eligibility Determination Correspondence, select ‘Eligibility Determination’ from the ‘Subject’ drop down menuSelect ‘Search’All Eligibility Determination Correspondence will populate in the ‘Search Results’ section 1 2View Appeal Information CorrespondenceTo view Appeal Information correspondence, select ‘Appeal Information’ from drop-down menuSelect ‘Search’ All Appeal Information correspondence will populate in the search resultsSelect Item hyperlink to view appeal details 1 2 43.3 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 FiledRespond to Fact FindingFile AppealRespond to UCB-412/Notice of Claim FiledTo respond to a UCB-412/Notice of Claim filed, please follow the below steps:From the Employer Login Page, select ‘External Employer’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.Login to respond to the notice by entering the Unique Document ID and Claimant ID that are listed on the noticeSelect ‘Continue’ 2 1 3Review the pre-populated information on the next screenRespond to the questions in the ‘Response’ sectionSelect ‘Yes’ or ‘No’ to indicate if claimant worked for youEnter period of employmentEnter earningsEnter reason for separationEnter any post-employment payments 5 4Enter Employment in Educational Services informationEnter work refusal informationEnter remarks about the notice of claim filedYou must enter remarks if you indicated that the claimant did not work for you.Upload any relevant attachmentsEnter contact informationSelect ‘Submit’10 8 7 6 911Respond to Fact FindingFrom the Employer Homepage action items or from the Correspondence Search screen:To view fact-finding correspondence, select ‘Fact Finding’ from the drop-down menu and select ‘Search’ 1 2Read through information 3Complete questions in Section 1 4Scroll down to complete questions in Section 2 5Complete contact informationSelect ‘Submit’ 7File an AppealTo file an appeal, you must have an adverse determinationTo view adverse appeal information, select ‘Appeal’ from the drop down menu and select the checkbox to view adverse onlySelect ‘Search’ 2 3All available adverse appeal correspondence will populate in the ‘Search Results’ sectionSelect the ‘Item’ hyperlink next to the adverse determination that you would like to appeal to pull up the determination detail screen 4 5On appeal detail screen, select ‘View Determination’ to see the PDF of the Determination letter View available appeals options by selecting the arrow on the ‘Select One’ menu in the Available Appeals Actions sectionSelect ‘File Appeal’ from the available actions drop-down menuSelect ‘Next’ 8 6 7 9Withdraw an AppealSelect ‘Withdraw Appeal’ to withdraw an appeal and select ‘Next’ 1Enter the reason for withdrawal in the comments boxSelect ‘Submit’ 2 3View Case FolderSelect ‘View Case Folder’View the informationSelect ‘Next’ 1 2 3Upload a document to Appeal Case FolderSelect ‘Browse’ to upload file from desktopSelect fileSelect ‘Open’Select ‘Upload’ 1 2 3 4 Select ‘Send’ to submit the file 5Assign 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 accessAuthorize 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:Select ‘Assign and Maintain TPA’ from the left-hand menu on the Employer HomepageIn the Third Party Administrator (TPA) Authorization section, you will see a list of all TPAs authorized to access your employer accountSelect TPA ID to view TPA profile 2 1 3In the ‘Assigned Roles’ section, you will see a list of all the access roles assigned to the TPASelect Modify to change assigned roles 4 5In the ‘Assigned Roles’ section, ‘Remove’ check boxes will appear next to each assigned role for the TPASelect the check boxes next to the roles you’d like to remove 6 7Scroll down the page to see the ‘Roles Not Assigned’ section‘Add’ check boxes will appear next to each unassigned role for the TPATo add a role that has not been assigned to the TPA, select the check box next to the roleSelect ‘Save’ to update all ‘Remove’ and ‘Add’ selections for the TPA10114.2 Add a New TPASelect ‘New’ to add a new TPA 1Enter TPA ID and select ‘Next’ 2Enter TPA Services Begin and End DatesRemove roles by selecting the check box next to the appropriate role to ‘Remove’ in Assigned Roles 3 4Assign roles by selecting the check box next to the appropriate role to ‘Add’ in Roles Not AssignedSelect ‘Save' 5 6Manage 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 PlanUpdate STC Plan DetailsTo create or modify an STC Plan, please follow the below steps:To create an STC Plan, select ‘STC Plan’ from the left-hand menu of the Employer HomepageSelect ‘Create STC Plan’ 1 2Review the Short Term Compensation plan information 3Scroll down the page, and select ‘Additional information about STC Plans’ hyperlink to review additional informationSelect ’Next’ 4 5Enter the STC Plan Contact Information into the required data fields 6Scroll down the page and enter STC Plan DetailsRead and respond to the collective bargaining statementEnter a description for the reason why you are filing for an STC application in the ‘Reason for STC Plan’ text boxSelect ‘Save’ to save information and return to finish laterOr, select ‘Next’ to continue 7 8 91011STC 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 message12Review the address validation informationSelect Possible Matches or use the address you entered by selecting the radio button next to the address in the ‘User Entered Address’ sectionSelect ‘Next’151415Search STC Plan employees to add to the plan by entering the employee SSN or the employee’s last nameSelect ‘Search’The associated employee(s) will appear in the ‘Search Results’ section161817To add an employee not on the wage detail, enter the SSN, Last Name, and First Name of the employeeSelect ‘Add’Select ‘Next’192021Review the confirmation screen of the employees not on wage detail to be included on the STC planTo delete an employee, select the ‘Delete’ check box next to their nameSelect ‘Delete’22Select ‘Next’242325View the STC Plan Information section to review that the new employee was added correctlyNext to each employee, enter the number of hours per week that the employee normally works in the ‘Normal’ columnThen, enter the number of hours per week that are reduced for the employee in the ‘Reduced’ columnSelect ‘Refresh’ to view the updated ‘Percentage Reduction’ figures for each employeeIf the employee is a CBA participant, indicate this by selecting the check box next to their name in the ‘CBA Participant’ columnIn the ‘Edit Selected Employee(s)’ section, edit the information for the employees you indicated as CBA ParticipantsEdit the information for the selected employees in the ‘Edit Selected Employee(s)’ sectionSelect ‘Update’Select ‘Next’2628272930313334Review the STC Plan Application contact information35Review the STC Plan DetailsReview the Collective Bargaining Agreement confirmationIf 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 applicationTo print the form, select the ‘Union Approval Form’ hyperlink3639In the ‘Reason for STC Plan,’ enter the circumstances requiring your company’s use of STC planSelect ‘View Employees’ to confirm the employees on the STC Plan4041Scroll down and review the Employer Certification informationSelect the checkbox at the bottom of the screen if you understand and agree to the statement42Select ‘Submit’ to submit the STC Plan application4344Review the STC Plan Confirmation screen Principal Owner Approval information45Protest 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 ChargesView Calendar Year SummaryView Rated Year SummaryProtest Benefit ChargesTo protest benefit charges, please follow the below steps:Select the ‘Benefit Charge Protest’ link from the left-hand menu on the Employer Homepage1Enter the Protest Benefit Charge information:Statement Mail DateClaimant SSNClaimant Last NameClaimant’s Last Day of WorkEnter the Reasons for Protest (select all that apply)Provide additional commentsSelect ‘Submit’5432Frequently Asked QuestionsThis section covers Frequently Asked mon QuestionsHow 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.Other QuestionsFor other questions, please review the FAQ section of the DEO Web site at [insert Web address].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 ZActive 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.………Appendix ................
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