UI IB Subcommittee. Meeting Report Baltimore, Maryland May 12-13, 2015 PARTICIPANTS. Committee Members. Liaison:

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1 444 N. Capitol Street NW, Suite 142, Washington, DC ; fax ; UI IB Subcommittee The mission of the Interstate Benefits (IB) system is to provide methods for the exchange of information among states and Canada to support Unemployment Compensation benefit claims, determinations, and workforce security objectives. Meeting Report Baltimore, Maryland May 12-13, 2015 PARTICIPANTS Committee Members Andy Baldwin (AZ), Chair Dianne Carpenter, (NH), Vice Chair Judi Luther (CT), Region I * Kathy Catanzaro (RI), Region I Dianne Guy (MD), Region III * Virginia Robinson (DC), Region III Denise Beckwith (GA), Region IV* Dianne Spears (MS), Region IV Sherry Anderson (WI), Region V * Doug Hopper (OH), Region V Annette Rendon (IL), Region V Lisa Russell (IN), Region V Luanna Avilucea (NM), Region VI * Becky Buchanan (NE), Region VII * Amber Fink (MO), Region VII William Dupaix (UT), Region VIII Miryam Valenzuela (AZ), Region IX * Scott Kennedy (NV), Region IX Leah Reeder (ID), Region X Guests: Vernell Johnson (DC) Marissa Montalvo (DC) LeJuan Strickland (DC) Marjorie Detres-Torres (DC) Vera Orlando (DC) Christian Summers (FL) Cynthia Lucas (MD) Liaison: Amanda Gohl (Xerox) Martha Stephens (Xerox) Stephanie Garcia, U.S. Department of Labor Jagruti Patel, U.S. Department of Labor Corey Pitts, U.S. Department of Labor Jeffery Haluska, U.S. Department of Labor Mark Miko, Service Canada, via telephone Julie Squire, NASWA Hillary Hewko, NASWA * denotes Regional Representatives 1

2 The IB Subcommittee Regional Representatives and Alternates for the 2014/2015 Association year are: NASWA Region I - (CT, MA, ME, NH, RI, VT) Regional Representative: Judi Luther (CT) Alternate: Kathy Catanzaro (RI) NASWA Region II - (NY, NJ, PR, VI) Regional Representative: Vacant [Note: Region I will cover this region for now.] No Alternate NASWA Region III - (DE, MD, PA, VA, WV, DC) Regional Representative: Dianne Guy (MD) Alternate: Nancy Epling (WV) NASWA Region IV - (AL, FL, GA, KY, MS, NC, SC, TN) Regional Representative: Denise Beckwith (GA) Alternate: Dianne Spears (MS) NASWA Region V - (IL, IN, MI, MN, OH, WI) Regional Representative: Sherry Anderson (WI) Alternate: Doug Hopper (OH) NASWA Region VI - (AR, LA, NM, OK, TX) Regional Representative: Luanna Avilucea (NM) Alternate: Diana Harris (TX) NASWA Region VII - (IA, KS, MO, NE) Regional Representative: Becky Buchanan (NE) Alternate: Amber Fink (MO) NASWA Region VIII - (CO, MT, ND, SD, UT, WY) Regional Representative: Carol Filcher (MT) Alternate: William Dupaix (UT) NASWA Region IX - (AZ, CA, HI, NV) Regional Representative: Miryam Valenzuela (AZ) Alternate: Scott Kennedy (NV) NASWA Region X - (AK, ID, OR, WA) Regional Representative: Emilie Armstrong (OR) Alternate: Leah Reeder (ID) 2

3 Tuesday, May 12, 2015 Welcome and Introductions Andy Baldwin (AZ), Unemployment Insurance (UI) IB Subcommittee Chair, called the Subcommittee meeting to order and welcomed members to the second Subcommittee meeting for the 2014/2015 NASWA Association year. Members and guests around the table introduced themselves. Dennis Morton, Unemployment Insurance Director in Maryland, welcomed the group to Maryland and shared information about nearby restaurants and attractions. Dianne Carpenter, Vice-Chair, also welcomed the group. After introductions, Julie Squire, NASWA Policy Director, reviewed the meeting materials. Service Canada Update Mark Miko, Program and Project Manager, Employment Insurance Operational Processes and Procedures, Service Canada, gave an update on Canada s unemployment insurance system. Mr. Miko updated the Committee on two proposed budget measures pending in Canada: 1. Compassionate care benefit clients family members take time off to take care for a gravely ill family members currently 6 weeks; might be increased to 26 weeks for someone who may pass away within 52 weeks. 2. Earnings impacting benefits; Working While on Claim (WWC) is a pilot project that is set to expire on August 1, The budget proposal seeks to extend the WCC project for an additional year. Under WCC, if earnings are equal to or less than 90% of your weekly earnings that were used to calculate your benefit rate, your benefits will be reduced at a rate of 50% of your earnings each week. Any earnings that exceed this 90% threshold will be deducted dollar for dollar from benefits. It is thought that this policy encourages employment. 3. Full time work under Canada s unemployment insurance system equals 35 hours a week. Less than 35 hours a week is part-time. Individuals who work 35 hours or more a week are not payable. 4. During the summer, Canada typically experiences a sharp increase in claims filed. The Subcommittee had no concerns to discuss with Mr. Miko and Chair Baldwin thanked him for the update. 3

4 USDOL Updates Because of the proximity to DC, four representatives from the United States Department of Labor were able to attend the meeting in person. Three USDOL representatives gave updates. Stephanie Garcia reviewed the new reengineering approach USDOL will pilot for benefits. States are encouraged to review TEN 8-14, Reengineering Unemployment Insurance (UI) Benefit Program Accountability. To test the approach, USDOL will soon be seeking volunteer states. Based upon the TPS model, the idea is that states will conduct self-assessments in benefit programs. Funding will be available for a full time equivalent staff member to conduct the assessments. USDOL is also planning to involve state experts when assisting at-risk states. USDOL continues to work on the UCFE Automation Project. The proposal to place the current forms on-line are with the Office of Budget and Management. In addition to the TEN mentioned above relating to the benefits reengineering initiative, USDOL has issued two other TENs of note: TEN 28-14, Pre-Implementation Planning Checklist for UI IT Modernization; and TEN 30-14, Release and Availability of Comparison of State UI Laws Recent UIPLs are: UIPL 11-15, Procedures for Completing and Publishing UI Benefit Accuracy Measurement (BAM) Data for Improper Payment Information Act (IPIA) Reporting Year 2015; UIPL 12-15, Guidelines for FY 15 State UI Resource Allocations, Supplemental Budget Requests and Above-Base Funding; UIPL 13-15, UI Reemployment Services and Eligibility Assessment Grants; and UIPL 14-15, Minimum DUA WBA. Upcoming guidance will include a UIPL on merit staffing requirements, a TEN reviewing state responsibilities for ensuring access to unemployment insurance benefits, a TEN about the intent to release state level detail of advance claims in a weekly claims news release, SQSP planning guidance, additional guidance on the use of debit cards, and supplemental funding opportunities. Ms. Garcia highlighted upcoming training opportunities, including a BAM supervisor training on June in Washington, D.C., and the National Association of Unemployment Appellate Professionals on June 23-26, also in Washington, D.C. Corey Pitts is the contact at USDOL for Interstate Benefits and Combined Wage Claims. Mr. Pitts reviewed specific questions and answers from the Subcommittee. An IB/CWC UIPL about adjudication will be issued in the near future. Specific issues involving Delaware were discussed; Delaware is now accepting remote initial claims except for UCX and UCFE. Mr. Pitts is working 4

5 on two issues with California an EB charge discrepancy with Kentucky and a challenge with the verification of name with IB 4 wage requests. Mr. Pitts appreciates the Policy Group s work on the 399 Handbook. Mr. Pitts is also working on an update of the ETA Handbook 392. Jeffery Haluska focused on UCFE and UCX programs. Mr. Haluska reviewed questions from the 2014 UI IB Training Conference including the following topics: federal furloughs from the 2013 shutdown; duty station for UCFE claims and other matters covered in his slides. Regarding duty station, states are to rely on the duty station listed in the SF-50 form; an affidavit can be used if the claimant disagrees. A discussion ensued about the need to inform federal agencies about the UCFE program. States are no longer expected to perform Federal Agency visits, but they are encouraged. States may also contact federal employers through other methods. Mr. Haluska provided an update on UCFE. For FIC/Destination changes/requests, states should contact Cindy Le of the OUI National Office at Le.Cindy@dol.gov or (202) Ms. Le is responsible for the UCFE/UCX billing and distributes cost for the TRA/RTAA benefits. Mr. Haluska is available to assist if there are errors regarding the SF-50 with FEMA. Mr. Haluska meets monthly with the military branches. States are encouraged to reach out to Mr. Haluska for any UCX issue. Mr. Haluska can escalate the issue in the monthly UCX meetings if necessary. The slides presented by the USDOL representatives are available on the NASWA website under the Subcommittee s pages. UI Interstate Connection Network Update Amanda Gohl gave an update concerning the UI Interstate Connection Network (UI ICON). The UI ICON applications, current network, and support staff information slides were reviewed and discussed. The presentation included: California has not used UImail. California has requested enhancement to the current UImail application to include workflow capability. A discussion ensued. Stephanie Garcia indicated that she would be meeting with California soon, and she could raise the issue of UImail. Ms. Gohl agreed to work with Ms. Garcia to provide data on the challenges posed when California does not participate in the UImail application. The Data Dictionary Workgroup has been established: Dianne Guy (MD), Diana Harris (TX), Sherry Anderson (WI), Luanna Avilucea (NM), Denise Beckwith (GA), Judi Luther (CT) and Miryam Valenzuela (AZ) have agreed to participate. The members represent a combination of individuals from both the Policy and the Technology Workgroups. The validation of the data fields is necessary as states are modernizing. The group will be meeting separately on day two of this meeting at 8:30 a.m. 5

6 There is a need for UI-ICON programmer staffing. Many states have issues getting changes made to ICON applications. The members of the Subcommittee agreed that states would benefit from having assistance from either a central resource pool of ICON programmers or funding for state programming time dedicated to ICON. The Subcommittee agreed to ask the UI Committee for approval to send a letter to USDOL to ask for additional state funding for ICON programming. After a break for lunch, Ms. Gohl resumed the presentation. The following items were discussed: Ms. Gohl reviewed the 2015 UI-ICON training schedule. The Subcommittee discussed the Interstate Business Continuity and Support Agreement. Currently, 26 states are enrolled in the IB-1 BC effort (AL, AZ, CA, CT, CO, GA, HI, LA, MD, ME, MN, MO, MS, MT, NE, NM, NV, OR, PA, RI, TX, UT, WA, WI, WV, and WY) as IB1 BC members. Ms. Gohl will be reaching out to verify the points of contact for the BC Agreement. It was agreed that Julie Squire would write a letter on behalf of the Chair and Vice-Chair to encourage the participation of other states. New applications and enhancements were reviewed. o IB 8606 Web Application 44 states send a claim/overpayment file in April. The second release of enhancements took place in April. Maine has not yet signed the IRORA Agreement. The following states have not completed their payment profile information: CA, ME, WA, VA and LA. A discussion was held about pursuing the ability to make payments electronically. Brian Langley had previously conducted research on this topic, and Julie Squire will follow up with him and report back to the Subcommittee. o IB 14 Web Application The IB 14 Workgroup has recommendations; these will be distributed to the Subcommittee for a vote at the July meeting. o CWC Web Application - States are now using the CWC website to notify a Transferring State (that does chargeback employers) when one of their employers has been determined to be non-compliant and has caused an overpayment on a CWC claim. o Military State Data Exchange System (MSDES) available for claims and billing; 28 states successfully uploaded 1 st quarter 2015 MSDEB (billing). Traffic reports for MSDES are distributed monthly to the IPC s and FPC s. Ms. Gohl s powerpoint presentation is available on the NASWA website under the Subcommittee s pages, and include additional review of modernization and security issues. NASWA Update Julie Squire, NASWA Policy Director and lead staff contact for the Subcommittee, provided a NASWA update. Ms. Squire described the process NASWA has initiated to collect state member comments on the proposed WIOA regulations. A brief discussion on WIOA ensued, along with a discussion about pending legislation to add an occupational code filed to the wage record files. Ms. Squire sought feedback from the Subcommittee members about the best ways to share information and resources with members. At one point the Subcommittee utilized a sharepoint 6

7 site, and Ms. Squire will work with members of the Subcommittee, including Scott Kennedy and others, to determine improved ways for the Subcommittee members to share information. Approval of the March IB Subcommittee Meeting Minutes The Subcommittee reviewed the draft minutes taken at the March meeting in Portland, Oregon. Martha Stephens and Judi Luther had suggested changes. The Committee voted to approve the minutes with the suggested changes. The minutes will be posted to the NASWA website. National IB Training Conference Significant time was allocated to planning the 2016 National IB Training Conference. The group voted to ask the UI Committee to approve a conference in Arizona either Phoenix or Tucson during the time usually spent on a regular IB Subcommittee Meeting. The group reviewed the quarterly question responses from the regions, which solicited topics for the conference. The group created a list of proposed topics. Ms. Squire will circulate this list and will ask for additional suggestions. NASWA will then send out a survey in order for the Subcommittee to rank the proposed topics. After the topics are selected, individual subcommittee members can volunteer to organize and/or moderate plenary sessions and workshops. Five-Year Vision Document The Subcommittee voted to approve the Five-Year Vision Document. A copy will be posted on the NASWA website under Subcommittee resources. The Subcommittee voted to recess for the day at 5:00 p.m. Day 2 May 13, 2015 Workgroup meetings IB Subcommittee s workgroups met for most of remaining meeting time in work sessions. The two workgroups for the 2014/2015-year are Technology and Policy & Training. IB Subcommittee s Workgroups Policy & Training Workgroup: Scott Kennedy, NV, Co-Chair Miryam Valenzuela, AZ, Co-Chair Kathy Catanzaro, RI Shemaj Ragin, NJ Dianne Guy, MD Monnikka Madison, DC Ben Bakas, FL Dianne Spears, MS Rodney Lovett, NC Joan Essex, IN Dawn Williams, SD Christine Bohannon, KS Diana Harris, TX Emilie Armstrong, OR Sabrina Reed, CA Mark Miko, Service Canada 7

8 Technology Workgroup: Judi Luther, CT, Co-Chair Denise Beckwith, GA, Co-Chair Debbie Thacker, VA Nancy Epling, WV Sherry Anderson, WI Katie Houghlin, KY Luanna Avilucea, NM Doug Hopper, OH Annette Rendon, IL Maria Calderon, IL Becky Buchanan, NE Kristi Wang, CO Carol Filcher, MT William Dupaix, UT Leah Reeder, ID Amanda Gohl, Xerox Martha Stephens, Xerox Data Definition Workgroup: Dianne Guy,MD Judi Luther, CT Denise Beckwith, GA Sherry Anderson, WI Luanna Avilucea, NM Sherry Anderson, WI Miryam Valenzuela, AZ Amanda Gohl, Xerox Martha Stephens, Xerox Floating Members: Andy Baldwin, AZ, IB Subcommittee Chair Dianne Carpenter, NH, IB Subcommittee Vice-Chair NASWA Staff The Data Definitions Workgroup met separately from approximately 8:30 a.m. to 9:30 a.m. to organize the work of the group. It was decided that the group would focus on the IBIQ at first, and that the group would review the user guide. Ms. Squire will set up a conference call so that the group can further organize the work. Technology Workgroup Report Judi Luther (CT) and Denise Beckwith (GA) are the co-chairs of the Technology Workgroup. The update included: The group reviewed and updated the IB14 web application requirements document. This will be sent to the Technology workgroup for final review. Once accepted, it will be sent to the rest of the Subcommittee for review and sign off. Worked on the types of claims to be reviewed with the states IBIQ review. Workgroup started to review of IBIQ application and update the checklist to be used by members for the IBIQ review. During this review, there were areas identified in question and will be referred to Data Dictionary group for discussion. The first IBIQ screen, Inquiry claim information, was completed. 8

9 Policy & Training (P&T) Workgroup Report Scott Kennedy (NV) and Miryam Valenzuela (AZ) are co-chairs of the P&T Workgroup. The update included: The group reviewed and updated the 399 Handbook. The review will continue at the next meeting in Chicago. The workgroup is focusing on the issue of stranger wages and will be sending out different scenarios to question the states on how the situations are handled. Regional Reports The Regional Reports can be found as an attachment to these meeting minutes. Some states answered only the quarterly question and others responded to the normal questions. The Subcommittee discussed the particular state comments that were not related to training conference planning. Xerox will follow up on some of the specific questions raised. Next Quarterly Question The Subcommittee decided to determine the next Quarterly Question during the conference call on June 11. Next Meeting and Adjournment The Subcommittee s remaining calendar in-person and telephone meetings are: Thursday, June 11, 2015, at 11:00 a.m. Eastern time is a tele-meeting; July 7-8, 2015, in Chicago, Illinois is an in-person meeting; Thursday, September 10, 2015, at 1:00 p.m. Eastern time is a tele-meeting; and Thursday, December 10, 2015, at 11:00 a.m. Eastern time is a tele-meeting. Ms. Squire will send the teleconference call-in information at the appropriate time. Chair Baldwin thanked the Subcommittee members for a productive meeting and adjourned the meeting at 5:00 p.m. on May 13, Any shareable PowerPoint presentations will be added to the NASWA UI IB Subcommittee page under the Meeting Minutes & Presentations section. 9

10 Attachment NASWA UI Interstate Benefits Subcommittee Question for 5/12/15 5/13/15 Meeting What training or plenary topics would you like to have covered at the next National IB/CWC/UCX/UCFE national conference? NASWA Region I - (CT, MA, ME, NH, RI, VT) Regional Representative: Judi Luther (CT) Alternate: Kathy Catanzaro (RI) State: CT Name: Judi Luther 1. What s currently happening in your state that impacts federal or interstate benefit programs? Nothing at this time 2. Do you have any current or future projects that will affect federal or interstate benefit programs. Close to testing with MSDES for billing. 3. Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? Not at this time 4. Is your state experiencing any problems with any current ICON applications? If so, explain the problem. None at this time 5. Do you have any questions, concerns or suggestions regarding interstate or federal programs? Not at this time Quarterly question: What training or plenary topics would you like to have covered at the next National IB/CWC/UCX/UCFE national conference? Combined Wage paying state and transfer state involving military, federal or joint claims. 10

11 State: MA Name: Debbie Showalter 1. What s currently happening in your state that impacts federal or interstate benefit programs? We are in the final stages of the MSDES project. We should be all set to upload next quarterly UCX billing. 2. Do you have any current or future projects that will affect federal or interstate benefit programs. Continuing to work on MSDES project as mentioned above. 3. Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? Not at this time 4. Is your state experiencing any problems with any current ICON applications? If so, explain the problem. None at this time 5. Do you have any questions, concerns or suggestions regarding interstate or federal programs? Not at this time State: ME Name: Lynn Wentworth 1. What s currently happening in your state that impacts federal or interstate benefit programs? Maine is in it s final stages of the consortium which should be implemented in the late Spring of Do you have any current or future projects that will affect federal or interstate benefit programs. The consortium in the Spring of Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? 4. Is your state experiencing any problems with any current ICON applications? No If so, explain the problem. 5. Do you have any questions, concerns or suggestions regarding interstate or federal programs? No Quarterly question: What training or plenary topics would you like to have covered at the next National IB/CWC/UCX/UCFE national conference? 11

12 1. I recently discovered that WA had a CWC calculator program that makes it easier to provide CWC options to claimants. In Maine this is a manual process that takes time to calculate. We recently asked WA to add us to their program, which they are going to do. Not all states are listed in the current program, but it would be great if they were. What a great tool to have. 2. There seems to be some differences in the way each state looks at the localization rule. Sometimes this causes problems for the claimant and they feel left out in the cold. Communication with other states is essential when a decision has been rendered to remove the wages from the database. Usually in the wage investigation process the pay state determines which state the wages should be reported to, and should pass along that information to the IPC so that state can follow up. State: Rhode Island Name Kathy Catanzaro Nothing new to report State: VT Michele Davis 1. What s currently happening in your state that impacts federal or interstate benefit programs? NO 2. Do you have any current or future projects that will affect federal or interstate benefit programs Working in consorsium with MD and WV 3. Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? See #2 Just at bid stage 4. Is your state experiencing any problems with any current ICON applications? If so, explain the problem. NO 5. Do you have any questions, concerns or suggestions regarding interstate or federal programs? NO Quarterly question: What training or plenary topics would you like to have covered at the next National IB/CWC/UCX/UCFE national conference? IB6 incoming and outgoing discrepancies for billing Go over process when transferring UCX and UCFE wages to another state. 12

13 NASWA Region II - (NY, NJ, PR) - NOTE: Region 1 covering Region 2 Note: VI currently is not a NASWA state member Regional Representative: VACANT No Alternate State: New Jersey Name: Brian Nimchuk 1. What s currently happening in your state that impacts federal or interstate benefit programs? NJ is currently is in the process of modernizing all of our UI claims and ICON systems in a consortium with the State of NY. NY and NJ are having daily/weekly meetings regarding system requirements. 2. Do you have any current or future projects that will affect federal or interstate benefit programs? Again NJ is currently is in the process of modernizing all our UI claims and ICON systems in a consortium with the State of NY. 3. Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? Modernizing the entire system, tax system, ICON, and claims intake. 4. Is your state experiencing any problems with any current ICON applications? If so, explain the problem. Not with the applications themselves. Issues are with other states not being able to handle the NJ, MA and VT ABY 2 base period request as well as the overall lack of timeliness with IB4 wages transfers and subsequent IB5(s) since states have modernized their respective systems. Certain states do not appear to be checking IB5 base period ending dates when processing iib5s that return wages causing extra work. I.E. If NJ request base period ending 12/31/14 and Texas transfers NJ the wages. An IB5 goes out for the NJ system returning wages for base period ending 9/30/14, Texas would mark the wages as returned in their system even though it does not match the latest IB4 response. Then I have to request for the wages again for Texas for their system to work correctly. I should not have to do that, which is why CWC wages are transferred based on SSN, effective date and base period ending date. 5. Do you have any questions, concerns or suggestions regarding interstate or federal programs? No interfaces with UI-ICON.org which to me would all those applications so much better. It is helpful now but it would be even better if the information could be interfaced instead of manually entered which takes time. Concern - Complete over use of the WIC2 application. Prior to EUC hardly anyone knew what a WIC screen was; now a lot of states want WIC screens posted for 13

14 everything. WICs should be posted for withdrawn claims, invalid claims and for other claims with issues pertaining to claim back dating. Quarterly Question: What training or plenary topics would you like to have covered at the next National IB/CWC/UCX/UCFE national conference? 1. The new discussion regarding the one IB4 request for all wages in the last 18 months and two page IB5 idea from that was being developed by XEROX. 2. The handling / processing of the CWC forms in states with modernized systems (IB4 and IB5). 3. Setting a standard in the IRORA agreement as to how old of a refund can be reimbursed by the other state agency. Right now each state goes by their own in state laws but it would be nice if a standard was set, say 3 years from the original determination date or something like that. 4. A potential UI-ICON.org application to assist with determining and transmit data for Wage Jurisdiction issues. State: NY Name: Lorraine 1. What s currently happening in your state that impacts federal or interstate benefit programs? Nothing 2. Do you have any current or future projects that will affect federal or interstate benefit programs No 3. Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? No 4. Is your state experiencing any problems with any current ICON applications? None if so, explain the problem. 5. Do you have any questions, concerns or suggestions regarding interstate or federal programs? When are the new handbooks for UCFE/UCX coming out? I would like a training session on Jurisdiction of Wages. Plenary Topic: Consortium Multiple states building a common system. State: PR Name: Rosynell Serrano-Peña 14

15 What s currently happening in your state that impacts federal or interstate benefit programs? BPC unit fully implemented Barts And Recover programs 1. Do you have any current or future projects that will affect federal or interstate benefit programs PR submitted small budget request to to run MSDES, for a fully automated billing and claims process. 2. Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? Yes, Fraud Unit launched BARTS and Recover on 2015/1 to detected early overpayments and improve collections efforts. 3. Is your state experiencing any problems with any current ICON applications? If so, explain the problem. Yes, we had problems with Ib-4 request sent to Florida and Massachusetts; they don t receive our requests. (some are an issue) 4. Do you have any questions, concerns or suggestions regarding interstate or federal programs? No NASWA Region III - (DE, MD, PA, VA, WV, DC) Regional Representative: Dianne Guy (MD) Alternate: Nancy Epling (WV) VA: Revisit issue of UCFE and the subsequent employment of pay state. Check out tax issues at least between region/border states with duplicate wages or taxes paid one place and work performed in another. Note: maybe have a meeting with tax and UI together so IPCs stop getting caught in the middle and cut down on all the overpayments and backdates. Would like to address the issue of better communication between states concerning IB6 bills going out. PA: CWC 02-12: Clarification on how other states implement this. WV: Basic IB$, IB%, UCX, & UCFE processes as those are good for new staff. 15

16 If we could break into smaller sessions, an IPC or FPC basic training covering their responsibilities. How states are handling the situation where wages show on ICON in another state, the name matches, but the claimant states he/she did not work in the other state. With identity theft a problem that is not going away anytime soon, this might be helpful. NASWA Region IV - (AL, FL, GA, KY, MS, NC, SC, TN) Regional Representative: Denise Beckwith (GA) Alternate: Dianne Spears (MS) ALABAMA Cicely Bennette/CWC Unit 1. What s currently happening in your state that impacts federal or interstate benefit programs? Alabama was entertaining modernizing to Idaho s model however, we have learned that we do not have the funds to take on such a great task at this time. Therefore, we will continue to operate on mainframe. 2. Do you have any current or future projects that will affect federal or interstate benefit programs? The Federal Program Unit is currently in the process of creating electronic Ben8FE s and Ben8FEA s. 3. Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? Our IT department is currently working on implementing a crossmatch system to run quarterly through ICON. 4. Is your state experiencing any problems with any current ICON applications? If so, explain the problem. Alabama is still unable to flag our state s wages in the ICON system when a claimant has attempted to file a claim in Alabama then elects to cancel to file in another state. 5. Do you have any questions, concerns or suggestions regarding interstate or federal programs? NA 16

17 Quarterly question: What training or plenary topics would you like to have covered at the next National IB/CWC/UCX/UCFE national conference? We would like to receive additional information on reference to employer non-relief of charges (CW02-12). We would also like to receive additional information on the use of the electronic IB14 procedures when implemented. FLORIDA Regina Smith/IPC 6. What s currently happening in your state that impacts federal or interstate benefit programs? We are currently working on fixing all our system defects relating to federal and interstate programs. We have made great strides over the last few months and are hoping to have all of our major issues resolved by the end of 2 nd quarter Do you have any current or future projects that will affect federal or interstate benefit programs? We are in the process of reviewing our CWC Choice Letter process since we went live with our new system in October If we uncover some substantial issues with our process, we may be reaching out to other states to ask for assistance in getting our issues resolved. 8. Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? Not at the moment, as we are currently working towards getting our existing system to work more efficiently. 9. Is your state experiencing any problems with any current ICON applications? If so, explain the problem. We are currently experiencing problems with our ICON interface (IB5 s without dispositions, wages marked incorrectly, etc.) but we are working towards resolution of those issues currently. 10. Do you have any questions, concerns or suggestions regarding interstate or federal programs? N/A Quarterly question: What training or plenary topics would you like to have covered at the next National IB/CWC/UCX/UCFE national conference? No response to the question 17

18 GEORGIA Pamela Hill-Wright/IPC 1. What s currently happening in your state that impacts federal or interstate benefit programs? Georgia has noticed an increase where states are indicating they have returned Military wages, which they initially took ownership of. However, those states are not issuing type 4 responses when returning the wages but are issuing a type Do you have any current or future projects that will affect federal or interstate benefit programs? Georgia is currently part of the Southeastern Consortium for Unemployment Benefits Integration (SCUBI) project. This project is to modernize the entire UI Benefits system to include ICON transactions. Currently the new system will be implemented by the end of Are there any new application(s) pertaining to the interstate or federal programs that your state is working on? Not at this time 4. Is your state experiencing any problems with any current ICON applications? If so, explain the problem. Georgia is still experiencing problems with Florida s system. Currently when Florida transmits an IB5, there is no response identifier showing in Georgia s system as to whether or not Florida is returning the wages or keeping the wages, even though Florida has indicated one was identified. 5. Do you have any questions, concerns or suggestions regarding interstate or federal programs? Not at this time Quarterly question: What training or plenary topics would you like to have covered at the next National IB/CWC/UCX/UCFE national conference? No topics identified at this time. KENTUCKY Eric Pettway/IPC No Response Received 18

19 NASWA Region V - (IL, IN, MI, MN, OH, WI) Regional Representative: Sherry Anderson (WI) Alternate: Doug Hopper (OH) WI I would like to see the Military Liaison panel again. I loved the interaction we had with them at the last conference. It's always good to get an update from them. MN IB-14 resulting from a wage investigation that determined that wages were reported to incorrect state. If the employer does not make the change to the wages, (either removing or adding) then the claimant may not have their full wages on their claim. There are many states that will not make the wage correction. IE: all wages reported to one state, wage investigation determines that one of the quarter s wages should be in MN, the wages from that quarter need to be removed from the original state before we can request the balance of the wages. What is the state s responsibility. IN What is Canada s role in combined wage claims? Handbook 399 mentions that Canada does not participate as a paying state. What does it look like to become the paying state when Canada is involved? What would cause an IB5 to show 100% liability in one state even though multiple states wages had been used to determine the MBA? How is this impacted by seasonal, school, and UCX wage use in the paying state? General information regarding professional, seasonal, school, UCX, and UCFE wage use in combined wage claims would be appreciated as well. Based on Handbook 399, Anytime wages are unavailable for transfer as a result of a nonmonetary determination, the determination must have been issued prior to the receipt of the request for transfer of wages. We may be notified of Gross Misconduct by an employer after the wages have already been transferred. If a GM decision is applied, wages will be cancelled and an amended IB4 response will be sent. Since this is after the request for transfer of wages, will the paying state be obligated to honor the amended IB4. Another section of 399 mentions that the transferring State may not request the return of the erroneously transferred wages, nor may it demand a redetermination based on the corrected amount. Does this indicate that each state determines whether to accept the amended IB4 and use it to redetermine the monetary? What is the common practice? 19

20 More information on SID and its relationship with IBIQ. This was from Kyle, so some of it might just be policy issues. MI IRORA, IB8606, MSDES, Interstate/CWC Integrity Efforts, IB4/IB5, IB6 OH NASWA Region VI - (AR, LA, NM, OK, TX) Regional Representative: Luanna Avilucea (NM) Alternate: Diana Harris (TX) Texas To add my two cents, and as you and I discussed, I think having a plenary session with the whole group to start and end would be good with breakout sessions in between. This will afford the participants to choose what they are interested in hearing about versus having to listen in to topics that may not be actively involved in (for example, some participants are not IPC/FPC staff members). I also think if they brought in the military personnel that could be a break out session too with them just answering questions from participants. A breakout about ICON and the use of all the applications would be good also. And breakouts with any specific topics states may want to know about that another state has been successful in or implemented (like we did last year with the Utah, GA and TX talking about how we automated the interstate work search verification) Tips for New IPC/FPC LADT-How to understand and effectively utilize the LADT report. Interstate Claims taking and Automation Integrity more discussion on handling fraud schemes, ID theft Oklahoma From what I am hearing from other IPCs, there are a lot of new IPCs and Backup IPCs that could use an overview of all the UI Special Programs and the systems that we use to communicate with each other. 20

21 Back to Basic kind of training! Louisiana I would say that basic UCX, and UCFE training adjudication. New Mexico IB6 processing IB14 processing Military- State Data Exchange System, (MSDES) NASWA Region VII - (IA, KS, MO, NE) Regional Representative: Becky Buchanan (NE) Alternate: Amber Fink (MO) NEBRASKA Training on UCFE FEMA claims with real world examples where the SF50 or 931 does not match the claimant s work history. Perhaps a discussion of the interesting ways TALX/Equifax completes the 931 (state of residence no matter what) and how a state can handle that since we should be looking for last duty station. A discussion on current USDOL instruction on using the controlling office for last duty station, when nothing else makes sense (obviously incorrect SF50 s, 931 s). When to send a 934 when faced with these FEMA situations. Perhaps a workflow chart would be helpful. KANSAS I would love more training around how to handle IB-14s and wages in other states. For instance, we will find that wages are reportable to Kansas but the same wages are reported in Missouri. We send our investigation results to Missouri; however, they will not remove the wages from their system. They feel it is the responsibility of the employer to correct their quarterly wage report. I totally agree with this but if the claimant has other wages from Missouri that should be transferred to Kansas; we will not use any of the wages because all of the wages (including the duplicate) wages have been transferred to Kansas. We do not want to set up monetary entitlement knowing that the claimant is being overpaid benefits. Is it possible to use the wages excluding the duplicate wages? 21

22 Federal claims just review the regulations surrounding federal claims. FEMA claims. If the claimant lives outside the United States when filing their claim, we cannot assign federal wages. Back to the basics really. NASWA Region VIII - (CO, MT, ND, SD, UT, WY) Regional Representative: Carol Filcher (MT) Alternate: William Dupaix (UT) More detailed IB6. IB14 - if the new IB14 site is up and running by then, training on that, and not just how to use it, but maybe what states obligations are? For instance do states have to issue a determination to the claimant if wages are not reportable or covered. I know they are, but many states do not know or do not comply. And not just stating the requirement in a training power point, but maybe if people know where to find the requirement, are more inclined to follow the regs. So provide the CFR or Handbook citations. Handbooks - Where to find information. NASWA/USDOL sites how to use better. Training on finding regulations and information; resolutions between states, but from a front line worker perspective. UI Modernization lessons learned New ICON applications demonstration if any Fraudulent claims update on FL scheme and prevention best practices Problem solving of IB4, IB5 and IB6 issues What other states have been doing to modernize and automate processing of CWC, UCX and UCFE claims. NASWA Region IX - (AZ, CA, HI, NV) 22

23 Regional Representative: Miryam Valenzuela (AZ) Alternate: Scott Kennedy (NV) Arizona: The suggestion I received from Arizona s CWC, IRORA, and FPC groups are regarding Integrity and Fraud. It may be good to have the basic trainings such as CWC-0212, IPC/FPC, UCX/UCFE, IB6, and IRORA/8606 since many states have new IPCs/FPCs. NASWA Region X - (AK, ID, OR, WA) Regional Representative: Emilie Armstrong (OR) Alternate: Leah Reeder (ID) Oregon: CWC-Discussion on how states that fully automate the online IC process handle the issue of giving claimant options (Utah's online claim gives claimant's links to other state's websites and then makes claimants make a choice but does not provide actual filing options). In addition we are obligated to provide disqualification information such as notifying a claimant if states adjudicate all base year employers vs only adjudicating the most recent employer. How do you inform claimants when your initial claim process is not touched by staff. Idaho: CWC This may sound crazy- what about a speaker who has been effective working with programmers during modernization and tips to effectively get what you want. Not best practices- but how to convince your programmers to accommodate the best practices. Maybe best project management practices or examples of what it took to finally get through to the IT team. Similar to the frustration we had during the meeting that we can set parameters, but ultimately it takes the programmers cooperation. UCX Nothing currently UCFE Training on type 1 and 2 including scenarios. 23