PROCESS UNEMPLOYMENT DOCUMENTATION Description: Complete and submit documentation for unemployment requests. This request will come from the Department of Labor (DOL) and will be in the form of a Statement of Potential Charges. This statement can be completed via paper form or through the online Employer Dashboard. All requests must be completed and received by the DOL within 15 days of the mail date / communication date of the request. Table of Contents Step 1. TCAT HR Representative Receives the Statement of Potential Charges... 2 A. Receive Statement of Potential Charges via Mail... 2 B. Register Online with the DOL to Receive Electronic Notifications... 2 C. Receive Electronic Request for Statement of Charges... 4 Step 2. TCAT HR Representative Completes the Statement of Potential Charges... 5 A. PEAEMPL... 5 B. NBAJOBS... 7 C. PEIETOT... 11 D. Submit the Statement of Potential Charges... 13 Step 3. Service Center Receives Confirmation Request from DOL and Makes Payment... 13 Service Center Training Process Unemployment Documentation Page 1 of 13
Step 1. TCAT HR Representative Receives the Statement of Potential Charges A. Receive Statement of Potential Charges via Mail 1. Receive the Statement of Potential Charges via mail from the Department of Labor (DOL) 2. Check the date the document was mailed, you have 15 days from this date for the DOL to receive your response 3. Go to Step 2 for instructions on completing the document NOTE: This document must be received at the DOL within 15 days of the mail date. As this process is time sensitive, it is recommended that you register for an online account with the DOL see Step 1B. B. Register Online with the DOL to Receive Electronic Notifications The Statement of Potential Change must be received at the DOL within 15 days of the mail date of the notice. If the DOL does not receive a response from you within this time, an eligibility determination will be made based upon available information and your account will be charged accordingly. As such, the DOL recommends receiving and submitting documentation through the Employer Dashboard at JOBS4TN.GOV. To register please follow the instructions below. Keep in mind that registering online is not mandatory, but is the fastest and most efficient way to process this documentation. 1. Go to JOBS4TN.GOV 2. Click Register to create an Employer User Account 3. Select the Direct Representative of your Organization radio button on the Representative Type page Service Center Training Process Unemployment Documentation Page 2 of 13
4. Select the Unemployment Benefits Services checkbox on the Functionality page 5. Click Continue Registration 6. When the acknowledgement statement populates, click the checkbox to confirm acknowledgement of your request 7. Click Continue Registration 8. Complete the Employer Identification screen a. Enter your Federal Employer ID Number (EIN) / Federal Tax ID b. Enter your UI Employer Account Number from a received Statement of Potential Charges Service Center Training Process Unemployment Documentation Page 3 of 13
9. Click Continue 10. Once you have completed the registration you will receive a validation message from the site. This takes approximately 3 business days. C. Receive Electronic Request for Statement of Charges Once you have registered you will receive an email notification when a Statement of Potential Charges is requested. You will process all requests online through the Employer Dashboard. 1. Receive email notification of Statement of Potential Charges request 2. Log on to JOBS4TN.GOV 3. The Employer Dashboard will populate 4. Click Unemployment Services on the navigation menu to the left 5. The Unemployment Services screen will populate 6. Click Notice of Separation to complete the Statement of Potential Charges Service Center Training Process Unemployment Documentation Page 4 of 13
Step 2. TCAT HR Representative Completes the Statement of Potential Charges The Statement of Potential Charges will request information regarding an employee s previous employment dates, job title, and compensation. Utilize the Banner screens highlighted in this section to complete the form. A. PEAEMPL The Employee Page (PEAEMPL) provides information about an employee s terms of employment. Use this page to look up the dates of employment for the Statement of Potential Charges. 1. Go to the PEAEMPL screen 2. Enter the ID in the ID field or click the ID search icon to select an employee from the Person Search Page (SOAIDEN) a. Select List for Person (SOAIDEN) from the Option List 3. Select a query field (ID, Last Name, First Name, etc.) 4. Enter the search criteria and click Go a. Ensure that you have selected Case Insensitive Query at the bottom of the screen Service Center Training Process Unemployment Documentation Page 5 of 13
5. Select the correct name from the search results 6. Click Go Service Center Training Process Unemployment Documentation Page 6 of 13
7. Go to the Service Dates section of the General Employee tab 8. Enter the Current Hire and Last Work Date onto the Statement of Potential Charges B. NBAJOBS The Employee Jobs Page (NBAJOBS) provides information about the employee s current and past position(s). Use this screen to update the position title and compensation information on the Statement of Potential Charges. 1. Go to the NBAJOBS screen 2. Enter the ID in the ID field or click the ID search icon to select an employee from the Employee Search Page (POIIDEN) a. Select List for Employee (POIIDEN) from the Option List Service Center Training Process Unemployment Documentation Page 7 of 13
b. Select a query field (ID, Last Name, First Name, etc.) c. Enter the search criteria and click Go d. Select the correct name from the search results Service Center Training Process Unemployment Documentation Page 8 of 13
3. Click the Position search icon and select List of Employee s Jobs (NBIJLST) a. Select the correct position from the search results. Then click Select 4. Click Go Service Center Training Process Unemployment Documentation Page 9 of 13
5. Select the Job Detail tab 6. View the Title field and the Compensation section to respond to questions on the Statement of Potential Charges Service Center Training Process Unemployment Documentation Page 10 of 13
C. PEIETOT The Employee Year to Date Totals page (PEIETOT) provides information regarding the employee s hourly, gross, and net earnings by calendar and fiscal year. Utilize this page if year-to-date salary totals are requested. 1. Go to the PEIETOT screen 2. Enter the ID in the ID field or click the ID search icon to select an employee from the Employee Search Page (POIIDEN) a. Select List for Employee (POIIDEN) from the Option List b. Select a query field (ID, Last Name, First Name, etc.) c. Enter the search criteria and click Go Service Center Training Process Unemployment Documentation Page 11 of 13
d. Select the correct name from the search results. Then click Select 3. Enter a year in the Year field 4. Select Calendar or Fiscal year by clicking on the appropriate radio button 5. Click Go Service Center Training Process Unemployment Documentation Page 12 of 13
6. You can review the following fields by month, quarter, or year-to-date: a. Hours worked b. Gross amount c. Net amount D. Submit the Statement of Potential Charges 1. Once you have completed filling out the Statement of Potential Charges either complete the online submission or return the paper form via mail 2. If you completed a paper form, retain a copy for the employee s record Note: The Statement of Potential Charges must be completed within 15 days of the mail date of the notice. Ensure that you leave enough time to complete and send the document. Step 3. Service Center Receives Confirmation Request from DOL and Makes Payment If payment is warranted, the DOL will contact Service Center Payroll for pay information. The payment will be processed by Service Center Accounts Payable. Service Center Training Process Unemployment Documentation Page 13 of 13