Quality-control requests to employer representatives

U.S. Department of Labor
Employment and Training Administration
Washington, D.C. 20210
Classification: UI
Correspondence symbol: TEUQI
Issue date: April 17, 1989
Rescissions: None
Expiration date: April 30, 1990
Directive: UNEMPLOYMENT INSURANCE PROGRAM LETTER NO. 30-89
To: ALL STATE EMPLOYMENT SECURITY AGENCIES
From: DONALD J. KULICK, Administrator for Regional Management
Subject: QC Requests for Wage and Separation Information from Employer Representative Companies

1. Purpose. To provide instructions on the handling of requests for wage and separation information for Quality Control (QC) cases when the information must be obtained from an employer's agent.

2. Reference. ET Handbook No. 395, Benefits Quality Control State Operations Handbook.

3. Background. ET Handbook No. 395 requires that QC State investigators conduct in-person investigations with all prior employers where the employment could affect the claim. The interviewer seeks to verify the reason(s) for separation, base period wages, and earnings for the Key Week under investigation. ET Handbook No. 395 requires that QC investigators make verifications of employment and wages by reviewing source documents and obtaining separation information from the individuals involved. It is sometimes necessary to request another State to perform the QC investigation of company records. (The request form used by state QC units is not to be confused with request forms used in the Interstate Benefit (IB) program.)

   Several State QC units have informed the National Office that they receive numerous requests from other State QC units for verification of information for companies that use employer representative companies, e.g., James E. Frick, Gates-McDonald, or Reed-Roberts and Associates. Problems arise when the investigating State discovers that the employer representative company has only summary payroll information and no separation information and that original or source documents are located in the local or district office of the company where the claimant worked, usually in the requesting State. This method of obtaining information has caused unnecessary legwork and paperwork for the investigating QC unit as well as untimely case completion for the requesting QC unit. The approach outlined below should significantly reduce the number of QC interstate requests, expedite the verifying of wage and separation information, and improve the timeliness of QC case completion.

4. Procedure. Before initiating an out-of-State request, the requesting State should first telephone the employer representative company and ask the contact person to provide the location of the requested information for the employer in question. Most, if not all, employer representative companies have a contact person who can identify the location of the source documents for specific wage records and separation information. If the contact person cannot immediately provide the information, the QC unit should ask the contact person to ascertain the location of the source documents from the employer and provide this information within three working days of the request. If the contact person cannot provide the information within three days, the requesting QC unit should make no further attempts to use the services of the employer representative company; should approach the employer directly for information regarding the source documents; and should follow the regular method of QC investigation.

   Once the location of the records is obtained, the State QC unit can properly determine if an out-of-State request needs to be sent and proceed with their investigation.

   This approach will be incorporated into the forthcoming revision of ET Handbook 395.

5. Action Required. State Administrators should provide this, information to the appropriate SESA staff.

6. Inquiries. Questions should be directed to the appropriate Regional Office.