Best Practices to Handling Resignation-Based Unemployment Claims

The world of unemployment claims can be complicated, but one area that typically remains simple is voluntary resignations. An employee who chooses to leave your organization likely does not qualify for unemployment insurance, making the protest easy.

The problem becomes when you, as an employer, fail to have the proper documentation, potentially enabling their claim to go through by default. Here are a few best practices in handling resignation-based claims to make sure you aren’t overpaying benefits.

Ask the employee to provide a letter detailing their resignation.

A verbal resignation leaves no record and, therefore, can be walked back when it comes to receiving UI. If they file and you appeal with no evidence stronger than a description of a conversation, you don’t have the evidence needed in this situation. It becomes your word against the word of the former employee.

Keep any form of resignation information they’ve presented.

If they don’t submit an official letter, but send a text or email with their intentions, make sure you save this information! It still contains written proof that the employee was choosing to leave your organization, and it was not your decision as the employer.

Get documentation through a certified letter.

When the employee is expressing their desire to leave but not formally, you can follow up with a certified letter to get the information you need. Even if they don’t respond, you still have some form of documentation related to the situation. Be clear in your language, expressing if they don’t respond by a certain date, you are accepting their silence as resignation. Make sure you use ‘resignation’ instead of ‘discharge’ or ‘termination’ to avoid ambiguity in potential proceedings down the road.

Document anything you can.

Throughout all of this, make sure you are taking notes in the employee file or whatever system you have. The easier they are traced to specific dates, the better because you can use them in a situation where you have no other physical proof of the resignation.

Be careful about how you conduct yourself.

After you receive some form of notice of the employee’s resignation, allow them to work however long they agreed to stay. By telling them to go sooner, their leaving may turn into a discharge by the company, meaning they become eligible for UI.

Improve your tracking with Unemployment Tracker.

In order to catch a claim from an employee who voluntarily resigned, you need a system in place for monitoring and responding to claims. Try Unemployment Tracker to give you a higher level of control through our full range of solutions designed to meet your needs and budget. Request a live demo today to learn more about how Unemployment Tracker can help you.





This ONE THING Can Help You Manage Unemployment Plans Quicker

What if we told you there was a solution to help you better manage your unemployment plans quicker? If you’ve never had help from a third-party administrator or TPA, you may find yourself thinking it isn’t possible. To those with that mindset, we have good news for you. Partnering with Unemployment Tracker is the ONE THING that can help you manage your unemployment claims more efficiently and actually save you money. Here’s how.

We Have a Full Range of Solutions to Meet Your Needs

We know not everyone faces the same UI challenges, which is why we offer fully customizable solutions for your specific concerns, whatever they are. It doesn’t matter if you’re looking to do it yourself with our software or seeking a full-service consultation, we can help you. From co-managed unemployment solutions to our enterprise software to our ability to integrate with UI SIDES, we have what you need to succeed.

We Can Give You More Control 

Better tracking means you have a better handle on your UI claims. Instead of scrambling to make deadlines, we can help organize the process, so you never miss an appeal or hearing again. Beyond control over paperwork, we can even help you control costs.

We Help You Have Control Over Your Costs

It’s true that there are federal and state tax rates that cannot be controlled, but your unemployment tax rate is in your hands. The more claims you pay each year, and the higher amounts that you pay results in the UI fund, believing you need more for the following year, which will increase the rate and essentially cost you more. By understanding the process and avoiding overpayments, you can keep that rate as low as possible.

We Help to Lower Overpayments

The result of all of this is you can escape the trap of overpayments. Every year, companies in the United States will overpay their unemployment benefits by $3 billion. That is no small amount, meaning you want to do everything you can to get on top of your payments. Better tracking means less money being paid where it shouldn’t, which ultimately means more for your bottom line.

Request a Live Demo Today to See Yourself 

We’re telling you all that we can do for you, but we can still do one better. Let us show you what we can do! Request a live demo right now to learn more about our services and the impact we can have on your business.

How UI SIDES Can Help You Meet Unemployment Deadlines

Working through unemployment insurance claims can feel like a never-ending onslaught of acronyms that you don’t understand. From FUTA, SUTA, to all of the new policies in the CARES Act, it can be overwhelming to keep track of what everything stands for. Along these lines, you’ve likely heard the term ‘UI SIDES’ before. What does it even mean, and how can it help me?

What is UI SIDES?

This acronym is actually two-for-one and stands for Unemployment Insurance State Information Data Exchange. All those words essentially mean it is a tool to help with electronic communication between a state’s unemployment insurance agency and employers/third party administrators (TPAs).

What does it help?

Prior to the creation of UI SIDES, larger employers and TPAs would have to fill out more than 50 forms with what was basically the same information, meaning a lot of time wasted to say the same thing over and over again. Developing SIDES helped to streamline all of this communication.

Additionally, there were administrative issues in relation to an employer’s or TPAs request for information about an employee’s loss of a job. The responses could’ve been from incomplete or late requests, but either way, delays occurred as a result. This leads to the inability to correctly determine UI eligibility and overpayments of unemployment benefits to those who don’t qualify.

How can it help me meet my UI deadlines?

Because SIDES was a collaborative project between states and employers/TPAs, it emerged as a helpful tool that communicates more quickly and effectively between everyone. Instead of keeping track of a lot of paperwork and trying to get everything filed and filled out correctly, there is now an online system that speeds up and simplifies the process.

One of the best features is its flexibility. If you don’t deal with a high volume of unemployment claims, there is a free E-Response website you can use to get and submit information. For larger employers and TPAs, the software is customizable and can be integrated directly into your own software, making the process even smoother. This way, you aren’t tracking down ten different platforms to manage your UI claims but can access everything in one.

Where can I get help?

Fortunately, we understand that even learning about UI SIDES at the basic level doesn’t make you an expert in unemployment insurance tracking, so we have a solution. Unemployment Tracker has a full range of solutions to meet your need and budget. We can integrate our software with the UI SIDES technology to better manage your claims, saving you time and money. Contact us today to learn more about UI SIDES and see how we can help you!

How to Properly Notify Employees of Unemployment

Recently you’ve probably heard the horror stories coming out about layoffs, furloughs, and closures related to the COVID-19 pandemic. Employees are signing onto Zoom calls only to learn they’re being let go and then being left on the call alone. Others log onto a social media site and hear the news secondhand. No matter how you look at it, these are not good practices.

Even though these are unanticipated times, it doesn’t mean you can’t proceed with more care and compassion as you handle layoffs. Beyond just now, knowing how to properly notify employees of unemployment is an important aspect of leadership you need to master.

Develop Your Plan

Realizing you need to lay off part of your team is a hard place to be, but that doesn’t mean you should continue with a ‘rip off the band-aid’ approach. Once you’ve determined what’s need done, figure out when and how you want to tell people. Having a plan will make the process easier for both you and your employees.

Deal with the Logistics

Having the right set up and environment is important. You want to do it in a private, quiet place without an audience. Consider how they will respond to the news and set up specific contingencies, including tissues in the room and someone nearby in case your employee becomes upset.

Deliver with Compassion

Taking three minutes on a conference call to make a mass announcement about layoffs is not the right approach. Even if you have a lot to do, you have to find a more personal approach to breaking the news. Your reasons are valid, but that isn’t enough for your team members to understand.

Take time to reiterate why it is happening and reassure them it isn’t related to their performance. This can alleviate some of the blow of losing their job. Consider if the roles were reversed and treat your employees in the same way you would want to be treated.

Discuss their Options

Once you’ve explained everything, you can talk to them about unemployment insurance while they look for something new and COBRA to continue medical care. It’s important to have an understanding of the UI process so you can explain it to them to help guide their next steps. By doing this, you aren’t simply leaving them in the lurch without options but showing that you want to make sure they’re okay.

Your Partner in Unemployment Claims Management

Laying off your employees isn’t easy and potentially leads to an influx of unemployment insurance claims. When that happens, you want to support you need to process and monitor them. From preparation and documentation software to full-service consultative services, Unemployment Tracker has the solution for you. Request a live demo to see what we can do for you.

Important Unemployment Updates You Need to Know

It’s not an exaggeration to say the world has been turned upside down as a result of the coronavirus pandemic. Most of the country remains shut down as states try to limit exposures and the number of cases in their states. As a result, many are facing unforeseen economic hardships.

To help support the country, the federal government created a stimulus package called the Coronavirus Aid, Relief, and Economic Security (CARES) Act. One of the components of the act included a significant expansion of unemployment benefits. Here’s what you need to know.

More People Are Now Eligible to File

Traditionally, unemployment benefits were only available to employees who were out of work at no fault of their own. Because this time is anything but traditional, the CARES act opened up UI to workers that fall under a number of different categories.

For example, gig workers and part-time employees are now eligible. You don’t have to be laid off to file, either – you’re eligible if you had to quit due to coronavirus, your workplace closed, you weren’t getting enough hours, you’re a caregiver and needed at home, among additional reasons.

Workers Will Receive Additional Funds Through UI

Specific amounts available, including maximum weekly benefits, still vary by state. This hasn’t changed, but there is an additional Federal Pandemic Unemployment Compensation of $600 a week that is available regardless of whether or not you have maxed out what is available to you in your state. This expansion also includes 13 extra weeks of benefits.

The Federal Government is Supplementing the UI System

With all the additional claims being filed and money being given, you may be concerned about your own future tax rates and current fund available. To combat this, the federal government is supporting the unemployment insurance system with $250 billion dollars to ensure any employee displaced by the pandemic has access to support.

Employee Benefits May Still Be Available in Addition to UI

Many people in the country are furloughed, but under the CARES Act, they are still eligible to apply for unemployment insurance. As a result, these workers can continue their employer benefits and collect unemployment without issue.

Get the Unemployment Insurance Support You Need

Now more than ever may be the time to get the help you need in managing your unemployment claims. Whether your own workforce is reduced or you see more claims come in, we have the options to meet both your needs and budget. Contact Unemployment Tracker today to learn more about how we can help you.

How Long Does it Take to Implement a New Unemployment Claims Process?

What does the unemployment claims process look like at your company? Do you have set channels where everything goes through and a breakdown of who’s in charge? Perhaps your process is more of a loose system, and you wish you could do more.

Developing a UI Claims Process

Every organization, even if you don’t deal with unemployment frequently, should have a process in place for any claims that come in. This is imperative to make sure you aren’t overpaying or even paying to former employees who don’t qualify. If you’ve considered creating a plan, but never found the time, why not now?

Relatively speaking, the time involved is minimal compared to the headaches it could save you down the line when everything is running smoothly. There are many moving parts, and developing a system gives you insight into all of them and helps you manage UI better.

When thinking about your plan, you can approach it from a completely internal perspective or one using a third-party administrator or TPA.

Creating an Internal UI Process

One of the keys to success is minimizing employee involvement, meaning you don’t have several different people and departments trying to be a part of the process. This is how important documents and communications can get lost.

While it could be too much for one employee depending on your industry, you could elect a small group of individuals whose jobs are to monitor the claims that come in, appeal when necessary, and stay up to date on the evolving federal and state tax laws that set rates and guidelines.

Working with a TPA for Your UI Claims

Because of the work and knowledge involved with properly handling UI claims, many employers opt to partner with a TPA. This relationship means you have the support from experts in monitoring your claims, and your current workforce isn’t stretched to do additional roles.

For example, at Unemployment Tracker, we offer a full range of solutions to meet your needs, whatever they are. We understand that not every company is in the same position, and some need software, and others require a more robust consulting plan.

Our goal is to take our expertise and help you experience a higher level of control over your UI costs and unemployment paperwork. This means whatever assistance you need in your process, we can provide. Plus, it’s our job to know all the laws, so you don’t have to!

Sound interesting? Request a live demo from Unemployment Tracker today to learn more about our solutions and see our fully customizable software.


5 Reasons You Should Think About Your Unemployment Costs

How often do you think about your unemployment costs? Better yet, how often do you think about unemployment insurance outside of the necessity of paying it? Too often, employers just accept it as a part of doing business without realizing the important details behind it. If you fall into this category, here are five reasons you should think more about your unemployment costs. Read more

How to Handle Overpaying Unemployment Benefits

Overpayments on insurance benefits are, unfortunately, all too common in the United States. A national statistic states that these overpayments top $3 billion. The good news is if you’re a part of that number, you don’t need to stay there. Here’s how to handle overpaying unemployment benefits. Read more

“9 Tips For Managing Your Unemployment Insurance Costs”


Read more

“Why PEOs Work with Clients to Ensure That They Have the Right Practices and Policies in Place”

There is a lot going on within the inner workings of a company from managing its inventory to finances, operations and so much more. One of the major segments in managing a business is undoubtedly its employee relations. While a company usually has a robust human resources department, it can be a lot of work staying up on all of the latest employee trends and labor regulations.

Read more