2016 National IB and Federal Programs Training Conference. UI-ICON APPLICATIONS UNDERSTANDING THE BASICS Presented by Denise Beckwith, Georgia

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1 2016 National IB and Federal Programs Training Conference UI-ICON APPLICATIONS UNDERSTANDING THE BASICS Presented by Denise Beckwith, Georgia

2 Understanding the Basics When the Social Security Act of 1935 was passed, states formed an organization, what we know today as NASWA. The purpose was to address mutual interests and common issues arising out of the establishment and implementation of the unemployment insurance program. During the first conference in 1936, it became apparent that some agreements between States were necessary 2

3 Understanding the Basics All states, DC, PR & VI agree to or are required to participate in the following: Interstate Benefit Payment Plan (IBPP) - voluntary (ET Handbook No. 392, Handbook for Interstate Claimstaking, Appendix A) Interstate Arrangement for Combining Employment and Wages (CWC) mandatory (Section 3304 (a)(9)(b) of the Internal Revenue; 20 CFR 616 Interstate Arrangement for Combining Employment and Wages) Administration of Unemployment Compensation for Federal (UCFE) Program - mandatory (20 CFR 609.9(b)) Unemployment Compensation for Ex- Servicemembers Program - mandatory (20 CFR 614.9(b)) The UI-ICON System was established to assist States in meeting these requirements. 3

4 Understanding the Basics States use the UI-ICON System (aka The Hub ) to electronically exchange unemployment insurance information needed to process: Interstate Benefits(IB) and Combined Wage Claims (CWC); Unemployment Compensation for Federal Employees (UCFE) wage transfer; Unemployment Compensation for Ex- Service Members (UCX) Query Verification; Overpayment Detection and Recovery; Other UI-related information between SWAs and some federal agencies.

5 Initial Claims Processing SID (State Identification Inquiry) allows for the real-time viewing of which State(s) have: Wages reported (updated quarterly) Claim on file (updated monthly) Overpayment on file (updated monthly) IBIQ (Interstate Benefits Inquiry) allows for the real-time viewing of a state s current detailed wage and claim information such as: Claim Monetary Information (pseudo or existing); Wage Records (used or available); Benefit Payment History; and Overpayment Balance IBIQ information is more up to date and MAY differ from what you see in SID. For this reason, SID & IBIQ work best together!!

6 Initial Claims Processing UIQ (Unemployment Insurance Query) allows for the real-time validation of claimant information against the Social Security Administration s information. It validates SSN, Name, Date of Birth, gender and pension information for UI purposes only. WIC2 (Withdrawal/Invalid Claim) allows for the real-time entry and viewing of withdrawn, monetary ineligible or cancelled claim information.

7 Interstate Claims (IB) IB1 is the interstate application form. It is used for the filing of new, additional and reopen claims when the claimant has wages in one State and is filing in another State. Virgin Islands still requires this data. Handbook for Interstate Claimstaking provides States with claim filing instructions and information for other States so that they may take the claim correctly. It also provides Local/Central Office contact information. IB1 Business Continuity allows States to enter UI claims for an impacted State(s) during emergency or disaster recovery situations that interrupts the UI business operations.

8 Combined Wage Claims (CWC) IB4 is the first piece of the combined wage claim (CWC) process. It is used to request and transfer wages from one/multiple state(s) to another state for the filing of new combined wage claims. IB5 is the second piece of the CWC process. It is used for the filing of CWC determinations (what wages were used or returned based on the wages sent in the IB4 Response). IB6 is the third piece of the CWC process. It is used to prepare and edit quarterly bills by the Paying State and to notify the Transferring State of charges for benefits paid to the claimant during the prior quarter and any adjustment credits. Important Point: All dates (effective date and base period dates) must match on the IB4/IB5/IB6

9 Unemployment Compensation for Federal Employees (UCFE) UCFE allows for the exchange of information between the States and Federal Agencies. Features of the UCFE Subsystem include: Data entry and viewing of ETA 931, 931A and 934 Requests and Responses (wage & separation) ; and Viewing, updating and adding addresses to the Directory of Federal Agencies A delivery indicator to determine if a 931, 931A or 934 requests needs to be printed and mailed by the State or will be picked up electronically.

10 Unemployment Compensation for Ex-Service Members (UCX) FCCC Exceptions is a web application. It is used to view all Exception DD214 s sent to the State by the Federal Claims Control Center (FCCC). States can download them to their imaging system, if desired and post comments about the Exception as it is being worked. A copy of the DD214 can also be requested through this application. FCCC Data Entry Type 1-6 is a web application. It allows States to enter the required Type 1-6 records when the State system cannot generate it.

11 Unemployment Compensation for Ex-Service Members (UCX) MSDES (Military-State Data Exchange System) website has two main functions: MSDEC (UCX Claims) MSDEB (UCX Detailed Quarterly Billing) MSDEC (Military-State Data Exchange Claims) this website allows for an electronic communication among States and the Military. The military branches use the site to send a response to a State when they disagree with the entitlement of a UCX claim and/or other concerns. States use it to respond to any military response forms.

12 Unemployment Compensation for Ex-Service Members (UCX) MSDEB (Military-State Data Exchange Billing) This site automates the UCX Detailed Quarterly Billing process. States extract their current UCX Detailed Quarterly Billing file, convert it to the agreed upon file format for MSDEB and upload it to the MSDES website for Military Branch pick-up. UCX relates to military wage and separation information for States to determine UCX entitlement. It is the State s responsibility to ensure the proper Federal Claims Control Center (FCCC) Type 1-6 record is sent to the HUB.

13 Overpayment Detection & Recovery IB8606 Web Application identifies claimants that have an overpayment (OP) in one State and an active UI claim in another State. This information is then provided to the State with an OP. provides States with an OP (Requesting States) the capability to send an electronic overpayment recovery request with their OP determination as an attachment to another State that has an active UI claim for the same claimant (Recovery State). provides the Recovery States with the OP information needed to offset benefits and to communicate to the Requesting States.

14 Overpayment Detection & Recovery CWC is designed to provide CWC Paying States with a means by which to electronically notify a Transferring State of a non-compliant out of state employer whose account cannot be relieved of charges because the employer or TPA did not respond timely or adequately to a request for information thereby causing an overpayment. Overpayment Recovery Handbook explains what one state will do on behalf of another state to recover an overpayment. Interstate Crossmatch is a quarterly process that helps State detect fraud. States send in their SSNs requests to the ICON Hub. The Hub then sends them to the States to process against their wage and claim files and send the results back to the Hub. The Hub then sends the results back to the requesting states. The results assist States locate individuals with outstanding overpayments who cannot be located through the normal intrastate procedures.

15 Other UI-Related Information Communication UI Mail is a secured that allows States to communicate sensitive information (such as personal identifying information (PII) ) to each other. IB13 is a freeform memorandum. It is used to exchange information between states. This transaction allows user to create, print, resend, delete and view IB13 messages. It is also used to transmit Directory of Federal Address updates, AutoIB5 updates, Interstate, Vessel and Overpayment Recovery Handbooks updates.

16 Other UI-Related Information Reporting & Statistics LADT is a weekly process that allows States to send in their remote initial claim data, continuing claim data, and reopen/transfer data for the prior week s activity. This data is processed at the UI-ICON hub and the liable edit/error and summary reports are sent to the liable State. On Wednesday of the week, States data is sent to each agent State. Some States use this data for integrity purposes and identifying those residents in need of reemployment services. Reemployment Crossmatch is a crossmatch to help States determine what SSNs have wages in another State(s). It is used by some states as a quarterly sweep to measure reemployment, however States can send it the request data as often as they need to (not limited to a quarterly sweep).

17 Other UI-Related Information Reporting & Statistics WRIS (Wage Record Interchange System) is used to provide State WIA one-stop partners and programs operated under the jurisdiction of USDOL with States wage record data for the purpose of reporting on state and local employment and training program performance. States must sign the WRIS Data Sharing Agreement confidentiality agreements with USDOL in order to view this data. WRIS2 (Wage Record Interchange System 2) is used to provide State wage record data with One-Stop Career Center partner programs such as education programs and other programs not under the jurisdiction of the USDOL. State participation is completely voluntary. States must sign the WRIS2 Data Sharing Agreement confidentiality agreements with USDOL in order to view this data.

18 Other UI-Related Information Supporting SID SCO (SID Claim and Overpayment File) is sent monthly to support the SID application and the IB 8606 application. The records consist of SSNs and a Y/N indicator indicating there is a claim and/or overpayment on file in the state. DDBI (Distributed Data Base Index File) is sent quarterly to support the WRIS, WRIS2, SID, Interstate Crossmatch and Reemployment Crossmatch applications.

19 Other UI-Related Information Other EUC08 Notification (web application) that allows an EUC08 State to exchange information with a potential new claim filing State in order to determine monetary eligibility and provide the claimant with proper filing options. Central Listing of Vessels Handbook (web and batch application) contains ownership information on ships and boats. It allows users to view information regarding employers and which State has jurisdiction over the vessel (ship/boat). HCTC (Health Coverage Tax Credit) is a daily process where States send their HCTC data to the Hub. The hub passes the data on to the IRS Contractor. Not in production yet but Coming Soon.

20 Additional Reference Material & Resources UI-ICON UI-ICON INFO website is found through the UI-ICON Web portal: Additional References & Resources This site includes: User Guides for each application Presentations of each application Quick Reference Guides for each web application Modernization Guides Insight on ICON 2016 UI-ICON WebEx Training Each month, WebEx Training is conducted on one or more of the ICON applications. The training schedule is on the UI-ICON info website. Training announcements and WebEx information is sent to the Interstate Program Coordinators (IPCs) and ICON programmers, and if it s federal related, the Federal Program Coordinators (FPCs).

21 Additional References & Resources Additional Reference Material & Resources ETA Handbooks ET Handbook No. 384, 2 nd Edition, Change 17 (Handbook for Unemployment Compensation for Ex-Servicemembers (UCX)) ET Handbook No. 391 (Handbook for Unemployment Compensation for Federal Employees (UCFE)) ET Handbook No. 392, 2 nd Edition, Change 3 (Handbook for Interstate Claimstaking) ET Handbook No. 399 (Handbook for Interstate Agreement for Combining Employment & Wages (CWC))

22 Additional References & Resources Additional Reference Material & Resources Unemployment Insurance Program Letters (UIPL) Initial Claims (01-12, 01-05, & 17-94) Interstate Claims (46-99, 36-98, 35-94, & 04-92) CWC (02-12, Chg. 2, 01-09, 04-04, Chg. 1, & 25-90) UCFE (16-14, 07-13, 27-06, 47-01, 29-00, & 22-97) UCX (16-14, 24-13, 09-10, 27-06, 47-01, 5-97 & 35-95) IS OP (05-13, 01-05, 31-04, 45-89, & 06-84) Others (04-07, 29-02, & Chg. 1)

23 Understanding the Basics Questions

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