C-3 SCFs (Status Change Forms), employer correspondence and yellow tagged documents received from
ADO/Audit and other documents received by TWC that indicate changes or corrections to
employer accounts are routed to SOU for immediate action. All changes should be completed prior to
the printing of C-3s for the next quarter.
C-3s that indicate changes or corrections to employer accounts are assigned to Status Accounts Examiners
via an FTI (C3C) assignment based on action taken in Entity ID.
Upon arrival in SOU, documents are separated into different types of batches based on initial inspection. See
Chapter 12 - “Sorting
and Batching Mail”.
Documents are separated into different batches to be correctly assigned to staff for action. All
documents relating to any one account will be grouped together and placed in the same batch.
The batches are keyed and an FTI assignment will be produced. See Chapter
2 - “FTI Assignments”.
Electronic Assignments are viewed on the FTI screen. Look for assignment type C-3I or CLR. Key
account number on the Image Viewer. Select C-3I INSTRUCT or CLR documents with received dates
close to the date indicated on the FTI assignment number for that account. Open and review
those documents. Key account number into Employer Master File. Compare documents to EMF
and make required changes to employer account. When all changes to the account have been done,
close your assignment on the FTI screen that assignment has been completed.
If additional action must be taken by another unit transfer the assignment using the FTI screen.
SOU should key all status changes before forwarding documents to other departments for action.
While processing document, if a current Stop is found on screen, transfer the assignment to a Status
Accounts Examiner.
Any document that indicates a change in employer name, employer dba or FEIN will be forwarded to
a Status Accounts Examiner. Misspellings or styling corrections (such as deleting punctuation) to
employer names or dba can be keyed by SOU and need not be forwarded to an Examiner.
To change employer addresses as indicated on a document:
- Key the account number of the first document
in the NUMBER field of the EMF Inquiry/Search
Screen or the CMD area of any status screen except
STA or STR
Press <Enter>
- Key SNC in the CMD area of the screen
Press <Enter>
The SNC screen (Address Change/Closing Information)
will display with the user number and account
number shown.
Press <Enter>
The name/address (Lines 1-6), phone number, FEIN,
and suspend fields of the requested account will
display.
- Compare the on-screen information and the document.
If any changes are indicated for the employer
name or dba (Lines 1, 2 and 3) other than styling
corrections or misspellings, do not key those
changes. Transfer the FTI assignment to a Status Accounts Examiner. Examples of changes that would
not be keyed are: a new DBA; "Inc" written
after the DBA; or a partner's name is deleted.
When Lines 1 , 2 and 3 are identical on the computer
screen and on the document, compare the address,
FEIN and telephone number shown on both sources.
Do not add or change the FEIN. Transfer the FTI assignment to a Status Accounts Examiner for further investigation.
If the address lines are different:
Key the new address on
Lines 4 and 5 of the SNC in the appropriate
space. (For information about the correct styling
of accounts, see the procedure titled "Styling
of Accounts".)
Key the city, state and first 5 digits of the
zip and erase the remaining 4 digits from the
screen (if shown). Code 1 will validate the
address and either add the 4 remaining digits
or the account will appear on the Code 1 Error
list.
Verify that the telephone number shown
on the SNC and on the document are the same.
Change the phone number if it is not the same.
- After all keying has been completed for the
account, visually verify the data keyed and
Press <Enter>
The message "Record Changed" will appear
at the lower right corner of the screen.
Address changes indicated on the Unemployment Claims and Chargeback address area of the SCF should but should be routed to UI. Make a copy of the Status Change Form and highlight Unemployment Claims and Chargeback address and place it the "Benefits" box.
Address changes referring to "Texas Business Today" should not be keyed, but should be routed to the office of the Commissioner representing employers.
- If no change to the account was keyed, move
the cursor to the CMD area and
Key the next account number.
Press <Enter>.
If changes were entered, the cursor will automatically
return to the EID Number field.
- Key the next account number, erase any digits
from the former account and
Press <Enter>.
The SNC screen with the user number and the next
account number will display.
- Visually compare the on-screen information
with the document and key all changes as indicated
above.
Repeat the above process until all documents are completed. If changes were keyed from paper documents and not FTI assignments, place the documents in the basket titled "Send to Document Log". They will be batched for keying by DP at a later date. Any documents requiring further investigation should be given to a Status Accounts Examiner or placed in a batch for FTI assignment to a Status Accounts Examiner.
C-3 SCFs and other documents or correspondence may indicate that an employer account should be suspended because they have ceased employment. Before the account is closed, the suspend information must be verified using the STS and SER screens.
To verify these close accounts,
- Key the account number in the NUMBER space
on the EMF Inquiry/Search screen or any Status
screen except STA or STR.
Press <Enter>. If the Employer Master
Record is not displayed, key STS in the CMD area
and
Press <Enter>
- Compare the employer name, address, phone number and FEIN on the document to the information
on screen. If the employer indicated substantial changes to the employer name or DBA (Line
1, 2 and/or 3) on C-3 SCF or other document do not key the changes. Transfer the FTI
assignment to a Status Accounts Examiner.
- Determine the type of employment under which the employer is liable. If the employer has "Domestic" or "Agricultural" employment,
make a note of the proper subsection so that the close data will be keyed under the correct
liability section.
Should the account already be inactive and the information on the screen and the document agree,
close your FTI assignment if no other changes are to be made. If the suspend information on
the document is different from the close information on-screen, transfer the FTI assignment
to a Status Accounts Examiner.
If the account is active, verify that the suspend date is after the first wages date. If not,
transfer the FTI assignment to a Status Accounts Examiner for further investigation.
Verify that the new suspend date does not interfere with any previous close/reopen information
already present on-screen. (For example, the close date on the document should not be prior
to a reopen date already on the account.)
If so, transfer the FTI assignment to a Status Accounts Examiner for further investigation.
- When verification of the C-3/C-3 SCF has been
completed using STS,
Key SER in the CMD area of the screen
Press <Enter>.
The SER (ERA Information) screen will display
with a record of the Employer Quarterly Report
history.
Verify that no C-3s were filed after the suspend
date.
Compare the final wages date on the document
to the wages data on SER. Determine when wages
were last reported for the account by comparing
the document to the QTR, TOTAL WAGES and EMPLOYMENT
fields on SER. Analyze these fields for the last
month in which employment was indicated.
If SER fields indicate wages and employment ceased prior to or continued after the date on the document, correct the final wages date on the document. Do not change the inactivation date on the document.
- After all documents have been prepared for
data entry, access the Address Change/Closing
Information (SNC) screen by
Keying SNC in the CMD area of the screen.
Press <Enter>. The SNC screen will
display.
Key the account number in the EID NUMBER field
if it is not already displayed.
Press <Enter>.
The name, address, FEIN, telephone number and
suspend fields for the account will display.
Key all corrections marked on the document to
the employer name, address and telephone number.
Do not change or add the FEIN. Transfer the FTI assignment to a Status Accounts Examiner for further investigation.
Key the inactivation date and final wages dates.
If suspend information from a prior close is
on screen but the employer is currently active,
key over the previous data and erase any remaining
digits.
Key the suspend reason indicated by the employer.
Business discontinued, no successor = 1
Business continued without employment = 2
If the employer has indicated "Business acquired by a successor", but no successor information is on the document, do not key the close. Highlight the suspend information and suspend reason and forward to Status Examiners.
After all changes from the document are keyed,
Press <Enter>.
The message "Data Changed" will appear
in the lower left of the screen. The cursor will
return to the EID NUMBER field. Key the next
account number, erase the extra digits and
Press "Enter".
- Repeat the above process until all documents are completed. If changes were keyed from paper documents and not FTI assignments, place the documents in the basket titled "Send to Document Log". They will be batched for keying by DP at a later date. Any documents requiring further investigation should be given to a Status Accounts Examiner or placed in a batch for FTI assignment to a Status Accounts Examiner.
In addition to changes of address and close information, C-3 SCFs and other documents may also indicate that the present employer has been acquired by a new business entity. Do not key these changes. Transfer the FTI assignment to a Status Accounts Examiner for further review. Any paper documents requiring further investigation should be given to a Status Accounts Examiner or placed in a batch for FTI assignment to a Status Accounts Examiner.
