C-198 Letters are produced by the system anytime an account is made "Liable" or is reactivated. The C-198 Letter is produced in the tax run and is mailed to the Employer's address of record. The Transaction Log is updated to show that a C-198 Letter was produced but a copy of the C-198 Letter is not filmed or processed to the Transaction Log. Consequently, if an Employer requests a copy of its C-198 Letter, a copy cannot be ordered from the Transaction Log.
If an Employer requests a copy of its C-198 Letter:
- Explain to the Employer that C-198 Letter copies are not retained in Commission records,
but a duplicate C-198 Letter can be sent.
- Obtain the Employer's account number.
- Review the Employer’s Master File (EMF) with the Employer to verify the Employer's current address of record.
- If the Employer's address of record is not current, request the Employer to submit an address correction in writing. The Employer may send the address correction by fax or e-mail.
- After receiving the address correction, use the SNC screen to change the address of record as appropriate.
- Contact the Status Operations Unit (SOU) to obtain a duplicate C-198 Letter. Provide SOU with the Employer's account number, current mailing address, liability section and date.
- SOU will type the duplicate C-198 Letter with the original C-198 Letter date.
- Mail the duplicate C-198 Letter and update the FTC screen to document a duplicate C-198 Letter was mailed.
