Utah's "benefit ratio" system provides a unique opportunity for you to manage your unemployment tax costs. Since your basic tax rate is now determined by the unemployment benefits paid to your former employees, it is to your advantage to monitor these charges to ensure they are correct and to manage your personnel practices to reduce layoffs wherever possible.
To assist you in managing these costs, may we suggest that you consider the following:
Screen applicants to be sure they are properly suited for the work.
Have clear written statements of policy and rules concerning employee conduct at work.
Monitor new employees' progress carefully, especially during their probationary period. An employer will be liable for benefit costs of an employee who was separated because he was unable to perform the necessary work and meet minimum job performance standards. Benefit costs will increase proportionally to the length of time he was employed.
Keep accurate records of attendance, tardiness and all warnings given.
Do not condone violations of rules. Be consistent in taking disciplinary actions against employees who violate your work rules.
Be specific in providing separation explanations to DWS. For example, report "claimant was absent on May 2 and May 3, and did not call in, and was aware of company policy on reporting time off. By his failing to report for work we were left shorthanded and had to find additional help to meet our production goals on those days," rather than merely reporting "absenteeism." Make sure you put down all the facts. Do not give conclusions.
Carefully read and reply to all notices concerning benefit claims, requests for information, etc. If, after reading the notices, you do not understand what is needed, please contact DWS.
Mail all appeals within the appeal period provided by law.
Attend all appeal hearings and present factual information and evidence.
Make sure someone attends the hearing who has first-hand knowledge of the reason the employee was separated.
Conduct exit interviews. Obtain a statement of the reason for separation. If possible make adjustments or offer transfers.
Offer job openings to laid-off employees, if possible, or contact other employers to help find work for them. Report to DWS any refusals to accept work.
If your business is temporarily shut down and other work such as maintenance or inventory work is available, offer this work to current employees who are not yet eligible to use vacation leave during the shutdown. If they refuse any offer of work, please notify your local DWS office.
Report vacation, separation, retirement or pension payments.