Incoming mail and communication to/from state workforce agencies, including unemployment claims, state calls, decisions, hearings, and wage audits, can be overwhelming and produce administrative burden for your organization. As a third-party administrator of unemployment, Thomas & Company aims to remove this administrative burden. But how is that accomplished when the individuals on whom claims are being received did not work for Thomas & Company but your organization?
The Power of Attorney (POA) authorization process is a key piece in the unemployment program, constantly evolving and in need of monitoring. Thomas & Company’s team of POA experts are dedicated to the creation, tracking, and troubleshooting of these important authorizations.
Why is a POA Authorization Needed?
The unemployment Power of Attorney (POA) authorization process gives a third-party administrators (TPA), like Thomas & Company, the legal authority to receive and respond to unemployment correspondence on your behalf. It allows this TPA to become your organization’s address of record for all items associated with unemployment. This diverts paperwork from your corporate office and/or locations. Is is instead sent directly to the TPA, where it can be processed, appropriately filed, and communicated, as necessary.
In addition to directing documentation, POA authorizations allow TPAs to correspond with state workforce agencies on your behalf. This allows us to speak to these agencies and handle each piece of the unemployment process—from initial claims and decisions to benefit charges and unemployment tax rates.
State Modernization Updates
As technology changes, state workforce agencies have begun to adapt and update their systems to reflect these advances and make all aspects of the unemployment process more user-friendly for employers, TPAs, and claimants.
To do so, state workforce agencies are creating their own more efficient ways to grant authorization to third-parties who work with employers. This includes transitioning away from paper POAs in many cases, opting instead for electronic authorization forms or a combination of paper and electronic. Many states have already rolled out new platforms while others are still in the works.
Modernization Next Steps
Thomas & Company is in constant communication with state contacts and our clients about these ongoing changes. As requirements evolve, we update our instructions and provide relevant insight to our clients through weekly and special service bulletins.
Not receiving our bulletins? You can sign up directly on the homepage of our website thomas-and-company.com. But, signing up for Thomas & Company’s communications is not all you can do to be prepared for these ongoing changes.
Determine Who Has Access to Your State Accounts
When power of attorney authorization and other activities are moved online, you must be able to access your account in order to complete these actions. Thomas & Company is often asked about this account information, but unfortunately we do not typically hold this information about your accounts.
Before you need it is a great time to start exploring and securely compiling all log-in credentials for state websites. Your organization’s payroll professional often has the necessary credentials; however, organizations vary and if there has been recent turnover, the accounts may be currently inaccessible. Reaching out to the state before you need access can help prevent delays or missed deadlines associated with being unable to access your account.
Sign Up for Relevant State Notifications
If you are not already, sign up for email newsletters and notifications from all states where you are (or will be) registered. These communications provide information on upcoming changes, system downtime, deadlines, and training webinars available to employers. Information often covers not only unemployment, but also paid leave, income taxes, government updates, and more, and you can choose what types of communications you receive.
Pack Your Patience
While state modernization prepares us for the future of unemployment, there will be hiccups along the way. While these growing pains are an inevitable part of the process, Thomas & Company works closely with the state agencies to ensure that these pain points are addressed as efficiently as possible.
A Continual Process: The Thomas & Company Commitment
Thomas & Company’s commitment to POA management extends beyond a one-time task at implementation. Rather, it is a continuous process that requires diligence and coordinated efforts throughout our partnership.
Whether you are adding new states or accounts to your organization or notice a sudden influx of incorrectly addressed claim documents, the power of attorney authorization process is a key piece to ensuring our
unemployment partnership runs smoothly.
Therefore, it is imperative to communicate with Thomas & Company about any organizational changes that may be occurring, including mergers, acquisitions, and/or reorganizations. We are here to help ensure our
partnership runs smoothly and eliminate the administrative burden associated with unemployment.
