EMPLOYMENT AND TRAINING ADMINISTRATION
ADVISORY SYSTEM
U.S. DEPARTMENT OF LABOR
Washington, D. C. 20210
CLASSIFICATION

UI

CORRESPONDENCE SYMBOL

OWS/DPM

ISSUE DATE

March 19, 2004

RESCISSIONS

None

EXPIRATION DATE

March 31, 2005

ADVISORY

:

UNEMPLOYMENT INSURANCE PROGRAM LETTER NO. 16-04

 

TO

:

STATE WORKFORCE AGENCIES

 

FROM

:

CHERYL ATKINSON s/s
Administrator
Office of Workforce Security

 

SUBJECT

:

Procedures for Release of Unemployment Insurance (UI) Benefit Accuracy Measurement (BAM) Data for Calendar Year (CY) 2003

  1. Purpose. To provide State Workforce Agencies (SWAs) with guidelines and key dates for the release of UI BAM paid and denied claims data for CY 2003 and to inform the states that the Department of Labor (DOL) will publish BAM program data in the CY 2003 UI Performs Annual Report.

  2. Reference. 20 CFR 602; Unemployment Insurance Program Letter (UIPL) No. 19-96; UIPL No. 19-03; and Benefit Accuracy Measurement State Operations Handbook, ET Handbook No. 395, 3rd ed.

  3. Background. DOL will publish a compendium of all states' CY 2003 BAM paid and denied claims data as part of the UI Performs Annual Report. UI Performs is DOL’s performance measurement system for UI. Although UIPL No. 19-96 announced the elimination of the requirement in 20 CFR 602.21(g) that states release BAM program data publicly, states may choose to release their BAM data to the public independent of the federal release.

  4. Federal Release of UI Performs Data. The CY 2003 UI Performs Annual Report will include background information on the BAM program, a brief discussion of how the accuracy rate estimates are computed, national summary data, state paid claims annual reports, and state Denied Claims Accuracy (DCA) rates for monetary, separation, and nonseparation determinations. Although DOL no longer publishes BAM program narratives submitted by SWAs as part of the UI Performs Annual Report, states may provide explanatory information related to any UI program data published in the UI Performs Annual Report through the State Quality Service Plan (SQSP) process.

    DOL will also publish a CY 2003 BAM analytical report separate from the UI Performs Annual Report. This report will include:

    Both the CY 2003 UI Performs Annual Report and the CY 2003 BAM analytical report will be posted on the Employment and Training Administration (ETA) Web site: http://workforcesecurity.doleta.gov. DOL will also announce the availability of these reports on the Web site.

    If a state fails to follow the BAM methodology regarding sample selection, data collection, or case completion timeliness prescribed in ET Handbook No. 395 to such an extent that the data are not reliable, DOL will publish an explanation of the major deficiencies in lieu of BAM program data for that state. States must address these deficiencies through corrective action plans as part of the SQSP process.

  5. BAM Date of Record. Chapter VI of ET Handbook No. 395 requires that “a minimum of 98 percent of cases for the year must be completed within 120 days of the ending date of the Calendar Year.” Close of business (c.o.b.) April 29, the 120th day of CY 2004, is the date of record for state databases for computation of the CY 2003 BAM paid claims Annual Report and DCA rates. All BAM paid and denied claims accuracy rates published in the UI Performs Annual Report and the BAM analytical report will be based on CY 2003 BAM paid and denied claims cases that have been signed off by the BAM program supervisor by c.o.b. April 29, 2004.

    Changes to the state’s database subsequent to the date of record can result in inconsistencies with DOL’s database that must be reconciled before the BAM program data can be published. States must not reopen any CY 2003 BAM cases after April 29, 2004, until they have reviewed the BAM program data transmitted to them by DOL and have confirmed that these data agree with the BAM paid and denied claims accuracy data produced by the state’s database. Procedures for resolving differences between DOL and state BAM program data are discussed in section 8.

  6. BAM Annual Report Software. States may run the BAM paid claims Annual Report software as soon as they complete all CY 2003 BAM paid claims cases. The National Office will produce a paid claims’ Annual Report for each state, based on the CY 2003 BAM cases as of c.o.b. April 29, 2004. The BAM Annual Report software excludes cases that do not meet the definition of the BAM paid claims population (for example, supplemental payments or payments made for Temporary Extended Unemployment Compensation (TEUC) claims) and adjusts the amount of UI benefits paid to the population to exclude the amounts paid that are represented by these excluded cases. Prior to the date of record, DOL will transmit a footnote lookup table for the CY 2003 BAM paid claims Annual Report.

    The BAM DCA software on the state Sun computer systems does not currently include programs that allow states to produce DCA rates reports. DOL plans to install DCA error rates reports software on the state Sun computers during CY 2004; however, these programs may not be available by the April 29, 2004, date of record. In CY 2003, the National Office distributed an Informix ACE report program that produces DCA rates to all BAM supervisors and state Sun system administrators. States are encouraged to use this program to produce DCA rates and compare them with the rates DOL transmits to them for comment prior to publication. States can verify DCA case completion and timeliness with the DCA Case Completion and Timelapse Report, which was installed on state Sun systems in CY 2003.

    BAM DCA rates exclude sample cases that do not meet the definition of the DCA population (for example, monetary redeterminations, nonmonetary determinations that are not reportable on the ETA 207 and 9052 reports, and denied TEUC claims). DCA rates also exclude two types of cases for which there is no denial issue to investigate: 1) cases in which monetary eligibility was established upon receipt of Combined Wage Claims, Unemployment Compensation for Federal Employees, and/or Unemployment Compensation for Ex-service Members wage credits within the two-week sampling lag (Action Code Flag “0”); and 2) claims withdrawn by the claimant (Action Code Flag “8”). The software that the National Office uses to produce the DCA rates adjusts the DCA populations to exclude the determinations represented by these excluded cases.

  7. BAM Report Formats, Definitions, and Footnotes. A facsimile of the BAM paid claims Annual Report, a prototype DCA rates report, report definitions, and report footnotes were published in Attachments 1, 2, and 3 of UIPL 19-03. States should refer to these materials to prepare and evaluate their CY 2003 BAM reports, substituting all references to CY 2002 dates and batches with the dates in this UIPL.

  8. Comment Period. DOL will mail BAM paid and denied claims accuracy rates to each state by May 7, 2004. Each state should carefully review the paid claims Annual Report produced by DOL to verify that it agrees with the Annual Report produced from the state’s BAM database. States can check the DCA data by running the Informix ACE DCA rates reports.

    States should report any discrepancies or submit questions concerning the BAM paid and denied claims data or footnotes to the National Office, with a copy to the appropriate Regional Administrator, by May 28, 2004, to Andrew Spisak by e-mail (Spisak.Andrew@dol.gov), fax (202-693-3975), or mail:

    Andrew Spisak
    U. S. Department of Labor
    ETA / Office of Workforce Security
    200 Constitution Avenue, NW
    Room S-4522
    Washington, DC 20210

    National and Regional Office staff will address and reconcile issues raised by the states by June 4, 2004.

  9. Key Dates. The following key dates for the public release of CY 2003 BAM data are the latest that the task or action must be completed.

    4/16/04 States submit requests for waivers of BAM paid and denied claims time lapse requirements, along with supporting analysis, to the appropriate ETA Regional Administrator.

    4/23/04 Regional Offices respond to states on the disposition of state requests for waivers of BAM time lapse requirements.

    4/29/04 The National Office electronically transmits the footnote lookup table for the BAM paid claims Annual Report software to each state's Sun computer.

    4/29/04 Each state checks its UI database to: 1) ensure that the BAM supervisor has signed off all BAM paid and denied claims cases which the investigators have completed, and 2) reopen any case in order to update information or correct any data errors. Cases closed by supervisors after April 29, 2004, will not be included in the paid claims Annual Report or DCA rates. States must not reopen any CY 2003 cases after April 29, 2004, until they have reviewed the BAM program data transmitted by the National Office and verified the data against their state database or reconciled any differences with DOL.

    5/7/04 The National Office sends the CY 2003 BAM program data to the state administrators.

    5/28/04 States review BAM paid and denied claims accuracy rate data and footnotes, and report any discrepancies or submit questions concerning the BAM data or footnotes to the National Office (to the attention of Andrew Spisak, as discussed in section 8), with copies to the appropriate ETA Regional Administrator.

    6/4/04 National and Regional Office staff address issues raised by the states and reconcile any differences in state and DOL BAM program data.

    6/4/04 States provide the National Office the name, address, telephone number, and e-mail address of the contact person (or persons) for public inquiries concerning BAM paid and denied claims data. This information should be sent to the attention of Andrew Spisak at the address, e-mail address, or fax provided in section 8, with copies to the appropriate ETA Regional Administrator.

    8/27/04 DOL publishes the CY 2003 BAM data on the ETA Web site.

  10. Action. State Administrators are requested to:

    1. provide copies of these guidelines to the appropriate staff;

    2. send any request for a waiver of time lapse requirements to the appropriate ETA Regional Administrator by c.o.b. April 16, 2004;

    3. ensure that any issues related to CY 2003 BAM paid or denied claims data or footnotes that require reconciliation of differences between the state’s and DOL’s BAM program data are sent to the National Office and that copies are sent to the appropriate ETA Regional Administrator by May 28, 2004; and

    4. ensure that the name, address, telephone number, and e-mail address of the contact person(s) to whom interested parties may write or call with questions or inquiries about the state's BAM program data are sent to the National Office and copies are sent to the appropriate ETA Regional Administrator by June 4, 2004.

  11. Inquiries. Questions should be directed to the appropriate Regional Office.