Phase I, March 2011

Phase I was implemented in March 2011. New employers can now register their business and receive their UI Employer Account Number (EAN) in real time online. Existing employers can activate their self-service account and manage their employer information and power of attorney relationships directly online. These functions will provide employers access to the new self-service system and prepare them for the expanded Phase II deployment in 2012.

All activated employers can manage the following elements online:

• Update addresses, phone numbers, owner/officer information and contact information
• View employer account information profile
• Assign agents and Third Party Administrators (TPA) through the secure online portal

Employer Agents and Third Party Administrators (TPAs) can register and create self-service accounts in the new system. The agent's self-service accounts will allow them to manage all their employer clients through one single sign-on. Currently, Agents have the same functions available to them as employers, however, the Phase I features are designed to allow Employer Agents to prepare for full management of their client accounts in 2012 (see Phase II features below).

All existing employers must activate their accounts before they can use the new system. In early February 2011, existing employers were mailed a letter containing an activation password and instructions for activating their account, using the first six digits of their Employer Account Number. The project team is available to assist employers in activating their accounts in preparation for the Phase II implementation scheduled for 2012.

If you have not activated your online account, or have lost or misplaced your activation letter, or simply need assistance, please contact the UI Tax Customer Service Line at (505) 841-8576 or send an email to dws.statusunit@state.nm.us.

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Phase II – Tax Functionality, 2012

Phase II of the UI System Modernization project will give employers access to the full suite of new online self-service Tax services; key functionality includes the following:

• Improved online Wage Reporting
• Automatic calculation of taxable and excess wages, amounts due, interest, and penalties by SSN
• File Submission, Manual Entry, Copy-Previous Quarter Data, and Zero Wage Reporting via a simple online process
• Automatic validation of file formats, submission errors, and creation of summary report
• Ability to submit wage adjustments
• Ability to view previously submitted reports, calculations and individual employee wages
• Full integration with benefit claims
• Electronic Payments (ACH Debit and ACH Credit)
• FUTA Certification (940C) Data
• Viewable Rate Information (i.e., Current, History, and Calculations)
• Self-Service account maintenance (i.e., Power of Attorney Management, User Access/Security, Profile and History Views, Merger/Acquisition Updates)
• Preferred communication methods to include US Mail or electronic formats
• View Benefits Paid Charge statements online – with details of the weekly charge
• Full integration with Benefit Claim Determinations
• Access and respond to notices of claim filing
• Online management of requests for separation and other fact finding information
• Review benefits paid charging details
• File an appeal to eligible determinations
• Access and view notices and determinations
• Document Management – View Historical Documents Online

New standardized wage reporting file formats are now available. The new system will accept multiple formats (EFW2, ICESA, XML, and Comma Delimited/Excel). The new file format instructions provide employers wishing to submit electronic files a simple set of instructions on how to create and submit an electronic file. Project personnel will be available to answer questions and assist employers with changes required to comply with the new wage reporting process. NOTE: Employers not wishing to submit electronic files will be able to simply enter data directly online through their self-service account.

Prior to launch of Phase II, employers will continue to submit wage reports and pay their contributions as they currently do. The new wage reporting process will go into effect in 2012.

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Claims Integration

Comprehensive benefit claims functionality will be released in conjunction with the employer functionality in 2012. This Claims component will provide self-service functionality to unemployed citizens and integrate with the Tax modules. Employers will have much broader and direct access to benefit claims activities impacting their accounts. For example, each employer will have their own claims inbox. The inbox will allow the employer to: access and respond to notices of claim filing and requests for separation and other fact finding information; review benefit charge detail; file an appeals to eligible determinations; and access and view notices and determinations associated with their account. The new benefit claims functionality will help expedite benefit payments, resolve employer-clamant issues faster, and better manage incidents of fraud and/or over-payments.

As with any business change, we expect that employers, agents, and/or Third Party Administrators (TPAs) will have questions and concerns. We will keep you informed on the latest developments as we transition from old methods as Phase II is rolled out.

Helpful tools, such as a “Frequently Asked Questions (FAQ’s)” and video demonstrations are available and can be accessed from at www.dws.state.nm.us under the Business Section.

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Contact Us

More information about this project can be found on our website, www.dws.state.nm.us.
You may also direct UI Tax questions to UI Tax Support by email uitaxsupport@state.nm.us or by phone at (505) 841-8576.

UI Claims questions can be directed to infodws@state.nm.us.

Updated Frequently Asked Questions (FAQs) – Unemployment Insurance System Modernization Project