ADP UNEMPLOYMENT COMPENSATION MANAGEMENT CaseBuilder - Quick Reference Guide After signing into CaseBuilder, the first screen the user will see is called the Dashboard. The user can then navigate to any needed category by clicking on the category or the corresponding tab. 1 Dashboard Overview 1 Settings Located at the top right of the Dashboard. Choose when emails are sent through CaseBuilder Choose the length of time for which Favorable Decisions are displayed Choose how many days before the deadline that a case is marked Urgent Determine if the user wants to review delegated submissions 2 Search for Cases Located left center of the Dashboard. Search Pending cases by Last Name, First Name, SSN or Reference # Search Historical cases by Last Name, First Name, SSN or Reference # Advanced Search for Pending or Historical Cases: - SSN: Starts With, Ends With, Contains or Equal To - Claimant s First Name: Starts With, Ends With, Contains or Equal To - Claimant s Last Name: Starts With, Ends With, Contains or Equal To 3 2 3 Any Questions Located at the bottom left of the Dashboard. Provides contact information for the Claims Service Representative and Unemployment Hearing Representative assigned to your account. more
Pending Items Screen-Claims, Decisions, and Hearing Notices From the Pending Items screen in the Claims, Decisions or Hearing Notices categories, the user will have the options below. To enter a specific case, click on the Reference # for the desired case. 6 7 4 8 9 4 Sort To sort by Reference #, Due Date, First/Last Name, SSN, Request Type, Work Location or Date of Claim click on the title bar of that column. To sort by status chose All, New, In Progress, Submitted, Not Submitted or Pending Review from the Status: drop down menu at the top of the call grid. Search Search Pending cases by Last Name, First Name, SSN or Reference #. 9 Delegate Items Select one or more records to delegate to another user by placing a check mark next to the left of the Reference # Status Icon Key: New In Progress 6 7 8 History Search historical cases by clicking History at the top of the screen. Contact my Service Representative Opens an email window for the appropriate representative and provides telephone contact information. The user will receive a courtesy copy of the email sent. Export to Excel Allows the user to export all cases shown in the grid to an Excel spreadsheet. Delegated Pending Review Out of Office Delegation Submitted
CaseBuilder Glossary of Terms and Functions Add a Witness (Button): Located below the Key Witness Information header for Claims, Decisions and Allows the user to enter the name and contact information for key witnesses related to the case. - First name, last name and phone number are mandatory fields. Add Delegates (Link): Located below Case Summary in center right of the screen in the Claims, Decisions and Allows the user to delegate a specific case to another CaseBuilder user or users. Appeal (Button): Located at the bottom of the screen for the Decision details. Clicking this button will open an email window to notify the representative that the user wishes to appeal the decision. - Please note, this action will not close the record and no additional information for the case can be entered through CaseBuilder. The representative will call for any additional information that is required to appeal the case. Case Activity (Link): Located below Case Summary in center of the screen in the Claims, Decisions and Shows the date, time and user for all CaseBuilder activity on a specific case. Case Comments (Header): Located in the center of the screen for the Claims, Decisions and Displays information provided to or requested from the CaseBuilder user by the representative; i.e. recommendation on the case or a request for specific documents Case Summary (Header): Located at the top center of the screen for all details. Provides a summary of basic case information for the selected case. Claimant Statement: The statement provided to the state by the claimant indicating the reason he/she is filing for unemployment benefits. Contact my Service Representative (Link): Located in upper right corner of the screen for all categories. Provides name and contact information for the representative assigned to that specific case. When an email is sent to the representative through CaseBuilder, the client will receive a courtesy copy in his/her email. Date of Claim: The date on which the claimant filed his/her application for benefits. Delegation Details (Link): Located below Case Summary in center right of the screen in the Claims, Decisions and Allows the user to see to whom a case has been delegated and the name of the delegator. - Only the delegator can remove a delegation. Docket Number: The number assigned by the state to identify a case. Documentation (Header): Located in the center of the screen for Claims, Decisions and Hearings. details. Allows the CaseBuilder user to upload softcopy documents directly - Rolling the mouse over supported file formats will show a list of accepted file types - After a document has been uploaded, but before the case has been submitted, the user can delete documents if necessary by using the delete button located to the right of the document. The user can also indicate that documentation will be faxed or emailed, the documents are not currently available or there are no documents for the case. Due Date: The date by which the state requires a response. Failure to provide sufficient information by this date can result in a loss of rights and non-charging. Favorable Status: Provides the status of an unemployment case based on the representative s coding of a favorable initial determination, hearing decision or Board of Review decision. Fax Cover Sheet (Link): Located under the Documentation header in the lower center of the screen for the Claims, Decisions and Clicking the hyperlink will open another window containing a fax coversheet for that specific case. By using this fax cover sheet, any hard copy documentation will load directly into the case on the system. - The user will need to print a separate fax cover sheet from each case. Hearing Date/Time: The date and time for which the state scheduled the unemployment hearing. Hearing Representative (Header): Located at the bottom of the screen in the Decisions category and the center of the screen in the Hearings category. In the Hearings category, will show the name and contact information for the Hearing Representative assigned to the case.
Help Tutorials: Located in the Help section at the top of the Dashboard. PDF tutorials are now available to assist with any questions the user may have about certain functions of CaseBuilder. Inhouse: The number used by ADP to identify the employer by client entity. Key Witness Information (Header): Located at the bottom center of the screen for Claims, Decisions and Displays the name and contact information for the individuals identified by the client as key witnesses for the case. - Information can be edited or deleted by using the edit button on the right Liability: For merit rated employers, this is the amount potentially charged to the employers unemployment tax account if the claimant is found eligible for benefits. For reimbursing employers, this is the amount that the employer could be charged by the state for benefits paid to the claimant. Location: The location where the claimant worked or the client reported wages. No Appeal (Button): Located at the bottom of the screen for the Decision category. Clicking this button will open an email window to notify the representative that the user does not wish to appeal the decision. - Please note, this action will close the record and no additional information for the case can be entered through CaseBuilder. Out of Office Delegation: Located on the Settings screen at the top of the Dashboard. Allows the user to indicate that he/she is going to be out of the office and to delegate any work received during that period; the user can send a message to the recipient providing details of the delegation. Processed Date: Provides the date a document was processed by ADP. Ready for Hearing (Button): Located at the bottom right of the screen in the Hearings category. Clicking this button will open a window requesting that the user confirm all documentation and witness information has been submitted. - When the user confirms this has been provided, a window will show that the information was successfully saved. The ADP representative may still contact the user or key witnesses to discuss the case. Reference Number: The identification number assigned by ADP to a specific case. Request Postponement (Link): Located next to the hearing date and time under the Case Summary header in the Hearings category. and provide the reason he/she desires the hearing to be postponed. - The ADP representative will contact the user to discuss Request Representative (Button): Located at the bottom of the screen in the Decisions category. indicating his/her desire for a hearing representative when the hearing is scheduled Located in the Center of the screen in the Hearings category. and provide the reason he/she desires a hearing representative. - The representative will contact the user to discuss Request Type: Indicates the type of document received from the state for a specific case. If an image is available a PDF file will be available to view. Request Venue Change (Link): Located next to the venue under the Case Summary header in the Hearings category. Will open a window to allow the user to email the representative and provide the reason he/she needs to change the hearing venue. - The ADP representative will contact the user to discuss Respond to Multiple (Button): Located at the bottom of the Claims category. Will allow the user to respond to multiple claims with the same separation reason and separation details. - If the answer to a question does not apply to all claimant s selected, the question should be left blank (i.e. First Day of Work) Save for Later (Button): Located at the bottom center of the screen for the Claims, Decisions and Allows the user to save the completed information in order to return later to continue working. Saved information will be sent to ADP. Separation Reason (Header): Located in the center of screen for the Claims category. This is where the CaseBuilder user will provide the details of the claimants reason for separation or employment status. - Start by selecting the appropriate separation or status options from the drop down menus - Then answer the questions related to the selected reason - A green Progress Bar will show below the questions - All questions and answers will show below the Progress Bar Answers can be edited until the case is Submitted by clicking the edit icon next to the answer
Separation Reason Glossary (Link): 'What's this?' link located to the right of the Separation Reason in the Claims category. Opens a PDF document which provides an explanation of the separations and a list of options to assist in selecting the proper drop-down choices. State Documents: Documents received from the state regarding the case. State Filed: The state in which the claimant filed his/her request for unemployment benefits. Submit (Button): Located in the bottom center of the screen in the Claims and Separations categories Allows the user to indicate to ADP that he/she has provided all available information for the case. - After the user has submitted information he/she will not be able to make any changes to the case through CaseBuilder. - Please note, a follow-up phone call or email may be received from the ADP representative if additional information is needed. Type of Decision: Indicates at which step in the unemployment process a case is currently located. Claim/Ruling Decision: Initial Determination following the claim protest Claimant Appeal: Notification was received that the claimant has appealed the initial determination. This is the users opportunity to provide additional information for the upcoming hearing. Hearing Decision: Decision of the state following an unemployment hearing Board Decision: Ruling by the state following an appeal to a hearing decision Type of Hearing: Indicates at which step in the unemployment process a case is currently located. 1st Stage Hearing: Refers to a hearing held as a result of appealing the initial determination 2nd Stage Hearing: Refers to the Board of Review reviewing the evidence and testimony already presented in the case to determine if the appropriate outcome was reached. Venue: How or where the state intends to hold the scheduled unemployment hearing In Person indicates all parties will need to go to the hearing site to participate Telephone indicates all parties will participate via a recorded telephone conference Whose Appeal?: Identifies which partied appealed the case to an unemployment hearing or to the Board of Review. Withdraw From Hearing (Button): Located at the top center of the screen under the Case Summary in the Hearings category. Allows the user to indicate that he/she wishes to withdraw from a scheduled hearing. - By clicking this option the user will see a window advising him/ her that by withdrawing from the hearing the employer will no longer have rights to continue protesting the case and asking if he/she wishes to continue. - If the user confirms that he/she does wish to continue with the withdraw, an email window will open to allow the user to advise the ADP representative of the reason for the withdraw and file will be closed. The user will not be able to provide any additional information for the case through CaseBuilder. ADP-UCM-CB001-9/03/2014