Mass Claims for Unemployment Benefits

Overview

The Mass Claims program streamlines the unemployment benefit claims process for employers faced with layoffs, whether permanent or temporary, of ten or more employees at one time. Employers can submit basic worker information on behalf of their employees to initiate claims for unemployment benefits.

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Employer Advantages of a Mass Claim

You:

• Can submit the layoff information before the layoff, which ensures a smooth transition for both employer and worker
• Can establish claims more efficiently than workers who submit their own unemployment benefits claims
• Can submit the worker's final week of earnings, helping to ensure proper payment
• Can submit information on severance pay or wages in lieu of notice of layoff, reducing subsequent contact by TWC
• Are not inundated with a written notice of application for each individual who applies for unemployment benefits
• Automatically become a party of interest to each claim filed

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Preparing for a Layoff

Notifying Employees Before a Layoff

Immediately notify your employees that your company will start the unemployment benefits process by submitting information to TWC. If your workers are not aware that you are starting the Mass Claim process, then they may submit their own claim. Duplicate claims slow claims processing and delay payment.

Steps Before a Layoff

TWC provides an employee information sheet for your company to give your workers before the layoff. Once we receive information from you about the potential claimants, we create an inactive unemployment benefits claim for your employees and mail them instructions on how to activate their claim after they are laid off.

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How to Submit Mass Claim Information

To start a mass claim, you will need to:

1. Complete both the Mass Claims Agreement Letter and the Mass Claims Excel Spreadsheet.
2. E-mail both files to TWC at ui.massclaims@twc.state.tx.us at least five business days before the layoff.

Mass Claims Agreement Letter

The Mass Claims Agreement Letter outlines the provisions TWC requires from an employer before we can process the Mass Claims Excel spreadsheet. An authorized company representative must sign and return the letter to ensure compliance with those provisions, such as electronic file security, required information, deadlines, and instructions for appeals.

Mass Claims Excel Spreadsheet

The Mass Claims spreadsheet provides the essential data for the claims. The spreadsheet includes two tabs, Instructions and Data.

1. Complete the Mass Claims Excel Spreadsheet
   • For each laid-off worker, enter in the Data portion of the spreadsheet the employee's name, Social Security number, home address, and other required information.
   • If you are unable to provide all information requested on the Mass Claims spreadsheet, contact the Mass Claims coordinator at 512-463-2999. The coordinator can determine what action to take.
2. At least five working days before the layoff, e-mail the spreadsheet and agreement letter to TWC at ui.massclaims@twc.state.tx.us.
   • For privacy and security when e-mailing the spreadsheet, you must protect it from being opened without a password. Add a password when saving the spreadsheet file.
   • Send the password to ui.massclaims@twc.state.tx.us in a separate e-mail or provide the password by phone to the Mass Claims Coordinator by calling 512-463-2999.

TWC will confirm receipt of your mass claim information. If you do not receive an e-mail confirmation or if you have questions, call the Mass Claims Coordinator at 512-463-2999.

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Eligibility & Payment

Mass Claim Start Date

An unemployment claim begins on Sunday. The start date for your employees’ claims depends on the last day worked. Generally, if an employee's last workday was:

• Monday, Tuesday, or Wednesday, the claim will begin on the previous Sunday
• Thursday or Friday, the claim will begin the following Sunday

Payment Start Date

Normally, your employees will begin receiving benefits within two to three weeks after the start date of the unemployment benefits claim. However, if your employees received severance pay or wages instead of advance notice of the layoff, they may not be eligible for benefits during the period covered by these wages. For more information about how severance pay and wages in lieu of notice affect a claim, see our page for claimants on How Money from Other Sources Can Affect Your Benefits.

Unemployment Benefits Overpayment

If your employee has an unemployment benefits overpayment with TWC, we apply current benefit payments to the balance until the full amount is recovered.

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After a Layoff

Activating the Unemployment Benefits Claim

Claimants activate their claim by requesting payment through TWC's online Unemployment Benefits Services at ui.texasworkforce.org or by calling Tele-Serv, TWC's interactive voice response system. If a potential claimant does not request payment, TWC does not activate the claim and the claimant does not receive unemployment benefit payments through the mass claim.

Information TWC Provides About Unemployment Benefits

TWC provides information about the unemployment benefits process to employers and employees in several ways, including:

• Our Unemployment Benefits page for Job Seekers & Employees. That web page provides you and your employees with detailed information on the unemployment benefits program from the claimant perspective and work search requirements.
• Unemployment Insurance Benefits Handbook. After we process the mass claim information you submit, your employees activate their claim by submitting a payment request. TWC mails them an Unemployment Benefits Handbook. Encourage your employees to read the entire booklet so they will be aware of their rights and responsibilities when requesting unemployment benefits.
• Statement of Wages and Potential Benefit Amounts. After your employees activate their claim, TWC mails them a notice that lists the potential weekly and maximum benefit amount the employee may receive.
• Work Search Log. If your employees are required to look for work, TWC also mails them a work search log. Your employees should use the log to record weekly work search activities. TWC may exempt your employees from looking for work if they are on a temporary layoff.

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