What is an Employer Separation Report?
A separation report is sent electronically and mailed to employers when a former employee files for unemployment benefits. It allows employers to provide information to the Virginia Employment Commission (VEC) about why the individual is no longer employed. Responding to the report, which also collects job titles, dates, and wages, ensures employers have input in VEC's lawful decisions about benefit eligibility.
Employers are required under the Code of Virginia § 60.2-121.2 to respond to a separation report electronically or by mail within 10 calendar days. Employers are encouraged to sign up for SIDES, State Information Data Exchange System, to respond to unemployment insurance requests quickly, accurately and securely. When responding employers should provide detailed information about the reason for separation. The more information provided the better VEC will be able to make a decision on the employee's claim for unemployment benefits.
When Must Employers Respond?
Under the Code of Virginia § 60.2-528.1 employers have 10 calendar days to respond to a separation report.
Why is Timely Response Important?
VEC depends on employers to provide timely and accurate separation information. This is crucial for determining if claimants are eligible for benefits, which can directly affect an employer’s unemployment insurance tax rate. Prompt responses help VEC ensure that only eligible individuals receive benefits and prevent fraud. Failure to respond to a separation report can potentially lead to penalties under the Code of Virginia § 60.2-528.1.
How Can Employers Respond?
Employers may respond electronically, by fax or by mail to separation reports.
Important Note:
- SIDES can only be used for responding to Separation Reports and Wage Verifications.
- For all other VEC business—including paying UI taxes, filing quarterly reports, answering other claim activity questions and filing appeals, employers should use the Employer Self-Service (ESS) portal.
Option 1: Preferred Option
SIDES Registration (State Information Data Exchange System):
Developed collaboratively by the U.S. Department of Labor (USDOL) and state unemployment insurance agencies, SIDES is an electronic platform that facilitates a quick, easy, and secure response to unemployment insurance requests.
SIDES Benefits:
- Never miss a separation report
- Free, fast and secure
- Reduces paperwork
- Reduces staff time
Option 2:
ESS Enrollment (Employee Self-Service Portal):
The VEC’s ESS portal keeps employers updated on claims filed against their company. When you're enrolled in ESS, you'll get an email alert titled "Online fact-finding notification," indicating that a time-sensitive document requires your response. This is what is also known as a separation report.
ESS Benefits:
- Multiple users can be added
Option 3:
Fax:
(804)-343-1459
Option 4:
Mail:
Virginia Employment Commission
P.O. Box 27887
Richmond, VA 23261-7887
Please note: If you respond by mail, the response must be received, not just postmarked, by the deadline to be considered timely.
