Managing and staying compliant with state unemployment regulations is a challenge that all employers face. One of the often overlooked areas of compliance is state mandated separation notices. A number of states require employers to provide an employee with a notice informing them of their rights to collect unemployment at the time of termination. These forms will vary in the information that is required and often have short turn around times to remain compliant.
Thomas & Company has a solution to support your team, eliminate the administrative burden, and avoid possible state penalties with our UI Offboarding Solution. Our service tracks the ever changing requirements at the state level, ensures timely notification to your former employees, and provides auditing and reporting to measure the success of the compliance offering.
If you are interested in learning more, please contact your client relationship manager.
TABLE OF CONTENTS
Click on the state icon to take you to the respective state information.
___________________________________________________________________
ALABAMA
Is a Separation Notice Required: Yes
What do I need to send? Letter
Who do I send it to? Employees
How do I send it? Mail, text, email or flyer
State Document / Form: https://labor.alabama.gov/docs/posters/NoticeOfAvailabilityOfUnemploymentCompensation.pdf
Notes / UI Poster:
ALASKA
Is a Separation Notice Required: Yes
What do I need to send? State Document
Who do I send it to? Employees
How do I send it? Mail, text, email or flyer
State Document / Form: https://labor.alaska.gov/estax/forms/Separation_Notice.pdf
Notes / UI Poster: https://www.akleg.gov/basis/aac.asp#8.85.060
ARIZONA
Is a Separation Notice Required: Yes
What do I need to send? State Document
Who do I send it to? Employees
How do I send it? Mail, text, email or flyer
State Document / Form: https://des.az.gov/services/employment/unemployment-employer/employer-requirements-record-keeping
Notes / UI Poster:
ARKANSAS
Is a Separation Notice Required: Yes
What do I need to send? State Document
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://dws.arkansas.gov/wp-content/uploads/New-Rule-5-1.pdf
Notes / UI Poster:
CALIFORNIA
Is a Separation Notice Required: Yes
What do I need to send? CA Employee Letter / CA Employee Packet
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form:
CA Employee Letter - https://edd.ca.gov/siteassets/files/about_edd/pdf/noticetoemployeeastochangeinrelationship.pdf
CA Employee Packet - https://www.edd.ca.gov/pdf_pub_ctr/de2320.pdf
Notes / UI Poster:
COLORADO
Is a Separation Notice Required: Yes
What do I need to send? State Form
Who do I send it to? Employees
How do I send it? Hard copy or electronic format
State Document / Form: https://cdle.colorado.gov/sites/cdle/files/documents/Employer-Separation-Form-22-234-fillable.pdf
Notes / UI Poster: https://cdle.colorado.gov/sites/cdle/files/Notice_to_Workers_English_0.pdf
CONNECTICUT
Is a Separation Notice Required: Yes
What do I need to send? CT State Form / CT Employee Packet
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form:
CT State Form - https://www.ctdol.state.ct.us/HP/UC-61Fillable.pdf
CT Employee Packet - https://www.ctdol.state.ct.us/HP/UC-62TwithBabel3-2020.pdf
Notes / UI Poster:
DELAWARE
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://laborfiles.delaware.gov/main/dui/forms/UC-6.pdf
DISTRICT OF COLUMBIA
Is a Separation Notice Required: No
What do I need to send? Not Specified
Who do I send it to?
How do I send it?
State Document / Form:
Notes / UI Poster: https://does.dc.gov/sites/default/files/dc/sites/does/page_content/attachments/UI%20Notice%20to%20Employees-2015_0.pdf
FLORIDA
Is a Separation Notice Required: No
What do I need to send? Not Specified
Who do I send it to?
How do I send it?
State Document / Form:
Notes / UI Poster: https://floridarevenue.com/Forms_library/current/rt83.pdf
GEORGIA
Is a Separation Notice Required: Yes
What do I need to send? State Form
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://dol.georgia.gov/document/separation-notices/separation-notice-individual-interactive-dol-800/download#:~:text=In%20accordance%20with%20the%20Employment,the%20reason%20for%20the%20separation.
Notes / UI Poster: It is acceptable to deliver the completed and signed separation notice, DOL-800 (R-7/21) electronically to separated employees. GA will make modifications to make it clear that the issuance and delivery of the separation notice is the requirement, but the delivery method is up to the employer.
HAWAII
Is a Separation Notice Required: No
What do I need to send? Not Specified
Who do I send it to?
How do I send it?
State Document / Form:
Notes / UI Poster: https://labor.hawaii.gov/wp-content/uploads/2023/12/Unemployment-Laws-20240102.pdf
IDAHO
Is a Separation Notice Required: Voluntary
What do I need to send? Letter
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://www.labor.idaho.gov/wp-content/uploads/publications/worker_protections_related_to_COVID_19.pdf
Notes / UI Poster:
ILLINOIS
Is a Separation Notice Required: Yes
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? Post
State Document / Form: https://ides.illinois.gov/content/dam/soi/en/web/ides/ides_forms_and_publications/CLI111L.pdf
Notes / UI Poster: This poster fulfills all posting requirements for the Illinois Department of Employment Security.
INDIANA
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://www.in.gov/dwd/files/Employer-Poster.pdf
IOWA
Is a Separation Notice Required: Voluntary
What do I need to send? State Form
Who do I send it to? State
How do I send it? Mail, text, email or flyer
State Document / Form: https://uiclaims.iwd.iowa.gov/EmployerSeparation/
Notes / UI Poster: Whenever a worker leaves or refuses your employment for any reason that you believe disqualifies the individual from receiving unemployment insurance benefits, you should notify IOWA WORKFORCE DEVELOPMENT by completing this Notice of Separation form, 60‑0154. The Notice of Separation can also be filed online at https://uiclaims.iwd.iowa.gov/EmployerSeparation. If you provide the information online, you do not need to send a paper copy of this form.
KANSAS
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://www.dol.ks.gov/home/showpublisheddocument/100/638363383565870000
If employers opt to file mass claims, this form is not necessary.
KENTUCKY
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://kcc.ky.gov/Documents/Forms%20and%20Posters/ui_ben5_1_0108.pdf
LOUISIANA
Is a Separation Notice Required: Yes
What do I need to send? State Document
Who do I send it to? File online by Employer
How do I send it? Filed Online
State Document / Form: https://www.louisianaworks.net/hire/vosnet/Default.aspx
- Scroll to the middle of the page and find the Dark Gray box labeled "Employer Services"
- Click on the 3rd option "File Employee Separation Notice"
- Enter your company's seven digit Employer Account Number (not FEIN) to begin. This number can be found on your most recent quarterly benefit charge statement.
- Louisianaworks.net/HIRE will not allow access through a bookmark or favorite for security reasons. If you receive a message "This system has timed your session out for one of the reasons listed below", click the HOME button and follow the instructions above.
Notes / UI Poster: Failure to submit this notice within the specified time limits may forfeit your right to appeal. It must be submitted within 72 hours after the worker’s separation from employ.
MAINE
Is a Separation Notice Required: No
What do I need to send? Not Specified
Who do I send it to?
How do I send it?
State Document / Form:
Notes / UI Poster: https://www.maine.gov/labor/docs/2022/posters/mesl/Maine%20Employment%20Security%20Law_11-19_English.pdf
MARYLAND
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/a
State Document / Form:
Notes / UI Poster: https://www.dllr.state.md.us/forms/uiavailnotice.pdf
MASSACHUSETTS
Is a Separation Notice Required: Yes
What do I need to send? State Packet
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://www.mass.gov/info-details/employer-responsibilities-during-the-unemployment-claims-process#:~:text=table%20of%20contents+,permanently%20and%20temporarily%20separated%20employees.
Notes / UI Poster: A penalty may be assessed if found in non-compliance.
MICHIGAN
Is a Separation Notice Required: Yes
What do I need to send? State Form or equivalent notice
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://www.michigan.gov/leo/-/media/Project/Websites/leo/Documents/UIA/Employer-Forms/UIA-1711.pdf?rev=60a8445f438f4a9f9462d15f10790f7f&hash=F6729EE000549C97B0403F198AE635D8
Notes / UI Poster: Can assess a $10 penalty per employee
MINNESOTA
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://www.uimn.org/assets/109_tcm1068-192562.pdf
MISSISSIPPI
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://mdes.ms.gov/media/190875/ui_insuranceforemployerltrsizesign033120update_rev4.pdf
MISSOURI
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form: MO Form M-INF-288-5
Notes / UI Poster: Exception-Employer must notify Division of Social Services for an employee under wage withholding issued by Family Support Division, Child Support Enforcement.
https://labor.mo.gov/sites/labor/files/pubs_forms/M-INF-288-5-AI.pdf
MONTANA
Is a Separation Notice Required: Yes*
What do I need to send? State Form
Who do I send it to? Employee
How do I send it? Mail, text or email
State Document / Form: https://uid.dli.mt.gov/_docs/contributions-bureau/notice-to-employees.pdf
Notes / UI Poster: Only required when the employees are laid off.
NEBRASKA
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://dol.nebraska.gov/webdocs/Resources/Items/UI%20Basics%20Brochure%2010-28-2022.pdf
NEVADA
Is a Separation Notice Required: Yes
What do I need to send? State Document
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://cms.detr.nv.gov/Content/Media/Employer_notification_of_UI_to_employees_4-24-20.pdf
Notes / UI Poster:
NEW HAMPSHIRE
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://www.nhes.nh.gov/forms/documents/unemployment-notice.pdf
NEW JERSEY
Is a Separation Notice Required: Yes
What do I need to send? State Form
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://www.nj.gov/labor/forms_pdfs/ui/BC10.pdf
Notes / UI Poster: Fines may be leveraged against the employer for non-compliance (initially reported to be $500/day fine or 25% of the amount of unemployment benefits withheld, whichever is greater)
NEW MEXICO
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://www.dws.state.nm.us/en-us/Correspondence/Correspondence-Detail/registered-employer-poster
This poster is issued at the time of initial Unemployment Insurance tax registration and never needs to be updated.
NEW YORK
Is a Separation Notice Required: Yes
What do I need to send? State Form
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://dol.ny.gov/system/files/documents/2023/11/ia12.3_0.pdf
Notes / UI Poster:
NORTH CAROLINA
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster:
NORTH DAKOTA
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://www.jobsnd.com/sites/www/files/documents/jsnd-documents/uiunemploymentcompensationbenefitsjsnd4032.pdf
Whenever a worker is separated from the worker's employment (permanently or for an indefinite period or for an expected duration of seven or more days) the employer shall instruct such worker to report promptly, either in person or by mail, to the public employment service office most convenient to the worker, or in person to an itinerant point of such office on the first day that such itinerant office is open.
OHIO
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://www.odjfs.state.oh.us/forms/num/JFS02745/pdf/
OKLAHOMA
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://aem-stage.oklahoma.gov/oesc/employers/employer-resources-and-forms.html
OREGON
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://www.oregon.gov/boli/employers/Pages/required-worksite-postings.aspx
Back to Table of Contents
PENNSYLVANIA
Is a Separation Notice Required: Yes
What do I need to send? State Form
Who do I send it to? Employees
How do I send it? In-person, mail, email or text
State Document / Form: https://www.pa.gov/en/search.html#q=uc-1609-benefits-employer-form.pdf
Notes / UI Poster:
PUERTO RICO
Is a Separation Notice Required: Voluntary
What do I need to send? Letter
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: Generic Letter
Notes / UI Poster:
RHODE ISLAND
Is a Separation Notice Required: Yes
What do I need to send? Letter
Who do I send it to? Employees
How do I send it? Mail, text, email or flyer
State Document / Form: https://dlt.ri.gov/sites/g/files/xkgbur571/files/emergencyui/Employer-Notice-Requirement-Memo.pdf
Notes / UI Poster: Employers may, but are not required to, use the attached sample language to supply the content of the notice to separating employees.
SOUTH CAROLINA
Is a Separation Notice Required: Yes
What do I need to send? Letter
Who do I send it to? Employees
How do I send it? Mail, text, email or flyer
State Document / Form: https://www.dew.sc.gov/sites/dew/files/Documents/families-first-required-notice_uie646d9b195084b58bcfaf2b06f0ca5ff%20(1).pdf
Notes / UI Poster:
SOUTH DAKOTA
Is a Separation Notice Required: Yes
What do I need to send? State Document
Who do I send it to? Employees
How do I send it? Mail, text, email or flyer
State Document / Form: https://dlr.sd.gov/employment_laws/posting_requirements.aspx
Notes / UI Poster:
TENNESSEE
Is a Separation Notice Required: Yes
What do I need to send? State Document
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://www.tn.gov/content/dam/tn/workforce/documents/Forms/LB-0489.pdf
Notes / UI Poster: The state of Tennessee allows the notices to be emailed to the employees. Texting the notification is also permitted as long as the completed form is included in the text message.
TEXAS
Is a Separation Notice Required: Yes
What do I need to send? Letter
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://www.twc.texas.gov/sites/default/files/fdcm/docs/texas-unemployment-compensation-act-and-texas-payday-law-poster-twc.pdf
Notes / UI Poster:
UTAH
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://jobs.utah.gov/ui/employer/Public/UINoticePosterEnglish.pdf
VERMONT
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form: See Page 32 for the provisions
Notes / UI Poster: https://labor.vermont.gov/sites/labor/files/doc_library/A-24%20Unemployment%20Poster.pdf
VIRGIN ISLANDS
Is a Separation Notice Required: Voluntary
What do I need to send? Letter
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://www.vidol.gov/news/model-language-for-employer-notification-to-employees-of-the-availability-of-unemployment-compensation/
Notes / UI Poster:
VIRGINIA
Is a Separation Notice Required: Yes
What do I need to send? Brochure
Who do I send it to? Employees
How do I send it? Mail, text or email
State Document / Form: https://www.vec.virginia.gov/employers/required-posters-for-virginia-employers
Notes / UI Poster: https://www.vec.virginia.gov/sites/default/files/documents/B29%20Notice%20to%20Workers_Effective%203_24.pdf
WASHINGTON
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://media.esd.wa.gov/esdwa/Default/ESDWAGOV/about-employees/ESD-unemployment-benefits-poster.pdf
WEST VIRGINIA
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://workforcewv.org/wp-content/uploads/2023/08/UC-Benefit-Rate-Poster-Updated-7.23.pdf
WISCONSIN
Is a Separation Notice Required: Voluntary
What do I need to send? Letter/Poster
Who do I send it to? Employees
How do I send it? In-person, mail, email or text
State Document / Form: https://dwd.wisconsin.gov/dwd/publications/ui/notice.htm
Notes / UI Poster: https://dwd.wisconsin.gov/eworkboard/unemployment/
WYOMING
Is a Separation Notice Required: Poster Required
What do I need to send? Poster
Who do I send it to? Employers are required to post this notice in a conspicuous place for all employees.
How do I send it? N/A
State Document / Form:
Notes / UI Poster: https://drive.google.com/file/d/1AZKBT_JCGnKI4zW8VNjw6b1-Oqhnsdjv/view
Information about the availability of Unemployment can be found on page 4 of the above document.
_______________________________________________
Back to Table of Contents