HCTC: State Workforce Agencies - Transmit Eligibility Records
As State Workforce Agency (SWA) employees, we depend on you to send eligibility records for all eligible TAA/ATAA/RTAA recipients. This is an extremely important part of administering the HCTC. By sending eligibility records to us, this triggers the HCTC system to send an HCTC Eligibility Certificate to candidates so that they can start the registration process. As long as eligibility records are received for participants, they can continue to receive the HCTC. If at any point, we do not receive an eligibility record, the participant has a one-month grace period (TAA/ATAA/RTAA only) after which the participant will be cancelled from the monthly program.
It is imperative that the HCTC Program receives accurate and complete eligibility records and this page details the process for transmitting and reviewing those records.
How to transmit eligibility:
The states report on individuals who are TAA, ATAA, or RTAA eligible. States report the names of these eligible individuals to the HCTC Program through the transmittal of an Interstate Connection Network (ICON) eligibility record, as outlined in the following four steps:
- File Transmission
- SWAs can transmit files containing unique eligibility records for TAA, ATAA, and RTAA recipients on a daily basis. States transmit eligibility records daily to the HCTC program since an individual may become eligible for a Trade Readjustment Allowance (TRA) at any time during the month.
- File Processing
- If no errors are present, the HCTC system processes the eligibility file and loads the records into the HCTC database. Read the IB13 Process Overview for information on processing eligibility records with errors.
- HCTC Eligibility Certificate Trigger
- The HCTC Program mails an HCTC Eligibility Certificate to individuals whose eligibility records are transmitted to the HCTC for the first time. It is only after this point that candidates may register for the monthly HCTC or claim the yearly HCTC on their federal income tax return.
- Updated File Transmission
- SWAs transmit updated eligibility files that backdate or revoke individuals’ eligibility if their eligibility status changes at a later date. Immediately notifying the HCTC Program of changes in individuals’ eligibility status decreases the potential for fraud and helps prevent improper enrollment and cancellation, as well as claims for nonqualified payments for the yearly HCTC. Requirements for the ICON file certification and transmission process are outlined in the U.S. DOL's Unemployment Insurance Program Letter No. 24-03.
If you need further guidance on determining TAA/ATAA/RTAA eligibility or transmitting records to the HCTC program, contact your Regional DOL Office.
Monthly Eligibility Review Process:
- Each month, SWAs will receive an email from the HCTC Program containing the End of Month Eligibility Review documentation for their state. This document lists the individuals whose eligibility records were not received by the HCTC Program for that current month, but who had eligibility the previous month.
- SWAs should review the document and immediately notify the HCTC Program if an individual is listed incorrectly. For example, if an individual's eligibility record was not sent by mistake, SWAs should send the individual's eligibility record and notify the HCTC Program to ensure the person is correctly accounted for as an eligible individual. It is important for SWAs to submit eligibility records by the HCTC deadline. The HCTC Program will send emails that provide more information about the deadline.
The goal of this process is to ensure that any individuals who are still eligible, but have not had eligibility records loaded by the HCTC Program, can be identified. Then their eligibility status can be corrected and they can avoid being cancelled from the monthly HCTC program.
There is an error handling process for the improper transmission of eligibility records. If a record that was submitted by your SWA had an error that prevented it from being processed, an error message will be sent back via ICON. The SWA must check for error messages and resend any records that were not transmitted due to an error. For more information, please reference the IB13 Process documentation.
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