user anual virgin i d o l c p v 1 manual - claimant... · 2.1. how to access the claimant portal 6...

USER MANUAL

VIRGIN ISLANDS DEPARTMENT OF LABOR CLAIMANT PORTAL

VERSION: 1.0

JUNE 2016

of 29

Claimant Guide version 1.0

VIDOL CLAIMANT PORTAL USER MANUAL

Contents 1. INTRODUCTION 3

1.1. HOW TO USE THE MANUAL 4

2. PORTAL ACCESS & USER ACCOUNT 5

2.1. HOW TO ACCESS THE CLAIMANT PORTAL 6

2.2. USER ACCOUNT – CHANGE PASSWORD 8

3. AVAILABLE FEATURES 9

3.1. CLAIM DATA 9

3.2. WEEKLY CERTIFICATIONS 11

3.2.1. PROVIDE WEEKLY CERTIFICATIONS 12

3.3. WORK SEARCH 15

3.3.1. HOW TO ACCESS 16

3.3.2. PROVIDE WORK SEARCH 17

3.3.3. EDIT WORK SEARCH 19

3.3.4. SUBMIT WORK SEARCH 20

3.3.5. PRINT OR DOWNLOAD CONFIRMATION RECEIPT 21

3.3.6. MANAGE REPORTS 22

4. ERROR MESSAGES & CAUSES 25

4.1. LOGIN PAGE 25

4.2. WORK SEARCH PAGE 26

4.3. ACCOUNT – CHANGE PASSWORD 27

4.4. WEEKLY CERTIFICATIONS PAGE 28

5. TERM GLOSSARY 29

of 29



1. Introduction

Claimants are required to provide information regarding meeting the

unemployment insurance requirements for being able, available and actively

seeking work while they are claiming benefits.

The U.S Virgin Islands Department of Labor (VIDOL) has created a website,

named the Claimant Portal, to serve the general public to claim unemployment

insurance benefits and report their work searches. Our approach is to assist the

claimant in capturing those work searches every time they file a weekly claim

certification.

Using our solution, the claimants will have the ability to access a web based

application to enter their weekly certifications which will allow them to get their

bi-weekly payments faster, and will present the opportunity for entering the work

searches performed during the weeks claimed. The weekly certification and the

work search information can be submitted online by internet or at one of VIDOL’s

resource room computers at any time during operational hours.

The intended objective of the portal is to present the claimant a common and

standard mechanism to interact with the Department of Labor to perform the

most common operations to accelerate the payment process by submitting bi-

weekly continued weekly certifications, and complying with the required work

searches during the period claimed.

From VIDOL's standpoint, there will be benefits associated in minimizing data

entry error in transactions, perform early issue detection, and reduce paper

management/utilization as well as increasing the quality of the payment process

with an electronic trail of transactions.

of 29



This document is a user guide with instructions detailing how to properly use the

claimant portal features.

The main components of the Claimant’s Portal are:

AUTHENTICATION MODULE

o Defines how to log into the Portal

GENERAL INFORMATION MODULE

o Provide status information regarding the claimant’s claim

WEEKLY CERTIFICATIONS

o Allow the claimant to claim the last two available weeks

WORK SEARCH RECORDING

o Allows the claimant to register job contacts for claimed weeks

QUERIES AND REPORTING

o Provide some audit trails of claimant’s transactions within the

Portal

All the features of the Claimant Portal are available in English or Spanish. At the

top of each page, the user may change the language of the portal by clicking on

the preferred flag (language).

1.1. How to use the manual

This manual uses tables to detail the steps required to properly use the portal.

Images are provided as a visual guide and important notes are denoted by an

attention symbol ( ) to provide additional information. Some steps might

include references to other sections of this manual as well.

of 29



2. Portal Access & User Account

Any new or active claimant may use the VIDOL Claimants’ Portal.

The following information is required to access the portal:

User ID

Password

Initial documentation is required to be submitted at the local V.I. Department of

Labor in order to fully access the website.(i.e. initial claim).Access information

for the site will be provided via email with a User ID and temporary password

after the documentation is processed.

If any problems are experienced with accessing the site (such as lost password

or blocked account), contact the local V.I. Department of Labor Office. Note that

any unemployment benefit claim must be done within U.S. or its territories.

2.1. Minimal System Requirements

To efficiently use the Claimants’ Portal, the computer to be used must meet

minimal system requirements. Requirements include:

An internet connection

Adobe Acrobat PDF Reader

Any of these supported browsers:

Browser Icon Version

Internet Explorer

11 or above

Microsoft Edge

25 and above

Google Chrome

51.0.2704.106 and above

Mozilla Firefox

47.0.1 and above

of 29



2.2. How to Access the Claimant Portal

Step No.

Steps Related Image

1

Go to the VIDOL Claimant Portal.

2

Enter provided User ID and password.

of 29



Step No.

Steps Related Image

3

Click to check the Agree to Terms & Conditions box.

Log In Message errors (if any) will appear between

the log in form and the log in button.

Locate the field

the error is indicating and

provide the information.

4

Click Log In button to gain access.

If this is the first login, you will be required to reset your password.

Refer to section

2.2 (Change Password).

of 29



2.3. User Account – Change Password

Step No.

Step Related Image

1 Enter old password.

2 Enter new password.

3

Enter the new password again at confirm password to ensure accuracy.

Passwords for this site have specific

requirements. If the password is entered incorrectly, an error message will appear

with the details.

Passwords have the following requirements:

It must consist of letters, numbers and printable characters. The minimum length should be of 6 characters. The maximum length should be of 9 characters. It must include a capital letter. It should not include the user ID or username. It should be different from the previous one.

If the password does not meet these requirements, the page will display an error authentication message under the form.

4 Click Confirm Change.

of 29



3. Available Features

3.1. Claim Data

Information and details about the claim are displayed at the main page after login

(as shown in the image and explanation table below).This page will allow the

claimant to submit required weekly certifications and work searches every two

weeks.

Claim Data Explanation and Additional Details

1 Name and Claim ID Full name and claim number

2 Benefit Year Ends Benefit Year Ending Date (month/day/year)

3 Local Office Department of Labor office location

of 29



Claim Data Explanation and Additional Details

4 Program Name Name of program submitting the claim

5 Last Week Ending Paid Date

Date of last claimed date paid

6 Last Check Issued Date

When the last check was issued

7 Last Issued Check Amount

The check amount from the last claim

8 Weekly Benefit Amount

Amount of weekly benefits being paid

9 Available Balance Remaining benefits balance

10 Issues/Status

If there are no weeks left or if there is any issue with the claim, it will display an alert message under the information. New information should be submitted within two (2) weeks after the last issued date. Claims older than 14 days after the week ending date may not be filed through the portal. This message might appear if there are no weeks left to claim or if two weeks have not passed since the last issued date:

This message might appear if the claim has issues:

If there are no issues with the claim proceed to start filling a Weekly Certification (Section 3.2) or Work Search (Section 3.3).

11 Weekly Certification

Click this button to start answering questions about current employment status, wages and job seeking. Refer to Section 3.2 for detailed instructions.

12 Work Search Click this button to report job contacts gathered through job seeking effort during weekly certifications for this period of the claim. Refer to Section 3.3 for detailed instructions.

of 29



3.2. Weekly Certifications

The purpose of the Weekly Certification Module is to automate the filing process

of unemployment insurance claims, and to increase the efficiency of the weekly

certification claim payment process.

The Claimant Portal will determine the two weeks that the claimant is entitled to

claim benefits for, even if the claimant is not monetarily eligible or if there is an

unresolved issue or appeal on the claim.

All compensable weeks end on a Saturday. The claimant, can only claim weeks

after Saturday at midnight, for the previous weekly periods. The claimant cannot

file a certification fourteen days beyond the last Saturday ending date indicated.

The claimant will be required to file for a reopening of the claim at a local office.

The application will calculate and present the weeks to be claimed, and these

weeks can only be claimed once. If these weeks are not available for claimant

to file the claim, a message will be displayed to the claimant indicating the

necessary steps or action for filling such a claim.

The portal application will present the questions based on the current 61

Certification form (paper form) for each week.

of 29



3.2.1. Provide Weekly Certifications

Step No.

Steps Related Image

1

Click on Weekly Certification to start submitting information for unemployment benefits.

2

Answer the questions for two (2) weeks by clicking the circle next to Yes or No. All questions require an answer.

of 29



Step No.

Steps Related Image

If some questions require additional information, an

additional box will appear under the

question.

You will need to provide gross amount

of income earned.

If some questions are not answered, an alert symbol will appear next to it.

Specific messages

detailing how to proceed will appear

at the top and bottom of the form.

Locate the question with the error and

provide an answer.

3

Click checkbox to certify information.

4 Click Continue.

of 29



Step No.

Steps Related Image

If you were able to make at least two (2)

work contacts, the page for Work

Search will appear for you to provide the

information. Otherwise, it will

return to Claim Data page.

Continue to

Section 3.3.2 to provide work

contacts.

of 29



3.3. Work Search

The work search contacts are requirements that claimants must fulfill each

week to indicate they are actively seeking work.

There are two ways to enter work searches:

At the time continued weeks are claimed

Associated to specific weeks within a default date range

Under the first option, they will be presented as a mandatory option after the

weekly certification is filed appropriately. Under the second option, the system

will present a default date range within the claim. Each week entered is

associated to a week ending date of a claimed period. There may be multiple

work searches for a single week.

Claimants are required to enter at least two (2) job contacts for each week

claimed, otherwise an issue will be created for that period.

of 29



3.3.1. How to Access

Step No.

Steps Related Image

1

Go to the Claim Data page (refer to section 3.1).

2

Click on Work Search using the button at the right.

of 29



3.3.2. Provide Work Search

Step No.

Steps Related Image

1

Complete the form for work search.

2 Click on Add Search.

3

Searches are added on the form. Repeat steps 1-2 to add more searches.

4

If you wish to edit any of the searches, continue to Section 3.3.3.

of 29



Step No.

Steps Related Image

Otherwise, click on Continue to proceed to the next step.

of 29



3.3.3. Edit Work Search

Step No.

Steps Related Image

1 Scroll the page down and locate the list.

2

Click on the pencil icon under edit for the search to update.

3 Click on Update to save any changes.

4 Repeat steps 1-3 to edit more searches.

5

Click on Continue to proceed to the next step.

of 29



3.3.4. Submit Work Search

Step No.

Steps Related Image

1 Review the information.

2

If the information needs to be changed, click Back to edit.

3

If the information entered is correct, check the box to confirm and certify the information

4

Click on the Submit button that appeared at the right.

of 29



3.3.5. Print or Download Confirmation Receipt

After submission of the Weekly Certification / Work Searches, the claimant will

be redirected to a page to obtain a confirmation receipt of the transactions

performed.

The Confirmation Receipt will contain user name (User Id), claim ID, transaction

number, and submission date. The confirmation receipt and the form can be

printed or downloaded as a PDF.

Step No.

Steps Related Image

1

To print click on the print

icon . To view or download, click on the download

icon .

2 Click Finish.

of 29



3.3.6. Manage Reports

Weekly certifications and work searches can be viewed, downloaded or printed

immediately or later in the future. To view, download or print certification,

searches or confirmation receipts follow these steps:

Step No.

Steps Related Image

1 Click on Report at the main menu.

2

A gray submenu will open. Click on Activity Log.

3

Enter desired date range by pressing the calendar

icon or type it.

4

Under Search Criteria, select one option by clicking the dropdown provided for Transaction Type.

of 29



Step No.

Steps Related Image

Optional: To search a specific transaction by id, enter the number at the Transaction ID field.

5 Click on Generate Report.

6

Choose the desired certification or receipt. To print click on the print

icon . To view or download, click on the download

icon .

7

To download all activity log (transactions) follow these steps.

To Download in Excel file, Click on excel icon

to download.

of 29



Step No.

Steps Related Image

To Download in PDF file, Click on PDF

icon to download.

8

The activity log list allows navigating by page if more than 5 items are found. Click the arrows to view more reports (if applicable) or choose to display the amount of items to show per page.

of 29



4. Error Messages & Causes

4.1. Login Page

Error Message Cause Solution

Invalid User name (User ID) or password

An incorrect User name or User ID was entered. OR An incorrect password was entered. OR Both User name (User ID) and password are incorrect.

Re-enter correct username (User ID) and/or password.

Enter the User ID The user id or username were not entered.

Enter user id or username.

Please enter your password

The password was not entered.

Enter the password.

Accept the terms The box for Accept Terms and Conditions was not checked.

Check the box in Accept Terms and Conditions.

Exceeded login attempts, the account has been blocked.

An incorrect password was entered exceeding login attempts.

Contact the local V.I. Department of Labor.

of 29



4.2. Work Search Page

Error Message Cause Solution The field Date of Search is required; please enter a value in this field.

A date was not selected.

Select a date.

The field Employer Name is required; please enter a value in this field.

The name for the Employer was not entered.

Enter an Employer (Company) Name.

The field Email is required; please enter a value in this field.

The email was not entered.

Enter an email address.

Invalid Email Address, please check and enter it again.

A valid email address was not entered.

Enter a valid email address. Some examples of a valid email address: [email protected] [email protected] [email protected] [email protected]

The field Phone is required; please enter a value in this field.

A phone number was not entered.

Enter a phone number.

Invalid phone number format, please check and enter it again.

A phone number with a format that is not allowed was entered.

Enter a valid phone number. Expected phone format is (xxx) xxx-xxxx

The field Name of Person Contacted is required; please enter a value in this field.

A name of person contacted was not provided.

Enter a name for the person contacted.

The field Method of Contact is required; please enter a value in this field.

A method of contact was not chosen.

Choose one method of contact.

mailto:[email protected]




of 29



4.3. Account – Change Password

Error Message Cause Solution

Enter old password The current (old) password was not entered.

Enter current password.

Enter new password A new password was not entered.

Enter a new password.

Enter confirmation password

The confirmation password was not entered.

Enter a confirmation password.

Incorrect password An incorrect password was entered in the Old Password field.

Enter correct password.

Invalid password: The new password is not in the specified format: It must consist of letters, numbers and printable characters, the minimum length should be of 6 characters, the maximum length should be of 9 characters, it must include a capital letter, it should not include the user ID or user name and it should be different from the previous one.

A password with 5 characters or less has been entered. OR A password containing more than 9 characters has been provided. OR A password containing no capital letters has been provided. OR A password including his user ID has been provided.

Check if the new password has 6 characters or more but less than 9, it has a combination of letters and numbers, includes at least one (1) capital letter, does not contain advanced symbols, does not contain the user id, and the password is different from the previous one.

Your passwords do not match, please enter them again.

The confirmation password entered does not match with the new password.

Enter new and confirmation password again. Both new and confirmation passwords must be the same.

Similar password. The same old password characters were provided as the new password.

Enter a different new password.

of 29



4.4. Weekly Certifications Page

Error Message Cause Solution Answer the question {question number} for first week.

A specific question from the first week was not answered.

Answer the specified question for the first week.

Answer the question {question number} for second week.

A specific question from the second week was not answered.

Answer the specified question for the second week.

You must accept the terms and conditions.

The box at the left of Accept Terms & Conditions was not checked.

Check the box to accept terms and conditions.

Enter combined gross amount for question {question number}, first week.

A gross amount for either question 1 or 3 was not provided for the first week.

Enter gross amount for the specific question in the first week.

Enter combined gross amount for question {question number}, second week.

A gross amount for either question 1 or 3 was not provided for the second week.

Enter gross amount for the specific question in the second week.

The contents corresponding to the return to work date field is invalid, please check and enter it again.

A date in the Return to Work Date field was not provided.

Enter a date.

The return to work date is not within the claiming period.

The date entered is not within the claiming period of the week.

Enter a date within the same week period.

Entered wages

corresponding to question

{question number},

{first/second} week should

be more than "0". Please

enter the proper dollar and

cents amount.

Amount entered was $0.00

Enter an amount greater than $0.00

The contents corresponding

to the return to work date

field is invalid, please check

and enter it again.

The date entered is not in a valid format.

Enter date using mm/dd/yyyy format.

of 29



5. Term Glossary

Term Definition

Portal A website that functions as an entry point to the Internet.

Website A connected group of pages on the World Wide Web regarded as a single entity, usually maintained by one person or organization.

Browser Also called Web browser. A software program that allows the user to find and read websites.

Homepage The initial page of a website.

Email Short for electronic mail. Emails are messages distributed by electronic means from one computer user to one or more recipients.

user anual virgin i d o l c p v 1 manual - claimant... · 2.1. how to access the claimant portal 6...

Documents