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UI FRAUD DEFENSE - Inactive/Unresponsive Employees

The Problem: Employees who worked for us go silent, stop responding, don't complete training, but file unemployment claiming "lack of work" when they were actually offered shifts or simply unresponsive.

The Solution: Create a paper trail proving they were unresponsive and failed to maintain employment eligibility requirements.

Progressive Documentation Process:

Friendly Notice - First check-in when they go dark (7-10 day deadline)
Final Warning - If no response to first notice (5-7 day deadline)
Administrative Termination - Terminated for failure to maintain eligibility, NOT lack of work

Key Point: We're not terminating them for lack of work - we're terminating them for failing to meet basic employment requirements (communication, training compliance). This protects us when they file UI claims.

THE PROBLEM

Two unemployment claim issues we need to defend:

Applicants: People apply, schedule interviews, no-show, then list us on UI job search logs to show they're "looking for work."
Employees: People get hired, work briefly (or never), stay "employed" on paper, decline shifts, then file UI claiming lack of work.

What we need: Documentation proving applicants withdrew their applications and employees were offered work within their availability.

AIRTABLE AUTOMATION

You fill out the form. Airtable does everything else:

Generates and sends the letter automatically
Tracks dates, deadlines, and next steps
Creates full paper trail
Triggers next letter if deadline passes with no response

WORKFLOW 1: INTERVIEW NO-SHOW

Step 1: Interview Confirmation

Send when interview is scheduled. Includes no-show policy warning.

Step 2: No-Show Letter

If they don't show: Application withdrawn, documented, disqualified from future consideration.

WORKFLOW 2: EMPLOYEE INACTIVE 30+ DAYS

Step 1: Friendly Notice

First warning. 7-10 day deadline to respond/comply.

Step 2: Final Warning

If no response. 5-7 day deadline.

Step 3: Administrative Termination

If still no response. Terminated for failing to maintain eligibility (not lack of work).

WORKFLOW 3: DECLINING SHIFTS WITHIN AVAILABILITY

Step 1: Track Declines

Count only shifts declined within stated availability. Once they hit 3 → proceed.

Step 2: Availability Verification

Letter asks them to update availability, request leave, or accept closure. 7 day deadline.

Step 3: Resolution

If no response: Administrative termination for unavailability (not lack of work).

WHY THIS SYSTEM WORKS

Can't claim lack of work: We offered shifts. They declined. Documented.
Can't claim no communication: Monthly training, check-ins, offers all tracked.
Can't claim unfair termination: Progressive discipline with warnings.
Burden is on them: Simple tasks to maintain eligibility. Documented if they won't.

YOUR CHECKLIST

Send Interview Confirmation
No-show? → Fill out No-Show form in Airtable (same day)

WHEN UI CALLS

"Employee was offered shifts within their stated availability on [dates]. They declined. See attached documentation."
"Employee was terminated for failing to maintain eligibility requirements, not lack of work. See progressive discipline letters."

Sample Letter Template

This is the master template design for all letters. Review the header, footer, and spacing below.

Confidential

Date: February 3, 2026

To: [Employee Name]

Employee ID: [ID Number]

RE: [Letter Subject]

Dear [Employee Name],

This is the body content of the letter. The header above includes our logo at 100px height and an optional confidential badge (light purple, 75% smaller). The footer below contains our complete contact information.

All letter content will appear in this section with professional formatting and spacing.

The confidential badge can be shown or hidden depending on the letter type.

Sincerely,

Silver Home Care Management

680 Lincoln Highway, Fairless Hills, PA 19030 • 800-719-6912 • contact@silverhomecare.com

👆 Once you approve this design, I'll apply it to all 20 letter templates