Purpose & Objectives

✅ The purpose of this separation notice is to ensure compliance with the Employment Security Law (OCGA Section 34-8-190(c)) by providing accurate and timely information to employees upon separation.
✅ This process ensures transparency, fairness, and legal compliance while guiding both employers and employees through the separation process.
✅ Proper documentation helps prevent misunderstandings and supports employees in accessing unemployment benefits if they qualify.

INSTRUCTIONS TO EMPLOYER FOR COMPLETION OF THIS SEPARATION NOTICE

In accordance with the Employment Security Law, OCGA Section 34-8-190(c) and its related rules, a Separation Notice must be completed for each worker who leaves your employment, regardless of the reason for separation.

📌 This notice is required when the employer-employee relationship is terminated and should not be used for employer-filed claims (partial) or mass separation (DOL-402) notices.

Itemized Instructions for Completing the Separation Notice

1️⃣ Item 1: Enter the employee’s name as it appears on your records. If different from their Social Security Card, report both names.

2️⃣ Item 2: Enter the employee’s Social Security Number (SSN) and verify its accuracy.

3️⃣ Item 3: Enter the dates of the employee’s most recent work period.

4️⃣ Item 4:

• If the reason for separation is "LACK OF WORK," check the designated box.
• If the reason is other than "LACK OF WORK," provide a complete explanation in the space provided (attach additional sheets if necessary).

5️⃣ Item 5: If any separation-related payments (e.g., Severance Pay, Wages-in-lieu of Notice) were made, indicate:

• Type of payment 
• Period covered 
• Date payment was/will be issued 
• 🚫 Do not include vacation pay or earned wages.

6️⃣ Item 6:

• ✅ Check YES or NO to indicate if the employee earned at least $7,300.00 while employed.
• If NO, enter the amount earned and the employee’s average weekly wage (excluding overtime).

Employer Information & Signature

📌 Employer’s Name: Provide the full legal name of the business under which it operates.
📌 Address: Include the full mailing address where employer communications regarding a potential claim should be sent.
📌 GA DOL Account Number: Enter the 8-digit state account number assigned by the Georgia Department of Labor (GDOL).
📌 Unemployment Insurance Account Number: Use the UI Account Number as it appears on the employer’s Quarterly Tax and Wage Report.
Signature & Title: Must be signed by an officer, employee, or authorized agent of the employer, and their title or position must be provided.
Date: The notice must be dated the day it is handed to the worker.
If the worker is unavailable at the time of separation, the DOL-800 form must be mailed to their last known address, and the date of mailing should be recorded.

OCGA Section 34-8-122(a): PRIVILEGED STATUS OF LETTERS, REPORTS, ETC.

Confidentiality Clause:
“All letters, reports, communications, or any other matters, either oral or written, from the employer or employee to each other or to the department or any of its agents, representatives, or employees, which letters, reports, or other communications shall have been written, sent, delivered, or made in connection with the requirements of the administration of this chapter, shall be absolutely privileged and shall not be made the subject matter or basis for any action for slander or libel in any court of the State of Georgia.”

EMPLOYER NOTIFICATION TO EMPLOYEES OF THE AVAILABILITY OF UNEMPLOYMENT COMPENSATION

Unemployment Insurance (UI) benefits are available to workers who are unemployed and meet the state UI eligibility laws.

When to File:
You may file a UI claim starting the first week that your employment stops or your work hours are reduced.

How to File a Claim

-Visit the Georgia Department of Labor’s website at: dol.georgia.gov
-Select "Apply for Unemployment Benefits"
-Answer all questions completely and accurately
-Download & read the UI Claimant Handbook (includes next steps after submission)

Important: After applying, employees should record their confirmation number.
❗ If no confirmation number is received, the application was not completed successfully. It remains in the system for 24 hours—employees must log in again and finish the process to receive a confirmation number.

Information Needed for UI Claim Processing

📌 Full legal name (as it appears on the Social Security card)
📌 Social Security Number
📌 Georgia Driver’s License (if applicable)
📌 Work Authorization Documents (if not a U.S. citizen)
📌 Bank Routing & Account Number (for direct deposit payments)
📌 Work history for the last 18 months (including a separation notice, if provided by the employer)

For Assistance & Claim Status

📌 Check Claim Status Online: Visit dol.georgia.gov and use "My UI (Check My UI Claim Status)".
📞 UI Customer Service: 1-877-709-8185 (Monday–Friday, 8:00 AM – 4:30 PM EST)
📧 Email: Customer.Service@gdol.ga.gov

Summary: Key Takeaways

✔ Employers must complete a Separation Notice for every departing employee.
✔ Employees must receive clear separation details, including reason for separation & final payments.
✔ Unemployment benefits are available for eligible workers, and they should apply immediately upon job loss.
✔ Employers must accurately report employee information, wages, and separation details.
✔ Employees should visit dol.georgia.gov to file a UI claim and track their application status.

By following these guidelines, both employers and employees can navigate the separation process smoothly and ensure compliance with legal requirements. ⚖️ ✅