Introduction:
This page is created to answer the question of our work flow and procedures with regard to our firm’s role within the PERM recruitment advertising process.
Communications:
Most of our communications are with the attorney or law firm, and are done only in writing for legal reasons.
The same applies when requesting information from employers for SWA Job Orders or DOL registration.
Even when communicating with the Petitioner or their staff, consistent effort is made to keep the attorney or paralegal in the communications loop.
PERM Job Ad Text:
Our firm specializes in assisting law firms and employers with the composition, pricing and placement of PERM-compliant job advertisements in print, online and radio.
The job ad text should closely match what was indicated in the Prevailing Wage Determination.
The attorney is the final authority on the ad text as it must closely adhere to their overall case design.
Once the text is agreed upon, we can select the relevant media outlets and obtain pricing.
PERM Ad Quotes:
Once we have priced a PERM recruitment advertising package, we email it to the law firm, and in some cases the Petitioner / Employer.
The items sent are as follows:
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- PERM Ad Quote / Invoice – Citing either the Employer (if it’s Employer paying) or the Law Firm (if it’s Law Firm paying).
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- Newspaper Ad Proof – This is an ad proof sent by the newspaper that must be reviewed and approved prior to ad placement.
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- Credit Card Authorization Form – More info on this below.
Payment:
Payments can be made via credit card, check, or Paypal.
Credit Cards: When paying by credit card, the signatory must be the same as the card holder name.
Credit card providers expressly forbid “co-signing” of credit card authorizations and will not honor payment when this has been done.
Checks: When paying by check, ads can run once the check has been received and cleared.
Ad Scheduling:
Ads are scheduled in coordination with the attorney’s case design.
Our goal is to schedule them to run as quickly after payment is cleared as is possible, but we defer to the attorney’s authority and planning on the matter.
Information Requests: SWA Registration / Job Order Posting
If your attorney or you selected the SWA Registration / Job Order Posting service option, it’s best to establish early on if the company information needed to successfully register a firm with the State Workforce Authority is readily available, and if the designated employer representative has the authority to communicate with the state.
The SWA steps are better off completed before Print Ads run because if the SWA step fails, the print ads might have been better off put on HOLD.
To register an employer on the State Workforce Authority (SWA) site, the following information will be requested:
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- State Tax ID Number – In various states this number is different. In California it’s called an “EDD Number”. In Texas it’s called a “TWC Number”. In New York state it’s called an “SEIN” and exactly matches the FEIN. Many SWA agency websites require this number to register an account;
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- FEIN – Also often required too register an account;
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- Verify company name – Company name must match what the State agency has listed in their database;
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- Verify Business Address – The address given during ad pricing should be verified as the company headquarters when registering a SWA account;
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- Employer Contact First & Last Name – The individual indicated should have authority to communicate with the State;
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- Employer Contact Phone Number – A working direct line phone number is needed. If the State agency representative cannot make contact, they will often escalate the account locking to a full unrecoverable deletion.
The sooner this information is gathered by the employer and sent to the attorney to forward to us, the faster the overall procedure can be completed.
SWA Registration Issues / Account Locking:
State agencies often put new account registrations on HOLD, at times they do so with no notice. At other times they send an official notice via email and request additional information from the Employer.
Our firm can often guide a legal assistant, paralegal, attorney or employer as to what options they have to resolve the State agency requests.
Our main form of guidance is providing prepared written requests (scripts) that the attorney or employer can paste into their communications with the State agency representatives, or read from during the phone calls or onsite visits to the state agency help staff.
The above referenced steps result in resolution of the account verification process abut 90% of the time. At all times the employer should be prepared to engage the State quickly and with as much accurate information as possible.
Information Requests: DOL Registration
If your attorney or you selected the DOL Registration service option, the following information will be requested:
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- Company FEIN –
- Company Name –
- Company Address –
- Company Phone –
- Company Email –
- Company NAICS Code –
- Year Formed –
The sooner this information is gathered by the employer and sent to the attorney to forward to us, the faster the overall procedure can be completed.
DOL Registration Issues:
Business Existence Verification – After registration, DOL checks if the given firm is listed in their database. If it’s not, or the info appears different from what was provided during registration, they will send a Business Existence Verification email, requesting the following:
Evidence Collection:
Once we have completed running each of your ads, we request and obtain what are known tear sheets (in the case of newspaper print ads), PDF printouts (in the case of online ads or postings), and invoices radio ad scripts in PDF format (in the case of radio ads).
Evidence Provision:
We then forward these to the attorney for their use when filling out the Recruitment Report section of the DOL Form 9089. These same PDF files can also later be uploaded to the Department of Labor’s online system when requested.
