Policy 00-24
Policy Title: LWDA-10 Work-Based Training-WIOA
*Other Incumbent Worker Training found in Policy: 00-11
Purpose:
Thisguidanceoutlinesprocedurestoimplementandmanagework-basedtrainingagreementsandcontracts.Programsdiscussedinthisdocumentinclude:On-the-JobTraining,RegisteredApprenticeships,TransitionalJobs,IncumbentWorkerTraining,workexperience,andjobshadowing.TheseprogramswillbecarriedoutthroughtheConsolidatedBusinessGrant(CBG), explainedonpage 2.Each LWDBmustdevelop apolicyforwork-basedtrainingthatmustaddresstheitemsinSectionIIIofthisguidance.
References:
20CFR680.700(b);20CFR680.840;20CFR681.600(a-b);20CFR681.600(c);TEGL19-16;
WIOASection3(23);WIOASection3(44);WIOASection122(a)(2)(A);WIOA Section134(a)(1)(B)(i); WIOA Section 134(c)(3)(D); WIOA Section 134(c)(3)(E); WIOA Section
134(c) (3) (H) (i);WIOASection134(d) (2);WIOASection134(d) (4) (A) (i);WIOASection134(d) (5);
WIOASection181(b)(2)(A);WIOASection181(d)(2);WIOASection188(a)(2);WIOASection188(a)(3);FederalRegisterVol.81,No.161,Page56117SubpartF;FederalRegisterVol.81,No.161,Page56149,SubpartF;WorkforceServicesGuidance- Consolidated BusinessGrants;WorkforceServicesPolicy–RequestingAdditionalWIOAFunds
Background:
WIOAprovidesarangeofprogramstosupportwork-basedtraining,whichcanbeaneffectivestrategytoprovidehigh-quality employment opportunitiestoparticipants.Furthermore,thisstrategydevelopsapipelineofskilledworkerstomeettheneedsofareaemployers.
Work-basedtrainingisemployer-drivenandprovidesgrantsubsidiestoemployerswhohireindividualsfacingbarrierstoemployment.Thesesubsidiesare providedwhenanemployeragreestohiretheindividualintounsubsidizedemploymentafterparticipation(FederalRegisterVol.81,No.161,Page56149,SubpartF).Work-basedtrainingcanbeaneffectivestrategytoprovideopportunitiesforparticipantsandemployerstofindhigh-qualityjobopportunitiesanddevelopahigh-qualityworkforce.On-the-Jobtraining,RegisteredApprenticeshiptraining,Pre-apprenticetraining,TransitionalJobs,IncumbentWorkertraining,workexperience,andjobshadowingarework-basedtrainingmodelsthatcanbeeffectivelyusedtotargetdifferentjobseekers,workers,andemployerneeds.
I.ConsolidatedBusinessGrants(CBG):
TheConsolidatedBusinessGrant(CBG)providesfundstoLocalWorkforceDevelopmentBoards(LWDBs)tosponsorwork-basedtraining programsthatmeettheneedsofemployers,workers,andtrainees.
•FundingforPY 2018hasbeenset at $3,000,000forstatewideuse.
•TheCBGisaone(1)year grantproposal,notapermanentallocation,approvedbytheStateWorkforceBoard.
•The trainingcycle beganonJune30,2017andendDecember 31,2017.
•Basedoncircumstances,thetrainingcyclehasbeenextendedthroughJune30,2018.
TheCBGfundingallotmentisdividedequallyamongthe13LWDAsacrosstheState(WorkforceServicesGuidance-ConsolidatedBusinessGrants).CBGallowslocalareastheflexibilitytousefundingasneeded.Grantfundingmayreimburseallorpartofthecoststotraineligibleemployees.Localareasshouldprovidework-basedtrainingopportunitiestoemployersandparticipantsintheirarea.WIOASection134(a)(1)(B)(i)statesthatfundsreservedbytheGovernor,asdescribedinWIOASections128(a)and133(a)(1),shallbeusedtocarryoutstatewideemploymentandtrainingactivities.WIOASection134(c) (3) (D)includeswork-basedtrainingintrainingservicesthatmaybeprovidedtoparticipants.
II.InstructionstoLWDBs:
WiththeapprovaloftheStateWorkforceDevelopmentBoard(SWDB),TDLWDhasestablishedguidanceinstructingLWDBsonhowtoassistbusinessesinlocalareastoprovidejobseekers,includingincumbentworkers,anopportunitytoenrollinwork-basedtrainingprograms.Thepre-applicationforgrantsfortrainingmaybeaccessedonlineat
LWDBsmustensurethattheemployersareusingfundsprovidedbytheCBG.Afterathreemonthperiodfromthedatethefundshavebeenmadeavailable,areviewwillbeconductedbytheStatetodeterminethespendingandobligationlevelsofeachLWDA.Ifitisdeterminedthatanareahasnotobligatedtheeightypercent(80%)amountallocatedtothem,CBGmonieswillberecapturedandre-allocated.
III.RequiredLWDBPolicyImplementation:
EachLWDBmustdevelopapolicyforwork-basedtrainingthatmustaddressthefollowingitems:
A.EligibilityforEmployees/Trainees
B.RequirementsforEmployedParticipants
C.EmployerEligibility
D.In-DemandOccupationwithintheLaborMarket(definedinWIOASection3[23])
E.DataandReporting
F.PriorityofService
G.ContractRequirements
H.BasicRequirements
I.CostPerParticipant
J.MonitoringandtheMonitoringProcedure
K.OutreachGoalsforParticipantsandEmployers
L.Howtheboardwillensurethatatleast20%ofyouthformulafundswillbeutilizedonworkexperienceactivities
Thispolicyshouldcontainalistofgoalsconcerningthenumberofanticipatedparticipantstobeenrolledinwork-basedtraining(s)andthenumberofemployersinvolvedinthetrainingduringthenextcalendaryear.
Tostayconsistentwiththestatepolicyfortherecaptureandre-allotmentofformulafunds,ithasbeendeterminedthatan“80percent”rulewillbeenforcedtodeterminethereallocationofmonies.
•Localareasarerequiredtoobligateand/orexpendeightypercent(80%)oftheawardbytheendof thefirstninety(90)days.
•Subsequenttothefirstninety(90)days,localareaswillbeallowedtocarryforward twentypercent(20%)of theaward.
•Anyunobligatedfundsinexcessofthetwentypercent(20%)carryforwardwillbesubjecttorecapture.
•Administrativefundsassociatedwiththisawardwillbereducedbytheequivalentpercentageamountofrecapturedfunds.
Forexample:
The first step after receiving a grant is to account for administrative andprogrammaticcostsof deliveringservices:
Oncethecostofadministeringprogramshasbeenremovedfromthetotalthentherecipientmustaccountforprogramcoststhatwillbecarriedforwardandcoststhatwillbeobligatedwithintherequiredninety(90)dayperiod.Belowisanexamplehowfundscouldbeallocatedtoavoidrecapture:
Iffundsarenotobligatedwithintherequiredninety(90)dayperiodthenthebalanceofthe“ObligatedFunds”andthe“Non-ObligatedFunds”willbesubjecttorecapture.
Finally,thegraphbelowdemonstratesabreakdownofhowmuchofthetotalgrant
—asdemonstratedinthegraphonpagefour(4)—willberecapturedintermsofadministrativeandprogrammaticfunds:
FundswillberequestedthroughGrants4TNperpublishedguidanceonaskingforadditionalmonies.ThisguidanceisprovidedthroughWorkforceServicesPolicy–RequestingAdditionalWIOAFunds.Thisdocumentcanbefoundat:
IV.TypesofWork-BasedTraining:
A.On-the-JobTraining(OJT)–OJTisaformofwork-basedtrainingprovidedtoaneligible WIOA participantuponentryintoemploymentandwhile engagedinpaidwork.OJTs arecustomizedtoaddressspecificgaps inthetrainee’s knowledge orskillsthatareinhibitingtheirabilitytoperformassigneddutiesfullyandadequately.EffectiveOJTprogramsensurethatparticipantsaretrainedtoperformspecificjobtasks.WIOASection3(44)states“Theterm‘on-the-jobtraining’meanstrainingbyanemployerthatisprovidedtoapaidparticipantwhileengagedinproductiveworkin ajob that:
1.Providesknowledgeorskillsessentialtothefullandadequateperformanceofthejob;
2.Ismadeavailablethroughaprogramthatprovidesreimbursementtotheemployerofupto50percentofthewagerateoftheparticipant,exceptasprovidedinWIOASection134(c)(3)(H)(i),fortheextraordinarycostsofprovidingthetrainingandadditionalsupervisionrelatedtothetraining.StateandlocalareashavetheflexibilityunderWIOAtoincreasethereimbursementleveltotheemployeruptoseventy-fivepercent(75%)whendeterminingthenegotiatedreimbursement.
3.Islimitedindurationasappropriatetotheoccupationforwhichtheparticipantisbeingtrained,takingintoaccountthecontentofthetraining,thepriorworkexperienceoftheparticipant,andtheservicestrategyoftheparticipant,asappropriate.”All of this information is explained in LWDA 10 Policy 00-06.
EachLWDBmustdevelopapolicyoutliningtheirOJTprocessthatincludes,butisnotlimitedto,the followingitems:
1.Howandwhentheyapplyreimbursementpercent,
2.HowtopromoteandstrategizetheavailabilityofOJTs,and
3.How OJTs willbeconnectedto the local areacareer pathways
LWDA 10 explains this information in their Policy 00-06 On-the-Job Training.
B.RegisteredApprenticeship(RA):
RegisteredApprenticeshipisan"earnandlearn"trainingmodelthatcombinesstructuredlearningwithon-the-jobtrainingfromanassignedmentor.Thegoalistoprovideworkerswithadvancedsetsofskillsthatmeetthespecificneedsofemployers.UponcompletionofaRAprogram,participantsreceiveanindustry-issued,postsecondarycredentialthatcertifiesoccupationalproficiency;thiscredentialisalsoportable(seeWIOASection 122[a] [2] [A]).Localareasmayalsoincludesupportservices,incoordinationwithcareerandortrainingservices,toparticipantsinanRAprograminaccordancewithsupportiveservicesconsistentwithWIOASection134(d)(2),TEGL19-16,andlocalpolicies.Registered apprenticeship is included in the ITA procedures for LWDA 10.
C.TransitionalJobs:
Transitionaljobsaretime-limited,subsidizedworkopportunitiesandmaybeinthepublic,private,ornonprofitsectors.Thesejobscombinedwithcomprehensivecareerandsupportiveservicesandareintendedforindividualswithbarrierstoemployment,thosewhoarechronicallyunemployed,orindividualswithaninconsistentworkhistory.Transitionaljobsareusedtoestablishaworkhistory,demonstratetheindividual’ssuccessintheworkplace,anddevelopskillsleadingtoentryinto—andretentionin—unsubsidizedemployment.UnderWIOASection134(d) (5),LWDBsmayuseuptotenpercent(10%)oftheiradultanddislocatedworkerfundstoprovidetransitionaljobstoindividuals.Iflocalareaschoosetousetransitionaljobsaspartoftheirservicedeliverystrategy,theyshouldadoptpoliciesandidentifyemployers(public,private,ornonprofit)thatcanprovidequalityexperiencesforindividualstoeventuallyobtainunsubsidizedemployment.Inaddition,policiesshouldincludeplansregardingtheamountthatreimbursementsshouldbeforthejobs,whichsupportiveservicesshouldbeincluded,andanylimitsonthedurationofthetransitionaljob.
Transitional internship policy is included in Policy 00-10 of LWDA 10 Paid Internship Policy.
D.IncumbentWorkerTraining(IWT):
Theterm‘‘incumbentworkertraining’’meanstrainingthatis—
1.Designedtomeetthespecific requirements ofanemployer(including agroupofemployers);and
2.Conductedwithacommitmentbytheemployertocontinuetoemployanindividualuponsuccessfulcompletionoftraining.
IWTmaybeusedtohelpavertpotentiallayoffs,ortoincreasetheskilllevelsofemployeessotheycanbepromotedwithinthecompanyandcreatebackfillopportunitiesfortheemployers.UnderWIOASection134(d)(4)(A)(i)ofWIOA,LWDBscanuseuptotwentypercent(20%)oftheiradultanddislocatedworkerfundstoprovidefortheFederalshareofthecostofprovidingincumbentworkertraining.
E.WorkExperience:
Workexperienceisdefinedaspaid(subsidized)orunpaidworkexperiencethatisaplanned,structuredlearningexperienceinaworkplaceforalimitedperiodoftime.Thisexperienceprovidesparticipantswithopportunitiesforcareerexplorationandskilldevelopment.Workexperiencemustincludeacademicandoccupationaleducation(20CFR681.600[a-b]).WIOAyouthprogramparticipantsmayparticipateinmorethanoneworkexperienceprogram(i.e.summeremployment,jobshadowing,pre-apprenticeship)overthedurationoftheirprogramparticipation (20CFR681.600[c]).
F.Pre-Apprenticeship:
Pre-apprenticeshipisaprogramorsetofstrategiesdesignedtoprepareindividualstoenter,andsucceedin,registeredapprenticeshipprograms.Theseprogramshaveadocumentedpartnershipwithatleastoneregisteredapprenticeshipprogramsponsor.Pre-apprenticeshipprogramsexpandtheparticipant’scareerpathwayopportunitiesbycombiningindustry-basedtrainingandclassroominstruction.
G.JobShadowing:
Jobshadowingisaworkexperienceoptionwhereyouthlearnaboutajobby“walkingthroughtheworkdayasashadow”tobecomecompetentworkers.Thejobshadowingworkexperienceistemporary,unpaidexposuretotheworkplaceinanoccupationalareaofinteresttotheyouth.
Moreinformationregardingthedifferenttypesofwork-basedopportunitiescanbefoundat: p=1
V.GeneralRequirementsforParticipantEligibility:
Work-basedtrainingopportunitiesmustbeidentifiedasanappropriateactivityforprogramparticipantsontheIndividualEmploymentPlan(IEP)orIndividualServiceStrategy(ISS).IEPsorISSs,and/orcasenotes,willspecifygoalsofthework-basedtrainingactivitybyidentifyingthepurposeoftheactivityandexpected outcomes.
VI.EmployerEligibility:
A.Employersparticipatinginwork-basedtrainingmustberegisteredwithInternalRevenueService(IRS),haveanaccountwithUnemploymentInsurance,andcarryworkers’compensationinsurance(FederalRegisterVol.81,No.161,Page56117)
B.Theemployermustbefinanciallysolventandhaveanadequatepayrollrecord-keepingsystemthattrackshoursworked,grosspay,deductions,andnetpay.
C.TheagreementbetweentheLWDBandtheemployerwillnotdisplaceanycurrentlyemployedworker(WIOASection181[b] [2] [A]).Agreementswillnotbemadewithanemployerwhohasterminatedanyregularemployee,orotherwisereducedtheworkforce,inordertohireanOJTemployee.
D.Nocontractmaybewrittenwithacompanythathasrelocated(forthefirst120daysafterbeginningoperations)ifthemovehasresultedinanyemployeejoblossesattheoriginal location(WIOASection181[d] [2]).Toverify thattherelocationhasnotresultedinalossofemploymentWIOAprogramstaffandtheOJTemployermustcompleteaStandardizedPre-AwardReview.
E.Theemployermustnotcurrentlybeinvolvedinalabordisputeorhaveworkerscurrentlyinalayoffstatus.(20CFR680.840)
F.Employeesmaynotworkonconstruction,maintenance,oroperationofanyfacilitythatisusedforsectarianactivities.(WIOASection188[a][3])
G.Theprospectiveemployersmustnotmeettheexisting“patternoffailingtoprovideOJTparticipantswithcontinuedlong-termemploymentasregularemployeeswithwagesandemploymentbenefits”.(20CFR680.700[b])
TheEmployermustnotillegallydiscriminateintrainingorhiringpracticesbecauseofrace,color, sex, national origin, religion, disability, politicalbeliefs or affiliation, orage(WIOASection188[a][2]).
VII.TheWork-BasedContract:
Everywork-basedopportunitywillincludeanagreement(contract)(Worksite Agreement in LWDA 10) withtheemployerandatrainingplanfortheemployee.ThecontractmustincludetherequirementsofWIOArulesandregulations,thetypeofoccupationandskills,thecompetenciestobelearned,andthelengthoftrainingthat will be provided.
VIII.PriorityofServiceforWork-BasedTraining:
VeteransandeligiblespousescontinuetoreceivepriorityofserviceforalljobtrainingprogramsfundedbytheUSDepartmentofLabor,whichincludeWIOAprograms.Thus,veteranswillbegivenpriorityalongwith“recipientsofpublicassistance,otherlow-incomeindividuals,andindividualswhoarebasicskillsdeficient”asdescribedinWIOASection134[c][3][E]whichstates:“Withrespecttofundsallocatedtoalocalareaforadultemploymentandtrainingactivitiesunderparagraph(2)(A)or(3)ofSection133(b),priorityshallbegiventorecipientsofpublicassistance,otherlow-incomeindividuals,andindividualswhoarebasicskillsdeficientforreceiptofcareerservicesdescribedinparagraph(2)(A)(xii)andtrainingservices.TheappropriateLWDBandtheGovernorshalldirecttheOne-StopOperatorsinthelocalareawithregardtomakingdeterminationsrelatedtosuchpriority.”
IX.DataandReporting:
LWDBsmustproperlyrecord,intheJobs4TNsystem,eachwork-basedparticipantincludingallnecessaryinformationaboutthatparticipant.EachLWDBmustalsoensurethatallnecessaryinformationabouttheemployer,participatinginwork-basedtraining,beinputinthesamesystem.Inaddition,LWDBsarerequiredtoenterallmonthlywork-basedtrainingexpendituresintoGrants4TN(Dulles).
X.Monitoring:
Depending onthedurationofthecontractedtraining,anywork-basedtrainingcontractedmustbemonitoredatleastoncebytheLWDB.MonitoringwillbebasedonthecontractagreementbetweentheemployerandtheLWDB.TheemployermustsubmitthefollowingtotheFiscalAgent:
A.Invoiceform;
B.Payrollrecordsshowingthegrosswagespaidtothetrainee;and
C.Timerecordsshowingactualhoursworked;theFiscalAgentwillreimburseemployersfortheregularhoursatraineeactuallyworked.
EachLWDBmusthaveamonitoringsectioninitsOJTandWork-BasedTrainingpolicies.OJTcontracts,whicheachLWDBdevelops,shouldbewrittensoastocoordinatewiththefollowingmethodofmonitoring:
A.Monitoringatthelocal,State,andFederallevelwillincludetheServiceProvider’soversightofparticipanttrainingandcorrespondingemployerpayrollrecords.
B.Onsite monitoring visitsshould:
1.Beconductedbythecontractmanagershortlyafterthetraineebeginswork,and
2.Includeadditionalvisitsatappropriateintervals(determinedbythelengthofthetrainingplan).
C.Effective monitoringalsoincludesdeskreviewofcorrespondencefromtheemployer,includingpaymentinvoicesandrequireddocumentationtosupportthoseinvoices.
D.Contractmanagersmustregularlyreview eachtrainee's progressinmeetingprogramandservicestrategyobjectives.Suchstrategiesshouldincludethetrainee'sacquisitionofbasic/occupationalskillsandtheadequacyofsupportiveservicesprovidedasrelatedtowork-basedtraining.Anydeviationfromthework-basedtrainingcontractshouldbedealtwithanddocumentedpromptly.
XI.Requirements ofLWDBstoEnsureWork-Based AlignmentWithLocalPlans:LWDBsmustmonitorandreviewtheirlocalplansonaregularbasistoensurethattheirwork-basedactivitiesarealignedwith,andarefacilitatingtheprogressof,thecareerpathwaysstrategiesoutlinedintheirlocalplans.