Training Session:

Wage Reimbursement

Training Program (OJT Program)

March 3, 2017

By Pamela Carnes

On-the-Job Training (OJT)

Overview

Establishing the OJT Master Agreement

Initiating the OJT Referral

Required Documents

Reimbursement Examples

OBDG – Documents on Demand

OJT Overview - Oakland

OBDG

creates

the MA

AJCC

identifies

client to

participate

in OJT

program

AJCC

submits

OJT packet

in G*Stars

at least

one week

prior to

start date

(Allocates)

Once

approved,

OBDG

executes

referral

form and

uploads to

GStars

OBDG will

review

packet

for

accuracy

AJCC

verifies

funds are

available in

G*Stars

OBDG = Oakland Business Development Group / KRA

MA = Master agreement

AJCC

completes

the OJT

Referral

Form and

collects

required

documents

OBDG will

forward to

OWDB staff

for review

and cc AJCC

OBDG will

generate

PO packet

and

invoices

and cc

AJCC

AJCC

collects

signed

timesheets

and paystubs

and helps

employer

complete

invoice

Meets

policy

?

OBDG

approves

and creates

voucher

(obligates)

No

Yes

AJCC = America’s Job Centers of CA

AJCC

submits

invoice

packet into

G*Stars for

approval

OBDG

reviews

invoice,

and

processes

for

payment

Start

Here

OBDG

notifies

AJCC and

client can

officially

start

Establishing the

Master Agreement

OBDG BSC

initiates the

MA with the

employer

MA is sent to

employer for

original

signatures

and

returned to

OBDG

OBDG will

inform all

AJCCs of the

new

agreement

OBDG will

attach the

MA to the

employer

profile in

CalJobs

OBDG will

update

CalJobs with

case note:

OJT Active

MA

OBDG BSC

submits the

EIW and COI

to Program

Manager

Once the MA

is fully

executed, a

copy goes to

employer,

OWDB, and

KRA

OBDG = Oakland Business Development Group /KRA

MA = Master agreement

BSC = Business Services Consultant

EIW = Employer Information Worksheet

COI = Certificate of Insurance

AJCC = America’s Job Centers of CA

MA must be established prior to initiating a referral

If no MA is established with KRA, then contact the

BSC and introduce to employer

OBDG will

post to www.oaklandbdg

.com

OJT Master Agreement

A Master Agreement is valid for up to one year.

The Master Agreement can be used for multiple AJCCs

The Master Agreement can cover any number of candidates for training and placement within which the period of the contract is valid (i.e. a new Master Agreement is not needed for each new OJT Referral with that employer)

All active master agreements can be found at www.oaklandbdg.com/staff-only

OJT Referral Form

OJT Referral Form Guidelines

A separate referral form is required for each client

Client must have a valid and current enrollment in WIOA, particularly in

the grant of which the funds are being requested (i.e. Adult, Dislocated

Worker)

Referring Counselor should be working with the employer to determine the

training program curriculum and breakdown of training hours

OJT can be reimbursed up to 520 hours maximum and at a maximum

current rate of 50% and normally there is a cap of $5,000.00

The expectation at the end of an OJT is that the candidate will be retained

for permanent, full-time employment

Using the sample on page 2, ensure that the employer pays at least the CA

state minimum wage.

Submit 2 original signed copies with signatures in blue ink at least one

week prior to employment start date.

OJT Referral Form – Required Docs

Completed OJT Referral Form

WIOA Enrollment Form

Offer Letter

Job Description

Waiver Request (if needed)

Required if:

- Position is outside of the priority industry sectors

- Position is less than $15 / hour

- Position is not full time, permanent position

- Position is not a minimum 32 hours / week

OJT Referral Form – Page 1

Check the required documents that are included with the request

Include the waiver request if the request is out-of-policy

Capture the OJT Master Agreement number and the employer information on the master agreement

OJT start date should not be on or before the Master Agreement start date

Start and End Wages can be different. Calculations for total amount of OJT must be made using Start Wage.

OJT hours/reimbursement cannot exceed 520 hours or $5,000.00

OBDG will assign an OJT/PO Number specific to each OJT Referral

Training must be adequately described and match the client’s skills gaps

OJT Referral Form – Page 2 Lines #1 and #2 will auto-populate from page 1.

Line #3 will auto-calculate the total training cost.

Line #4 requires the counselor to calculate the effective reimbursement percentage rate. Use the example on the form as a guide.

Enter the % and tab to next field. Lines #4 and #5 will auto-calculate.

Ensure that the employer pay’s at least the CA state minimum wage.

Reimbursement Rate should not exceed 50%

Enter Line #5 in WIOA funding sources box in appropriate training category

Indicate if other training funds were received and ensure total does not exceed $5,000

Signatures must be dated on or before Start Date of OJT Referral

Some folks add comments after the signatures which is fine (e.g. special modifiers, scheduled changes in rates, etc.)

OJT Reimbursement Examples

OJT Invoicing invoices can be submitted monthly or at the end

of the training period depending on the employer’s need

Invoice header and WIOA registrant information will be pre-populated

OJT Training Period should match OJT Referral Form

OJT Billing Period represents specific reporting period

Line #1 should match the OJT Referral form

Enter the Hours worked and the pay rate and amount requested for the billing period will auto-calculate

Enter the total prior amount requested. This amount should equal all total invoices for this client.

Ensure timesheet and earnings statements are signed by both the employee and supervisor

Ensure the invoice is signed by the employer, case manager, and site manager

Certificate of completion is required with final invoice

Things to Look Out For

Calculation errors in number of hours

Adjusting previous balances if there is a change to an

invoice

Failure to secure signatures of BOTH employee and

employee’s supervisor on timecards

Dropping dates at the beginning and ends of months

Matching the time period on the invoice to the

timecards/earnings statements submitted

Cost Analysis: OJT Reimbursement

Reimburse for regular wage during regular hours of

trainings (not to include OT hours)

Employer may pay for other hours (holidays, sick,

vacation) but are not considered hours for training

Differential (diminishment in value) associated with

cost in training

E.g. 30% less efficient, loss of time for training compared to

other worker, etc.)

OJT Completion

Employer should provide a Certificate of Skill

Attainment/Completion for the training hours, skills

and tasks obtained during the OJT as outlined in OJT

Referral Form.

Certificate of Skills Attainment/Completion should be

maintained in the case management file.

OJT Modification/Cancellation

OJT Modification

Changes to training hours, training

period, pay rate, etc. resulting in

changes to obligated OJT amount

OJT Modification is not needed for

changes to the training period

that fall within the period shown

on the OJT Referral (early

completion)

If the training ends after the end

date on the contract, an OJT

Modification is necessary

(extension)

OJT Modification/Cancellation

OJT Cancellation

Employer wishes to dismiss the

employee

Employee wants to drop out from

the OJT training

Referring Counselor should work

with employer and employee to

correct any misunderstandings or

performance issues. If the

situation cannot be improved, an

OJT Cancellation will be put in

place.

References

http://oaklandbdg.com

Choose Staff Only

Password: OWDB1617