Training Subsidy Programs

Training Subsidy Programs PARTNERSHIPS TO GROW DENVER S WORKFORCE >>> On-The-Job Training >>> Customized Training Introduction & Overview With its custom business programs and through its operation of the Denver Workforce Centers, OED serves as a full-service and training agency that meets the recruiting and training needs of employers, job seekers, veterans, and youth. We connect employers with a trained and ready workforce, and we assist job seekers with needed skills to secure sustainable employment. Let s get to work! For additional program information, please contact Tony Anderson, Business Services Supervisor for Denver Workforce Development, at 720-865-5572 or tony.anderson@denvergov.org. 1 P a g e

Introduction The Office of Economic Development (OED) Workforce Development (WD) would like to welcome you to the Training Subsidy Program. This program would not be possible without your support and we thank you for your participation. OED/WD seeks to offer an opportunity for you to add positions with the help of a short-term Training subsidy or train current employees through the Customized Training program. In order to achieve this goal, OED/WD is dedicated to working with you to provide qualified employee candidates as well as a successful business development program. What Is On-The-Job Training (OJT)? OJT is for individuals who are hired into a full-time position with a business who is participating in the program. The business will provide training for up to six months, with the participant learning new skills. The Workforce Center will subsidize the wages during the training period up to an agreed upon amount. Participating businesses will recognize these attractive benefits: Employee s wages are subsidized at 50% during the training period Timely and direct reimbursements Allows employers to offset the training costs of a new employee Pre-screened candidates that closely meet the requirements of the open position Potential tax credits During on-the-job training, the business helps the individual develop the skills and work ethics needed for the position and place of business. Upon successful completion of training, the business agrees to retain the individual in the position. How does an employer qualify? Businesses must meet the following requirements to participate: A new, permanent, full-time position that provides 32-40 hours of work per week Established operations in Colorado for at least 120 days No layoffs within the past 60 days Wages paid at the current industry standard for the position Agree to retain the employee following successful completion of the training What documents are required? Proof of Unemployment Insurance Proof of Worker s Compensation Current W-9 Dunn & Bradstreet number (if available) How does a job seeker qualify? Job seekers must also meet the following minimum criteria: Must be eligible to work in the United States Must possess a valid state ID Must be registered in Connecting Colorado Males born after January 1, 1960 must be registered with Selective Service How do I get started? Complete the Training Subsidy Application provided to you by your Employment Specialist. 2 P a g e

What is Customized Training (CT)? Customized Training is an occupation or industry-specific training for current employees designed to augment skills. The Workforce Center will reimburse 50% of the training cost. Participating employers will recognize these attractive benefits: Workforce Center subsidizes 50% of the training cost Employers can choose their own industry recognized training provider Allows employers to promote from within Workforce Center shares the cost burden of introducing new technologies, or procedures, allowing employers to remain competitive in today s market During Customized Training, the employee will develop skills and knowledge needed to retain their current position or upgrade to a new job classification. Upon successful completion of training, the business agrees to retain, promote, or offer a wage increase to the employee. How Does An Employer Qualify? Businesses must meet the following requirements to participate: A permanent full-time position that provides 32 40 hours of work per week Established operations in Colorado for at least 120 days No layoffs within the past 60 days Wages paid at the current industry standard for the position Employee to be trained earns $21.00/hr or less Agree to retain, promote, or offer a wage increase to the employee following successful completion of the training What Documents Are Required? Proof of Unemployment Insurance Proof of Worker s Compensation Current W-9 Dunn & Bradstreet number (if available) How Does An Employee Qualify? Employees must also meet the following minimum criteria: Must be eligible to work in the United States Must possess a valid state ID Must be registered in Connecting Colorado Must make $21.00/hr or less Males born after January 1st, 1960 must be registered with Selective Service How Do I Get Started? Complete the Customized Training Interest Application provided to you by your Employment Specialist. At any point through the Training Subsidy process, please do not hesitate to speak with your Employment Specialist if any questions arise. We would like to assist you with any need you may have while participating in the program, and would like to thank you for your participation. 3 P a g e

Training Subsidy Program FAQs On-the-Job Training - OJT Q: What is an OJT? A: It is an on-the-job-training program that provides individuals the opportunity to gain work skills in a paid position. Q: Where do these training opportunities come from? A: Employers wishing to participate in the program. Q: Are positions temporary? A: No. The goal is for these positions to become permanent upon the individual successfully completing training. Q: Are these positions full-time? A: Yes, they may be 32 to 40 hours per week positions. Q: Does the program reimburse for overtime? A: No, the program will reimburse up to 40 hours per week. Q: Does the program reimburse for paid holidays or additional paid time off? A: No, the program will only pay for hours worked while training on the job. If holidays are worked the program will reimburse for straight time only. Q: What is the salary? A: Wages paid at the current industry standard for the position. Q: Can the wage be increased during the training period? A: Yes, but the program will only reimburse at the agreed upon wage. Q: Who recruits for these positions? A: Recruiting for the position is done in the following ways: Open position(s) are posted to www.connectingcolorado.com Openings are also posted on Workforce Center job boards and sent to partner email lists Employment Specialist assists you in identifying potential candidates Businesses are also encouraged to perform outreach for open positions and refer possible candidates to the workforce center for further program screening Q: What is the selection process? A: The employer conducts job interviews and makes hiring decision. We assist by: Accepting applications/resumes Conducting necessary assessments Pre-screening applicants Refer qualified job seekers to employer for final selection Q: How does the employer get reimbursed for wages and how long does it take to be paid? A: An invoice packet is submitted after employee has been paid. The invoice packet should be submitted to the city s finance department on a monthly or bi-weekly basis. Reimbursement should be received by employer in approximately 30 days from receipt. 4 P a g e

Customized Training CT Q: What is a Customized Training? A: Customized Training is an occupation or industry-specific training for current employees designed to augment skills. Q: What is the subsidized amount? A: A Customized Training is subsidized at 50%. The employer pays for not less than 50% of the total cost of the training upon successful completion. Q: What are the specifics of a Customized Training? A: Customized Training is provided by an industry recognized vendor, and must relate to: The introduction of new technologies, production or service procedures; and/or additional skills required to upgrade to a new job/classification or retain current position. Q: What is required of the employer? A: A commitment by the employer to retain or upgrade the employee to a new job/classification upon successful completion of the training. Q: Which employees qualify for the training? A: Full time (32-40/hrs per week) employees who are making $21.00/hr or less and require training to upgrade skills. Q: Can the employer create their own internal training program? A: No, the training must be provided by an industry recognized vendor. Additional Information Remember: The goal of the Training Subsidy program is to provide individuals with training opportunities that will allow them to become self-sufficient by providing permanent work, new skills training, and a livable salary. OJT participants need to be enrolled in the Workforce Investment Act (WIA) program prior to their first day of work. CT participants need to be enrolled in WIA prior to the start of training. OJT new hires cannot be former employees or family members. CT participants must be current, fulltime, permanent employees OJT can last up to six months or until funds are used, whichever comes first. CT costs are reimbursed at 50% up to an agreed amount and specified date. Employer agrees to follow a training plan and work with employee to help them gain the skills, knowledge, and work ethics necessary for successful completion of training Availability of funds for these programs is limited, and funding is not guaranteed at any point in the process. Please speak with an Employment Specialist for more details. 5 P a g e

Training Subsidy Programs PARTNERSHIPS TO GROW DENVER S WORKFORCE >>> On-The-Job Training >>> Customized Training Reference Guide With its custom business programs and through its operation of the Denver Workforce Centers, OED serves as a full-service and training agency that meets the recruiting and training needs of employers, job seekers, veterans, and youth. We connect employers with a trained and ready workforce, and we assist job seekers with needed skills to secure sustainable employment. Let s get to work! For additional program information, please contact Tony Anderson, Business Services Supervisor for Denver Workforce Development, at 720-865-5572 or tony.anderson@denvergov.org. 6 P a g e

OJT PROCESS Identifying Potential Candidate(s) Appropriate candidates will be indentified through our database to participate in a pre-screen interview session based on your job requirements. This will allow the potential candidates to learn more about the program and job opening. Office of Economic Development (OED)/Workforce Development (WD) will screen for program eligibility as well as ensure the candidates meet the basic requirements of the job. Individuals who meet OED/WD program requirements & basic job requirements will be forwarded on to your business for interviewing. Interviewing & Hiring Once the candidates have been referred to your business, they will proceed through your normal interviewing/hiring process. Ultimately, it is your decision on who you wish to hire. If you do not feel any of the initial referred candidates are appropriate for the position, we can continue to pre screen & refer potential candidates for your consideration. Once a candidate has been selected, please notify the Employment Specialist immediately. Please note that a potential candidate cannot start employment until all necessary paperwork has been completed and you have received your Award Letter. Employment Period & Reimbursement The employee may begin the OJT at your business location once necessary documents have been signed by all appropriate parties and an official Award Letter has been received. Your Award Letter will detail the amount of the subsidy and the dates it will be effective. Reimbursement requests will be accepted throughout the subsidized period or until the award amount has been fully expended, whichever comes first. In order to receive reimbursement, you will be required to complete a reimbursement packet every month. The reimbursement packet will include an invoice to OED, signed and legible timesheets, and a payroll register or pay stub. A sample of this packet can be found in the Reimbursement Guide. Upon successful completion and processing of the reimbursement packet, OED s Fiscal Management Unit (FMU) will issue a check for the appropriate amount. You will receive reimbursement within 30 calendar days from the date the invoice is submitted. Expectations of Participating Employers 1. Introduce the employee(s) to his/her job. This includes: outlining job duties, describing appropriate dress, explaining training site rules and regulations, introducing employee(s) to co-workers and others in the department. Be sure that they know your contact information. 2. Ensure that time, attendance and payroll procedures are followed and appropriately recorded. These procedures are outlined in the Reimbursement Guide. 3. Assign tasks to employee(s) and make sure there is enough work to occupy their time. 4. Be able to clearly describe the duties to be performed by the employee(s). 5. Supervise, encourage and train the employee(s) to perform his/her job duties. 6. Teach the employee(s) about your business by including him/her in staff meetings and visiting different departments. 7. Regularly monitor the progress of employee(s) and provide ongoing feedback and encouragement. 8. Communicate the successes of work well done to employee(s) and the Employment Specialist. 9. Have supplies and materials available, explain usage and function. 10. Provide a safe working environment. Follow all federal and state safety rules. 11. Discuss any work problems with the employee(s). Call the Employment Specialist if the problem cannot be resolved, or if the employee(s) is having excessive attendance problems. 12. Please report on the status of the employee one time per month by submitting the Site Supervisor Evaluation form that will be provided 7 P a g e

Expectations of the Employee(s) 1. Be committed to the program requirements. 2. Be ready and willing to learn from new experiences. 3. Behave courteously and respectfully with supervisors and co-workers. 4. Dress appropriately for the job. Discuss the appropriate clothing with their supervisor. 5. Follow all policy and rules as explained by the supervisor. 6. Take breaks only when authorized by the supervisor. 7. Stay at work. 8. Be on time. Call the supervisor if they are going to be late or absent. 9. Notify the supervisor in advance and ask for approval for any necessary leave time. (Personal leave time hours will not be paid during the subsidy unless covered under business s company policy). 10. Perform tasks to the best of their ability. 11. Ask questions whenever they need help, or do not understand. 12. Because this is a federally funded program, no drug or alcohol use is permitted, including marijuana. Use of drugs or alcohol at work, or being under the influence of drugs or alcohol while at work, is grounds for immediate termination. Expectations of OED/WD 1. Clearly communicate the program goals to employers and employee(s). 2. Meet with employer as necessary. 3. Act as a liaison and support to employers and employee(s). 4. Ensure that the program is running smoothly and in accordance with all federal, state and city regulations. This many include a visit to the worksite. Such visits will also allow monitoring of the employee(s) progress and updates with worksite supervisor. Termination If you wish to terminate an employee, please notify the Employment Specialist before proceeding. We hope that in most cases, the written warning system and additional counseling will rectify the behavior and that termination will not be necessary. Remember, our goal is a successful work experience for all parties. Worker s Compensation Accidents on the Job Job safety is of utmost importance and is ultimately the responsibility of the supervisor and employee(s). Be sure you follow all safety instructions as appropriate to your worksite. The best way to prevent an accident is to supervise your employee and make sure all safety rules and instructions are followed carefully. Your business is responsible to ensure each employee in the Training Subsidy agreement is insured under your worker s compensation policy. Time & Attendance Recording It is the employer s responsibility to ensure timesheets are accurate, complete, and legible. Timesheets must be signed by the supervisor and the employee. If a timesheet is incomplete or not signed, your reimbursement payment cannot be made. Please Do not allow employee(s) to fill out hours before they work them All timesheets corrections must be signed by the Supervisor and Employee Record actual time worked. Sick or vacation leave are not reimbursable hours Timesheets must reflect lunch breaks In regards to breaks and lunches, employers are required to be in compliance with the Fair Labor Standards Act Holidays worked will be reimbursed for straight time only Employees should never be allowed to work more than 12 hours in one day The program only reimburses up to 40 hours/week. Any overtime will be the employer s responsibility 8 P a g e

CT Process Identifying Potential Employee(s) Employer identifies a current employee(s) who needs training in order to retain their current position or upgrade to a new job classification. Training Provider(s) Information The training must be provided by an industry recognized, external vendor. The training provider will need to provide a training plan, syllabus, or course outline that illustrates skills and knowledge to be learned, along with the training dates and total cost. Once an employee(s) has been selected, please notify the Employment Specialist immediately. Please note that a potential employee(s) cannot start training until all necessary paperwork has been completed and you have received your Award Letter. Training Period & Reimbursement The employee(s) may begin the CT once necessary documents have been signed by all appropriate parties and an official Award Letter has been received. Your Award Letter will detail the amount of the reimbursement per employee(s) and the dates it will be effective. The employer will pay for the total cost of the training with a company check or credit card. After the employee(s) completes training, the employer will submit a reimbursement packet to FMU (see Reimbursement Guide) that includes an invoice to OED, a copy of the training provider s invoice, and proof of payment from employer to training provider. Approximately 30 days upon receipt of the completed packet, you will receive reimbursement for 50% of the training cost as outlined in the Award Letter. A sample of this packet can be found in the Reimbursement Guide. Expectations of Participating Employers 1. Identify the appropriate employee 2. Identify the industry recognized training provider 3. Coordinate with Employment Specialist details 4. Submit complete reimbursement packet 5. Pay with a company credit card or check that clearly shows the employer name. Other forms of payment will delay reimbursement 6. Retain, promote, or increase wage of employee 7. Provide certificate of completion if available Expectations of the Employee(s) 1. Be committed to the program requirements 2. Be ready and willing to learn new skills and knowledge 3. Attend and actively participate in training program 4. Be on time. Call the supervisor if they are going to be late or absent. 5. Ask questions whenever they need help, or do not understand. 6. Because this is a federally funded program, no drug or alcohol use is permitted, including marijuana. Use of drugs or alcohol, or being under the influence of drugs or alcohol, is grounds for immediate termination from the program. 9 P a g e

Expectations of the Training Provider 1. Be an industry recognized provider 2. Not associated with the employer 3. Provide a training plan, syllabus, or course outline that illustrates skills and knowledge to be learned, along with the training dates and total cost 4. Stick to the training dates notify immediately if dates change 5. Provide proof of attendance 6. Provide certificate of completion if applicable Expectations of OED/WD 1. Clearly communicate the program goals to employers and employee(s). 2. Meet with employer as necessary. 3. Act as a liaison and support to employers and employee(s). 4. Ensure that the program is running smoothly and in accordance with all federal, state and city regulations. This many include a visit to the worksite. Such visits will also allow monitoring of the employee(s) progress and updates with worksite supervisor. 5. Termination 6. If you wish to terminate an employee, please notify the Employment Specialist before proceeding. We hope that in most cases, the written warning system and additional counseling will rectify the behavior and that termination will not be necessary. Remember, our goal is a successful work experience for all parties. Worker s Compensation Accidents on the Job Job safety is of utmost importance and is ultimately the responsibility of the supervisor and employee(s). Be sure you follow all safety instructions as appropriate to your worksite. The best way to prevent an accident is to supervise your employee and make sure all safety rules and instructions are followed carefully. Your business is responsible to ensure each employee in the Training Subsidy agreement is insured under your worker s compensation policy. 10 P a g e