Categorized In: Case Services - Assessment Services/Planning
Approved Date: June 06, 2025
Owner: Kristi Berst
Purpose
The intent of an On-the-Job Evaluation (OJE) is to facilitate targeted assessment and/or career planning opportunities. An OJE may be useful to help address and explore strengths, resources, priorities, concerns, abilities, capabilities, interests, labor market information, and informed choice.
An OJE may be considered during career planning when:
Assessment of the client’s ability to perform specific duties and/or handle the physical, mental, emotional or cognitive aspects of competitive integrated employment is needed.
An OJE may be beneficial while providing placement services if a client is having difficulty obtaining employment. This may provide a client and business the following opportunities:
Important Requirements of an OJE:
a) Evidence how well the objectives were met
b) Discuss job planning and readiness issues identified
c) Identify ‘Next Step’ action(s) if possible
A client may choose to be paid for an OJE amounting to federal minimum wage plus FICA with no benefits paid according to the Bi-Weekly Payroll Schedule. Income from an OJE is not exempt from income tax; hence, the client will be issued a W-2 by the employer of record in January. FICA/Medicare deductions are taken and matched by the employer of record. For SSDI/SSI beneficiaries, the Social Security Administration (SSA) considers any earned income where FICA/Medicare deductions are withheld as wages.
NOTE: Each of the benefits programs administered by Nebraska’s Department of Health and Human Services (DHHS) and each Housing Authority has eligibility requirements—some are income based only, while others include additional non-income-based criteria. It is important to inform the client that income earned in an OJE could affect individual / family benefits. Such benefits include, but are not limited to: Supplemental Nutrition Assistance Program (SNAP), Energy Assistance, Temporary Assistance to Needy Families (TANF), and Housing Assistance. The individual/family will need to report income to DHHS, and any other entities providing benefits, such as the local Housing Authority. The program that administers the benefit will determine whether the OJE income can be excluded based on the agency’s eligibility criteria.
DHHS will request that an employer complete the Earned Income Verification Request, Form MC #00580296. When VR (NDE) is the employer of record for paid OJE activities, the NDE HR will be required to complete the form.
Liability coverage for this arrangement is covered by the State of Nebraska's Workers’ Compensation policy. To report an injury/accident requiring medical attention or to report an injury/accident with no medical attention, contact NDE HR at 402.471.5026 to obtain the necessary forms/process on behalf of the client. Complete and submit the Incident/Accident/Injury Report for Clients & Applicants form.
Unpaid OJE
Through informed choice, a client may prefer not to be paid. The VR Specialist is not to make this decision independently. Situations concerning potential impact on Social Security or other benefits may discourage an individual from wanting to be paid, as may reporting income for a position that is not expected to be long term.
Liability coverage for this arrangement is covered by the State of Nebraska's blanket accident policy. Call 1-800-346-7692 and hit #1 for Claims. Policy Holder: State of Nebraska Policy Number: SRG 0009141321-B. If a workplace injury has occurred, complete and submit the Incident/Accident/Injury Report for Clients & Applicants form.
1. Determine the need for an OJE matching the client’s occupational interests, training and job planning and readiness considerations.
2. Locate business that is willing and able to provide an assessment/evaluation site for the OJE and negotiate essential details of the OJE (start and end dates, evaluation schedule, knowledge, skills, abilities and/ or behaviors to be evaluated and the agreed upon level of follow-up).
3. Enter a QE2 task note at the start of the OJE, articulating a clear purpose and expected outcome. Indicate rationale and objectives have been discussed with the client, authorized representative (when applicable), job coach, and business contact.
4. Add Service in QE2 -
5. For all OJEs, complete the following and upload signed forms to QE2:
6. For paid OJEs, the client must complete the following (document may be completed electronically):
* Verify the I-9 documents with List A documents or with one List B identity document and one List C employment authorization document. As NDE participates in E-Verify, if a List B document is used for I-9 verification, the List B document must include a photograph.
* Make clear, preferably color, copies of identification documentation.
* Verify the birth date on the I-9 with the birth date in QE2.
* Enter the actual start date of the OJE on the I-9.
7. At least 5 business days prior to the start date, scan the I-9, identification documentation, W-4, W-4N, OJE/TWE Checklist, Direct Deposit Enrollment and FOCUS Card Enrollment (if electing debit card) and e-mail to nde.hr@nebraska.gov and VR SO vr.sofiscal@nebraska.gov in order receive approval from NDE HR prior to the start date. Enter the First Name Initial and Full Last Name of the client and the start date in the subject line of the email.
8. Prepare Case Service Authorization as usual with NE DEPT OF EDUCATION-Rehab Client Training as the provider.
9. Upon State Office approval, print
10. VR Specialist will collect feedback on client's performance from the work site supervisor at least monthly and document the information on the On-the-Job Report. Review with all members of the team. Upload On-the-Job Report(s) to Vocational Evaluation Report as outlined in policy guidelines.
11. Process OJE Timesheet
12. Changes to OJE
Additional hours - if additional hours are added to an OJE beyond what was on the original authorization and OJE/OJT Checklist:
Extending end date - if the end date of an OJE needs to be extended:
NOTE: NDE Central Accounting does not need to be notified of date extensions or additional hours added to an existing OJE.
13. New OJE
If a client is starting a new OJE (different business), all paperwork must be redone and submitted via email to NDE HR (NDE.HR@nebraska.gov). Remaining steps of the process are the same. Add task note with rationale for a different location or multiple OJE experiences.
14. Completion or Termination of OJE
On-the-Job Report
Choose what experience the report is needed for from the pull-down menu at the top. In the same location, a reminder of frequency of completion is listed (every 30 days for OJE). VR staff are responsible for completing this document. If a job coach or employee at the work site prefers to fill it out, document agreement in a task note and follow up to inquire further, ensuring VR is receiving detailed and usable feedback to pass along to the client.