PROCESS: PAID OJT

1. Determine the need for an OJT that matches the client’s job goal, abilities, interests, and labor market demands.

2. Consult with the VR Benefits Specialist along with client if he/she is an SSDI and/or SSI recipient about the potential impact the wages from the OJT will have on his/her benefits. 

3. Locate an employer who is willing and able to provide the desired training. 

4. Negotiate the essential details of the OJT (training fee, start and end dates, training schedule, knowledge, skills, abilities and/or behaviors to be acquired or updated, the agreed upon level of follow-up and invoicing schedule). 

• A. State & Private OJT - Length of the OJT should match what the usual training period is for a new hire in that job and for that business. Many entry level jobs only require one or two weeks of training.
• B. Private OJT - If an OJT is expected to go beyond two weeks, a practice of paying a percentage of the wage is often used (i.e., pay 100% to start, reduce to 75%, 50%, etc. over the subsequent weeks of training). If the employer is not set up in QE2 and NIS, collect the necessary information to set the employer up as a Provider. See Create Provider Instructions.

Note: For those situations where VR is co-funding an OJT with (1) Veterans Administration Vocational Rehabilitation and Employment Program (Chapter 31-VA VR-E), (2) WIA Adult, Dislocated Worker and Youth Services Programs, or (3) a State or Federal Workers Compensation Program, VR’s funding cannot exceed the Appendix B Fee Schedule in Rule 72 and the combined funding with these programs cannot exceed the actual cost of the OJT. 

5. Ensure the employer for a Private OJT understands the trainee must be set up as an employee of their business for purposes of payroll taxes, social security, and Medicare reporting. 

6. Enter the service “On-the-Job Training: On-the-Job Training” in QE2 if not already entered and select the employer as the Provider. 

7. Complete paperwork per these instructions: 

• A. Private OJT
  • Prepare the OJE/OJT Letter Checklist Form and the OJT Letter Form to the employer.
  • Prepare the Private OJT Invoice Form including the name and address of the business and training dates.
  • Prepare Case Service Authorization.
    • Include hourly rate and number of training hours.
    • For total encumbrance, multiply hourly rate X number of training hours and, if FICA is included, X 1.0765.
  • Send the OJT Letter, OJT Invoice form(s) and Case Service Authorization to the employer.
• B. State OJT
  • Obtain client signature on the Consent for a Paid On-the-Job Evaluation or On-the-Job Training Placement form.
  • Complete the I-9 and W-4 with the client. The local office I-9 contact shoudl either be the staff member completing these forms with the client or revieweing the documents prior to submittal.
    • Follow instructions on the W-4.
    • Verify I-9 information with List A documents (U.S. Passport, Permanent Alien Registration Card, Employment Authorization Document with photograph, etc.) or with one List B identity document (Driver’s License, State ID, School ID with picture, etc,) and one List C employment authorization document (Social Security Card, Birth Certificate, Employment Authorization Document without photograph, etc.).
    • Make copies of the identification documentation (driver’s license, Soc Sec card, etc.)
    • Verify the birth date on the I-9 with the birth date in QE2.
    • Enter the actual start date of the OJT on the I-9.
    • Complete the Direct Deposit Information form (always) and the FOCUS Card Sign-up Form if the client elects the debit card.
    • Complete the OJE / OJT Information Form.
    • Scan the I-9, W-4, identification documentation, Direct Deposit and Focus card Sign-up Form (if electing the debit card) and OJE / OJT Information Form and email to nde.hr@nebraska.gov and  vr.sofiscal@nebraska.gov as soon as possible in order to receive approval prior to the OJT start date. Enter the First Name Initial and Full Last Name of the client in the Subject line of the email.
• Prepare Case Service Authorization as usual with NE DEPT OF EDUCATION-Rehab Client Training as the provider.
  • Include hourly rate and number of hours
  • For total encumbrance that includes FICA, multiply hourly rate X maximum hours X 1.0765.
  • Include name, address, and phone number of OJT job site Provider.
• Upon State Office approval, complete and print authorization. OJT cannot start until authorization has been approved.
• Upon acknowledgment of receipt by NDE HR, shred original documents. Do not file in case record.
  • Prepare the 
    • OJT Letter Checklist Form and OJT Letter Form to the employer.
    • OJE/OJT State Timesheet Form including the name and address of the business and training dates.
  • Give OJT Letter, State OJE/OJT Times Sheets and Bi-Weekly Payroll Schedule Form to work site supervisor prior to the start of training.
    • Instruct work site supervisor where and when to submit Time Sheets.
    • 8. Move QE2 Record into Milestone: Services Initiated and Activity: VR Services and maintain this Milestone and Activity through the duration of the OJT.
• If OJT is being done within VR, please submit "Request Temporary Access" form

 

9. Monitor Private and State OJT as agreed to with training site supervisor.

Monitoring should be completed at least once a month and can be done through documented phone calls, and/or on-site visits, or the employer’s performance appraisal form. The VR Specialist or their designee will complete the On-the-Job Report after receiving feedback from the site supervisor. This includes the employer's ratings of the client for Unsatisfactory, Satisfactory and Exceeds Expectation.

10. Process Time Sheets (State OJT/OJT) and Invoices (Private OJT).

A. Private OJT

• Ensure appropriately signed OJT Invoice is received.
• Enter payment amount in QE2.
• Follow all payment procedures.

B. State OJT

• The OJT on-site supervisor should send the OJT Time Sheet to the VR Specialist by the due date/time on the Bi-weekly Payroll Schedule in order to pay the client according to the Bi-weekly Payroll Schedule.
• Specialist signs the OJT Time Sheet verifying the hours worked and approving payment and gives to the Associate
• Associate must verify:
  • Signature of consumer, supervisor and specialist are on the timesheet 
  • Dates of consumer, supervisor and specialist are after the last day worked
  • All data on the timesheet is legible
  • Time worked has been converted into decimal hours (conversion chart attached to chapter)
  • Calculations are correct
• Associate makes a payment in QE2 by entering the number of hours worked and rate per hour from the timesheet. QE2 automatically figures FICA;
• Once payment is made in QE2, Associate emails the timesheet to NDE Central Accounting (nde.centralaccounting@nebraska.gov);
• NDE Central Accounting verifies that the payment information entered in QE2 matches the timesheet submitted and exports for payment on the next bi-weekly payroll;
• If there is a discrepancy between the timesheet and QE2, or errors on the timesheet that need to be resolved, NDE Central Accounting staff will contact the VR associate on the timesheet;
• If changes are needed, the Associate will delete the invoice in QE2 and re-enter with the correct information. Invoices in QE2 can be deleted as long as Central Accounting has not processed (exported) the invoice for payment;
• Timesheets emailed or entered in QE2 after the due date/time on the BI-Weekly Payroll schedule will be held for the next bi-weekly payroll;
• Once invoices have been exported by NDE Central Accounting for payment, the bi-weekly date (e.g. (BW-10/24/2018) will display as the Batch # on the invoice in QE2.

11. Changes to State OJT

      A. Additional hours - if additional hours are added to an OJT beyond what was on the original authorization and OJE/OJT Information Form, Complete a new authorization in QE2 for the additional hours.

     B.   Extending end date - if the end date of an OJE needs to be extended, Extend the end date on the original authorization in QE2 to the new end date.

NOTE: Central Accounting does not need to be notified of date extensions or additional hours added to an existing OJE.

12. New State OJT

      If a client is starting a new OJT (different job), complete the OJE/OJT Information form and email to NDE HR (NDE.HR@nebraska.gov).

13. Process Completion or Termination of OJT 

• A. Private OJT
  • Confirm completion or termination of OJT with business and trainee.
  • If OJT is terminated by VR or Provider, complete an IPE Amendment/Termination form with trainee.
  • Notify Team Associate of OJT Completion/Termination.
• B. State OJT
  • Confirm completion or termination of OJT with government office and trainee.
  • If OJT is terminated by VR or Provider, complete an IPE Amendment/Termination form with trainee.
  • Notify Team Accounting Associate of OJT completion/termination.
  • Associate verifies that all time sheets have been accounted for and then e-mails NDE HR (nde.hr@nebraska.gov) and NDE Central Accounting (nde.centralaccounting@nebraska.gov) the client name and termination/completion date. Subject of email should be "OJT Ended".
  • NDE Central Accounting will activate/inactivate clients in E-1 as needed according to VR’s spreadsheet but will no longer monitor client termination status.

12. Document outcome of OJT in a Task note titled either OJT-Completed or OJT Terminated.

 

PROCESS: NON-PAID OJT 

1. Determine the need for a Non-paid OJT that matches the client’s job goal, abilities, interests, and labor market demands. Participants in a Non-Paid OJT are to be individuals with physical and/or mental disabilities for whom competitive employment at or above minimum wage level is not immediately obtainable and who, because of their disability, will need intensive ongoing support to perform in a work setting. 

2. Locate a training placement site that is willing and able to provide training to a trainee who will not be paid a wage during the training. 

3. Negotiate with the placement site the essential details of the Non-paid OJT (start and end dates, training schedule, knowledge, skills, abilities and/or behaviors to be acquired or updated, the agreed upon level of general supervision by VR) and ensure employer understands the requirements of a Non-paid OJT including the limit of 120 training hours. 

Provide employer a copy of the Volunteer/Non-Paid Accident Coverage Letter if requested. See Forms section below.

4. Obtain client signature on the Consent for Non-Paid Exploration, Assessment, and Training Placement form. 

5. Include Non-paid OJT (Team Service: Miscellaneous Training-VR Provided Skill Building) as a service on the IPE and a statement of the need for this service. 

6. Select the Team Service: Miscellaneous Training-VR Provided Skill Building in QE2 if not already entered. 

7. Proved a Non-paid OJT Letter Form to the placement site summarizing the details of the planned training including VR’s general supervision requirements.

8. Move the QE2 record into Milestone: Services Initiated and Activity: VR Services and maintain this Milestone and Activity through the duration of the OJT.

9. If OJT is being done within VR, please submit "Request Temporary Access" form

 

Types of OJT: 

• Paid OJT: On a Paid OJT, the trainee is paid a wage commensurate with the usual starting wage paid for the position or type of position being trained in, but not less than the federal minimum wage. Of the two ways of arranging an OJT, the preferred method is the Private OJT. Cannot exceed $4,000 per OJT per job goal which includes any FICA calculated in the hourly training fee.
  • Private OJT - Conducted with a private business, government office, quasi-governmental program, or a non-profit organization (private schools and colleges, and non-governmental social organizations). The trainee is set up on the training site’s payroll. This establishes the employer-employee relationship and the employer’s responsibility for payroll tax, Workers’ Compensation Liability and both FICA and Medicare reporting.
  • State OJT - Conducted only with a government office (federal, state, county, or city) or a quasi-government program (public schools, ESUs, NE tax supported universities and colleges). Non-profit organizations are non-governmental and cannot be used with a State OJT. The trainee is set up and paid on the Department of Education payroll as a student worker. The trainee chooses whether to be paid by direct deposit to a checking or savings account or by a debit card. The agency as the employer is responsible for payroll tax, Workers’ Compensation Liability and both FICA and Medicare reporting.
    • A client cannot start working in a State OJT prior to all required paperwork being submitted/approved and an authorization in QE2 is completed.

• Non-Paid OJT: The U. S. Department of Labor allows Vocational Rehabilitation to place a person with disabilities in employment without a wage for training purposes. The VR agency is responsible for the general supervision of the trainee. Liability coverage for this arrangement is covered by the State of Nebraska's blanket accident policy.
  • Requirements
    • 1. Limited to 120 hours of vocational training. (May be provided in conjunction with 5 hours of vocational exploration and 90 hours of vocational assessment for a total of 215 hours in any one job.)
    • 2. Cannot be in a vacant position or result in an existing employee being relieved of duties or displaced.
    • 3. Planned in the client’s IPE.

Trainee Wage: 

• Paid OJT - Commensurate with the usual starting wage paid for the position or type of position being trained in, but not less than the federal minimum wage and may include the employer’s FICA contribution.

Background Screening for OJT Placements Required by an Employer:

• In State OJT situations where the employer requires a background screen, VR may conduct the background screen for the employer. VR must inform employers that our background screens are limited in scope and may not include all charges. In situations where employers wish to complete their own background screen VR can reimburse the employers for their cost.
• Private OJT: In a single authorization to the employer, indicate the amount of the agreed upon employer’s cost in conducting their required background screen as a reimbursement separate from the amount of the OJT fee.

Income Tax and FICA (Federal Insurance Contributions Act)/Medicare: 

• Paid OJT - Income from a State or Private OJT is not exempt from income tax; hence, the trainee 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 as earned income where FICA/Medicare deductions are withheld as wages.

Co-funding an OJT with public programs. When co-funding and OJT with Veterans Administration Vocational Rehabilitation and Employment Program (Chapter 31-VA VR-E), WIA Adult, Dislocated Worker and Youth Services Programs, or a State or Federal Workers Compensation Program the coordinated and combined funding between these specific programs and VR cannot exceed the actual cost of the OJT. VR’s portion of the funding is subject to all the policies, procedures, and fees described in this program manual chapter and Rule 72.

Length of Training and Schedule:

• Paid OJT & Non-paid OJT - Negotiated based on the complexity of the job duties and skills, the needs of the business and the availability of the client.
• Paid and Non-paid OJT - Training cannot exceed 40 hours in a workweek.

OJT Letter: 

• Paid OJT & Non-paid OJT - A letter summarizing the agreed upon details of the training is sent to the employer or placement site prior to the start of the training.

Job Coaching:

• Paid OJT & Non-paid OJT - A job coach may be provided in conjunction with a Paid and Non-paid OJT if there is an appropriate need. Service Agreement is required.

Termination of Training:

• Paid OJT & Non-paid OJT - May be terminated by the training site supervisor, by VR or by the trainee.

Expectation of Hiring:

• Paid OJT - While it is preferred that the business, government office, quasi-governmental program, or non-profit organization hire a trainee upon successfully completing the OJT, there is no obligation to do so.
• Non-paid OJT - The trainee is not entitled to employment at the training placement site at the conclusion of the Non-paid OJT. However, if an individual becomes an employee, he or she cannot be considered a trainee at that particular community-based placement unless in a different clearly distinguishable occupation.

Worker's Compensation

•  To report an injury/accident requiring medical attention or to report an injury/accident with no medical attention, staff need to contact NDE HR at 402.471.5026 to obtain the necessary forms/process on behalf of the client.

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 (note: timelines vary). VR staff are responsible for completing this document. If a job coach or someone at the work site prefers to fill it out, document that preference and follow up to inquire further, ensuring VR is getting detailed and usable feedback.

Direct Deposit Enrollment

I-9 Checklist

INACTIVE FORM: OJE/OJT Information

INACTIVE FORM: OJE/OJT Letter Checklist

INACTIVE FORM: OJT Letter - Nonpaid 11-7-2018

INACTIVE FORM: OJT Letter - Private 11-7-2018

W-4 Employee's Withholding Allowance Certificate

I-9 Form & Information

INACTIVE FORM: OJT Letter - State 11-7-2018

On-the-Job Report

Volunteer/Non-Paid Accident Coverage

Focus Card Enrollment Form

Request Temporary Access

Time Conversion Chart