Approved Date: May 05, 2016
- 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.
- A.Private OJT
- Prepare the OJE/OJT Letter Checklist and the OJT Letter to the employer.
- Prepare the Private OJT Invoice 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, Training Progress Report 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, W-4, Direct Deposit Information Form, FOCUS Card Sign-up Form (if electing the debit card) and OJE / OJT Information Form with the consumer and review for accuracy. Scan and email to email@example.com and firstname.lastname@example.org 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.
- 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.).
- Do not make or send in copies of ID proof (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.
- 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 and OJT Letter to the employer.
- OJT State Timesheet and Training Progress Report forms including the name and address of the business and training dates.
- Give OJT Letter, State OJT Times Sheets, Training Progress Reports, and Bi-Weekly Payroll Schedule to work site supervisor prior to the start of training.
- Instruct work site supervisor where and when to submit Time Sheets.
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.
- A.Private OJT
- Ensure appropriately signed OJT Invoice is received.
- Enter payment amount in QE2.
- Follow all payment procedures.
- B.State OJT
- Ensure an appropriately signed State OJT Timesheet is received at NDE Central Accounting (email@example.com) or fax to 402.471.0788 by the respective Time Sheet due date. The employer should fax or email the Time Sheet directly to NDE Accounting and send the original Time Sheet and the Training Progress Report to the VR Specialist.
- NDE Central Accounting will process payments based on the above documentation with the bi-weekly payroll in process when OJT Time Sheets are received.
- Time Sheets received after cut off date may be held for next bi-weekly processing.
- Enter payment amounts in QE2 once NDE Central Accounting returns Time Sheets.
- Follow all payment procedures except printing the transmittal since there is no invoice to send in.
- 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 Accounting 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. iv. Send an e-mail with termination/completion date and client name to NDE HR and Central Accounting. Email subject should be "OJT Ended".
Provide employer a copy of the Volunteer/Non-Paid Accident Coverage Letter if requested. See forms section below.
- 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.
- 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.)
- Cannot be in a vacant position or result in an existing employee being relieved of duties or displaced.
- Planned in the client’s IPE.
- Non-paid OJT - No fee is paid to the placement site.
- Paid OJT - Cannot exceed $4,000 per OJT per job goal which includes any FICA calculated in the hourly training fee,
- State OJT - No fee is paid to the governmental office.
- Private OJT - Per hour training fee is negotiated with the business, governmental office, quasi-governmental office or non-profit organization.
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.
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