Approved Date: August 12, 2020
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).
Note: For those situations where VR is co-funding an OJT with (1) Veterans Administration Veteran Readiness and Employment Service (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:
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
B. State OJT
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
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:
Background Screening for OJT Placements Required by an Employer:
Income Tax and FICA (Federal Insurance Contributions Act)/Medicare:
Co-funding an OJT with public programs. When co-funding and OJT with Veterans Administration Veteran Readiness and Employment Service (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:
Termination of Training:
Expectation of Hiring:
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|
|OJE/OJT Letter Checklist|
|OJT Letter - Nonpaid 11-7-2018|
|OJT Letter - Private 11-7-2018|
|W4 Employee's Withholding Allowance Certificate|
|I-9 Form & Information|
|OJT Letter - State 11-7-2018|
|Volunteer/Non-Paid Accident Coverage|
|FOCUS Card Enrollment Form (Replaces AccelaPay)|
|Request Temporary Access|
|Time Conversion Chart|
|On-Line Access to Pay Stub|
|Client User ID Password Letter|
|Incident/Accident/Injury Report for Clients & Applicants|
|W-4N Employee’s Nebraska Withholding Allowance Certificate|