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Technical Assistance Workshop Youth Services Program Year 2009/2010

IMPERIAL COUNTY WORKFORCE DEVELOPMENT BOARD. Technical Assistance Workshop Youth Services Program Year 2009/2010. Youth Services Contract. Total Youth Program Costs $3,516,000 Operational Costs $ 850,000 (Two (2) contracts at $425,000 each)

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Technical Assistance Workshop Youth Services Program Year 2009/2010

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  1. IMPERIAL COUNTY WORKFORCE DEVELOPMENT BOARD Technical Assistance WorkshopYouth Services Program Year 2009/2010

  2. Youth Services Contract Total Youth Program Costs $3,516,000 Operational Costs $ 850,000 (Two (2) contracts at $425,000 each) • Youth Stipend Summer 2009 $1,008,000 • Stipend Year Round Program $ 650,000 • Youth Stipend Summer 2010 $1,008,000

  3. Summer Work Experience 2009 Youth Stipend Total $1,008,000 $288,000 Youth Stipends 14 - 16 year olds Earn $360 after every 20 hours for 9 weeks of work up to $1,440 and 180 hours of work. $432,000 Youth Stipends 16 - 18 year olds Earn $540 after every 30 hours for 9 weeks of work up to $2160 and 270 hours of work. $288,000 Youth Stipends 19 - 21 year olds Earn $720 after every 40 hours for 9 weeks of work up to $2,880 and 360 hours of work.

  4. Year Round Program Youth Stipend Totals $650,000 • Work Experience $200,000 • Educational Activities $150,000 • Work Readiness $150,000 • On-the-Job Training (OJT’s) $ 60,000 • Individual Training Account’s (ITA’s) $ 50,000 • Other WIA Services/Activities $ 40,000

  5. Summer Work Experience 2010 Youth Stipend Totals $1,008,000 $288,000 Youth Stipends 14-16 year olds Earn $360 after every 20 hours for 9 weeks of work up to $1,440 and 180 hours of work. $432,000 Youth Stipends 16-18 year olds Earn $540 after every 30 hours for 9 weeks of work up to $2160 and 270 hours of work. $288,000 Youth Stipends 19-21 year olds Earn $720 after every 40 hours for 9 weeks of work up to $2,880 and 360 hours of work.

  6. Process and Timeline Tentative Schedule Technical Assistance Workshops April 8, 16, 29, 2009 Deadline to Submit Qualification May 8, 2009 RFQ Evaluation Committee May 12-19, 2009 Youth Council Approves Recommendation May, 2009 WDB Approves Recommendation May, 2009 Recommendation for Discussion to County BOS June, 2009 Recommendations for Action to County BOS June, 2009 Contract CommencesJune 15, 2009 Contract ConcludesSeptember 30, 2010

  7. Format Requirement • White 8 ½ by 11 paper • Margins ½ at the top, bottom left and right • Typeface twelve (12) characters per inch • Each page numbered at the bottom of the page • Collated and bound with staples • Ten (10) copies plus two originals bearing original signatures • Cover page • Table of Content • Introduction of Agency and Qualification Submittal • Qualification Submittal Narrative

  8. Fiscal Requirements29 CFR Part 97 & 95

  9. Circulars for Training Providers States, Local Governments, and Indian Tribes follow: A-87 for Cost Principles Educational Institutions follow: (even if part of a State or local government) A-21 for Cost Principles Non Profit Organizations follow: A-122 for Cost Principles

  10. Allowable vs. Non-Allowable Costs Allowable: • Salaries and Benefits • Insurance • Communications • Memberships • Professional Services Unallowable: • Bad debts • Alcoholic Beverages • Donations • Contributions • Office Expense • Rent • Travel • Utilities • Entertainment Costs • Fines • Penalties • Good and Services for personal Use It is important for all grantees to be familiar with OMB Circulars and the appropriate ETA program regulations.

  11. Reimbursement Procedure • Claims are due monthly prior to the 15th of the month. • Claims must reflect expenses incurred during the month for which reimbursement is requested. • Claims require back up documentation for all costs • ICWDO Fiscal Department will notify Service Provider when payments are ready for pick up. • Checks will NOT be mailed out. • Checks will ONLY be disbursed to individuals listed on the signature card on file.

  12. WIA Cost Reimbursement Invoice 501000STAFF SALARIES: $____________ 501150 STAFF FRINGE BENEFITS: $____________ 531000 TRAVEL: $____________ Travel-In County Travel-Out-County 549000 EQUIPMENT: $____________ 52400 OFFICE EXPENSE: $____________ 528000 BUILDING: $____________ Building Maintenance Rent Utilities 523000 OTHER: $____________ Communications Household Equipment Insurance TOTAL $_____________

  13. Procurement Policy Purchase of Goods and Services of more than $2,500.00 must be pre-approved by ICWDO. Dollar Range of PurchaseRequirements $ 0 to $ 499 2 Quotes or Price $ 500 to $ 999 3 Quotes or Price $ 1,000 to $ 2,999 3 Documented Quotes $ 3,000 to $ 5,000 3 Written Requested for Quotes (RFQ)

  14. Audit Resolution Guidelines Fiscal and Program Reviews will be conducted al least ONCE per fiscal year. Concerns:need to be resolved with 30 days. Findings: need to be resolved with 30 days. Open Findings: need to be resolved with 90 days. Follow up: will be conducted on each finding to ensure that the corrective action plan has been implemented. The service provider isresponsible for insuring that any findings are resolved in a timely matter.

  15. Financial Reporting • Indirect Cost • Program Income • Accrual Basis of Accounting • Budget Modifications • Closeout

  16. Incident Report • Service Providers are responsible to report fraud, abuse, or criminal activity to the Director of the Imperial County Workforce Investment Office.

  17. Helpful websites • Office of Management and Budget Circulars (OMB) www.whitehouse.gov/omb/circulars/index/html Employment Development Department www/edd.ca.gov/wiacom.htm Code of Federal Regulations. www.access.gpo.gov/nara/cfr

  18. Program Compliance

  19. Participant Referral Procedures Workforce Investment Act (WIA) Services • One Stop will make referrals of participants to the appropriate Service Providers • Service Providers have twenty-one (21) days from referral to enroll participants • Service Providers shall submit enrollment and all other documents requested to One Stop five (5) business days prior to enrollment start date.

  20. Required Documentation at Enrollment and Completion Enrollment • WIA Enrollment Form listing appropriate youth activities(w/supplemental form) • ICWDO and/or Agencies’ Classroom Rules and Provisions • DE- 4 and W- 4 • Verification of high school diploma, license, selective service, etc. • (as applicable) • Worksite/Training Agreement, Occupational Skills Goal Form (work experience only) • Timesheets (if applicable and according to payroll) • Completion • WIA Enrollment Form with completion dates/codes (w/supplemental form) • Certificate, test results, etc. • (demonstrating completion of activity) • Occupational Skill Goal Form with worksite supervisor's signature • (work experience only)

  21. Individual Training Account (ITA) Enrollment and Completion process Completion • WIA Enrollment into Training with completion date/code (w/supplemental form) • Training License and/or Certificate Enrollment • WIA Enrollment into Training with begin and end date (w/supplemental form) • ITA Voucher Signed by Service Provider and Client • (with start/end dates) • ITA Cost Breakdown • ICWDO and/or Agencies’ Classroom Rules and Provisions • DE-4 and W-4 • Timesheets • (according to payroll schedule)

  22. Contracted Service Provider Enrollment/Completion Enrollment • WIA Enrollment into Training with begin and end date (w/supplemental form) • ICWDO and /or Agencies’ Classroom Rules and Provisions for Training • DE-4 and w-4 • Timesheets (according to payroll schedule) Completion • WIA Enrollment into Training with completion date/code (w/supplemental form) • Training License and/or Certificate • For participants who are not employed after training an enrollment for any job search activity will be required. • Once all WIA activities have been closed, then submit WIA Exit Form • Submission of follow-up documentation is due to ICWDO Program Compliance Unit: • no later than five (5) business days after the due date. • due every three (3) months starting from the first complete quarter after exit.

  23. Notes to Remember • No participant should be without WIA Services for more than ninety (90) days. • It is the responsibility of the Training Provider to request any break in service or extensions that may be required by participant enrolled in your services. • Service Provider must complete participant timesheets to verify attendance and performance during training. • Service Provider is responsible for maintaining participant files.

  24. Imperial County Workforce Development Board

  25. Board Functions • Provide recommendations to the Imperial County Board of Supervisors on Workforce Development Activities • Create Policy • Certification of Training Providers • Eligibility for Trainings • Local Training Priorities • Performance Standards

  26. Questions!

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