1005-4          ON-THE-JOB TRAINING (OJT)

OJTOn-the-Job Trainings are designed to create job opportunities for ATAPAlaska Temporary Assistance Program clients by supporting employers who hire and train them for permanent employment. The OJTOn-the-Job Training payment typically reimburses the employer 50% of the client's wage or salary for the costs associated with training the new employee from the ATAPAlaska Temporary Assistance Program caseload. The contracted wage or salary must be equal to or greater than the Alaska minimum wage. OJTOn-the-Job Training provides and individualized training opportunity designed to meet the employer's specifications. The client gains the skills, knowledge, and abilities essential to perform the specific job and becomes a permanent, paid employee after satisfactorily completing the training. In some circumstances there may be need to increase the reimbursement rate. Clients with limited employment experience, history of workplace behavior challenges, or a more intensive training need may benefit from a higher reimbursement rate. 

Contact WSTA@alaska.gov to advocate for and confirm an increased rate based on the client's and/or employer's need.  

On-the-Job Training hours are coded in the CMSCase Management System Work Activity screen as "OJ," see WSPM 1003.

1005-4 A.      ON-THE-JOB TRAINING SITE REQUIREMENTS

Private sector businesses, non-profit organizations, and non-government employers are eligible to participate in the program. School districts, local governments, and tribal government entities are not eligible to participate. The employer must have a Federal Employer Identification Number (FEIN) and a current Alaska business license.

Employers must meet the following terms and conditions of employment for OJTOn-the-Job Training contracts:

1. Provide the employee with training as described in the Worksite Agreement to the degree necessary for the client to perform their duties. Endeavor to provide both job skills and positive work behavior.

2. Agree to make a good faith effort to retain the employee at the end of the OJTOn-the-Job Training contract.

3. Pay clients a wage at least equal to the Alaska minimum wage.

4. Not displace current employees nor reduce their non-overtime hours by using an OJTOn-the-Job Training position.

5. Pay all clients the wage paid for similar jobs in the same labor market, with appropriate adjustments for experience and training.

6. Provide sick leave, holiday, and vacation absences in conformity to the employer's rules for similar employees. Provide all benefits to the OJTOn-the-Job Training employees that are provided to other employees without regard to their OJTOn-the-Job Training status.

7. Consider the clients to be full-time employees of the employer who shall be entitled to the benefits required by state or federal law.

8. Provide Worker's Compensation insurance that meets Alaska law for each client.

9. Withhold and pay, in accordance with state and federal law, all required deductions including federal income tax, social security tax, and unemployment insurance tax from the clients' wages.

10. Maintain health, safety, and working conditions at or above levels generally acceptable in the industry and at no less than comparable jobs of the employer.

11. Maintain fiscal and other employer records pertinent to the OJTOn-the-Job Training agreement. The employer shall provide the Department access to all such records. All such records shall be retained and accessible for three years following final payments.

12. Maintain all records of the client as confidential.

1005-4 B.      ON-THE-JOB TRAINING CONTRACT

1. The duration of initial OJTOn-the-Job Training contracts may not be less than 12 weeks (three months or 480 training hours) nor more than 26 weeks (six months or 1040 training hours). If a longer OJTOn-the-Job Training contract would be in the best interest of the client, the WSPWork Services Provider must request an extension of up to three months through WSTA@alaska.gov after internal leadership has reviewed and supported the request for an extension.

2. Extensions beyond the initial six months can be authorized by the WSPWork Services Provider with the prior approval of WSTAWork Services Technical Assistance. OJTOn-the-Job Training positions can be amended in length or terms of the contract if it is in the best interest of the client. An extension cannot exceed three months per request. 

3. The OJTOn-the-Job Training payment for an individual client may not last more than nine months. On occasion, a client may need additional time to learn a job and become productive enough to be hired permanently. However, if the client has not made enough progress to be hired as a permanent employee after nine months, the WSPWork Services Provider should seek other employment options and the employer informed that payments will not be continued.

4. Full-time employees must work a minimum of 35 hours per week, but not more than 40 hours per week. Whenever possible, employers should be encouraged to schedule 40 hours of work per week to allow clients the opportunity to earn as much as possible. If occasional overtime may be available, it should be noted on the Placement Agreement to be considered for compensation to the employer. If the client is scheduled for or works less than 35 hours a week for two pay periods during the contract, the change in hours should be explained on the invoice and addressed by the WSPWork Services Provider with the employer and client. Overtime is reimbursed at 50% of the overtime wage paid. Clients cannot be required to work overtime.

5. Part-time employment is allowed under the OJTOn-the-Job Training. Part-time employees must work a minimum of 20 hours per week. If the client is scheduled for or works less than 20 hours a week for two pay periods during the contract, the change in hours should be explained on the invoice and addressed by the WSPWork Services Provider with the employer and client.

6. OJTOn-the-Job Training can continue for the full period of the original contract even after the client's ATAPAlaska Temporary Assistance Program case has closed. On occasion, a client will earn enough on the OJTOn-the-Job Training or other changes in the household will occur which will cause the client to become ineligible for Temporary Assistance. In these situations, the OJTOn-the-Job Training contract can be continued until the original end date of the contract. An OJTOn-the-Job Training contract will not be extended past the original end of the contract for a client whose TATemporary Assistance case is closed.

7. If the OJTOn-the-Job Training position becomes vacant through no fault of the employer, the employer may request another client to fill the vacancy.

8. Employers are expected to retain clients after the end of the OJTOn-the-Job Training contract.

9. The OJTOn-the-Job Training payment to the employer for any single position may not last more than 12 months. This provides an employer with two opportunities to hire and train at least two clients for six months in a position. The employer is not able to obtain a permanent employee within that amount of time, the position should be further subsidized.

1005-4 C.      ON-THE-JOB TRAINING FORMS

1. The OJT brochure (TA 30) provides basic information for employers to review to consider whether hosting an OJTOn-the-Job Training placement is a good fit for their business. These can be used during employer recruitment or when a site is being established.

2. The On-the-Job Training/Job Start Employer Application (TA 21) is completed by the WSPWork Services Provider with the person who approves and may supervise the client. It is used to confirm that the placement meets the appropriate criteria and to host ATAPAlaska Temporary Assistance Program clients and to establish a basic understanding of the program parameters. When an organization expresses interest to host an OJTOn-the-Job Training candidate, the WSPWork Services Provider will meet with the work site representative to confirm that the organization meets the requirements of the program. The site agreement establishes the roles and responsibilities of the WSPWork Services Provider and the work site.

3. The Employer's On-the-Job Training Agreement (TA 38) is tailored to a specific client and the parameters of their participation at the work site. This document established the start date and end date, tasks, work schedule, and any additional information that may be important for the success of the placement.

4. The Job Start and OJT Amendment (TA 29) documents amendments to the work schedule, dates of placement, or job description that become necessary within the timeframe of the contract. The amendment should be completed as soon as the need for changes is identified. The amendment must be completed within the timeframe of the original contract.

5. The OJT Invoice and Performance Review (TA 13) is collected from the site supervisor after the final payroll is completed for the month. It documents time and attendance as well as performance in 5 categories: attendance and punctuality, attitude, dependability, progress, and overall. These reviews allow an opportunity for the WSPWork Services Provider to check in with the site supervisor and the client about the client's attendance and performance. Conversations may lead to problem solving discussions if there are WSPWork Services Provider identified challenges or if the placement is going well, it may be an opportunity to discuss the possibility of progressing to an unsubsidized paid position within the organization.
   
   Pay stubs need to be included with this document. These pay stubs are used to calculate the reimbursement to the employer. Holidays may be reimbursed if the client worked the day. Excused absences may be reimbursed if the client is paid for the day (i.e., sick leave). Unexcused absences will not be reimbursed even if the client is paid for the hours.

1005-4 D.      OJTOn-the-Job Training PAYMENT TO EMPLOYERS

1. The OJTOn-the-Job Training reimbursement is based on 50% of the gross wage for the client. For example, if the employer is paying $15.00 per hour, DPADivision of Public Assistance will reimburse the company $7.50 per hour for the actual number of hours paid, up to 40 hours per week. Likewise, overtime is reimbursed at 50% of the overtime wage paid, i.e. if the client earns $22.50 per hour in overtime, DPADivision of Public Assistance will reimburse the company $11.25 for the actual overtime hours worked in addition to the 50% reimbursement for the regular hours worked.

2. The payment for a wage-based position is not a set fee, but a reimbursement based on the actual wage earned by the client for the pay period. If the client misses work and does not get paid, the employer does not get paid.

3. The payment for salaried positions is 50% of the earning for the pay period.

4. Employers are not reimbursed for all wages and other wage costs, such as payroll taxes or Workers' Compensation. OJTOn-the-Job Training is not intended to pay the full costs of a new employee, but to reduce the cost to the employer for filling a position.

5. Employers submit a copy of the client's pay slip to document the gross wages paid to the client.

6. Employers may be reimbursed for holiday pay if the client actually works on the holiday.

7. Work Services Contractors will remit payment to the employer within 30 calendar days of receiving a completed OJTOn-the-Job Training Invoice and Performance Review (TA 13) and pay stub for the pay period.

8. DPADivision of Public Assistance Work Services will process OJTOn-the-Job Training payments through JASJobs Automated Payments System. The description of this process will be included in the DPADivision of Public Assistance Work Services internal procedures manual.

1005-4 E.      OJTOn-the-Job Training INVOICING

Work Services Contractors will submit OJTOn-the-Job Training reimbursement requests on their monthly Supportive Services Invoice, see MS 1004-6.