2. Vocational Rehabilitation
3. DVR Service Providers
4. Technical Specifications
5. On-The-Job Training (OJT) Guidance

DVR On-the-Job Training (OJT) Hiring Guidance

September 2020

Purpose

To provide staff with information on the Division of Vocational Rehabilitation (DVR)'s On-the-Job Training (OJT) policy and procedure, and detailed required steps for authorizing and providing the service.

Rationale

On a case-by-case basis, DVR can reimburse an employer for wages paid to a DVR consumer. This service is for employers who permanently hire DVR consumers who need assistance with learning job skills above and beyond what is needed for the average starting employee.

Definition

An OJT provides 50 percent reimbursement of wages to an employer who pays a permanently hired DVR consumer. The reimbursement is intended to assist the employer with costs of training the DVR consumer on skills necessary to work for the employer long-term.

Required OJT Hiring Discussion with Consumer

When considering an OJT, before moving forward, DVR staff must cover each point below to ensure the consumer understands the information. Best practice is to document the outcome of the discussion related to each item.

• Provide guidance and counseling to consumer regarding job development options.
• Describe the opportunity for DVR to provide a training incentive to an employer who offers consumer employment.
• Explain that:
  • Consumer is in a permanent position in accordance with their Individualized Plan for Employment (IPE) goal.
  • The employer will be offered training funds of 50 percent of wage costs for up to 90 calendar days if the business provides a completed monthly progress report.
  • By participating, consumer will be disclosing their association with DVR to the employer. Ensure consumer is comfortable with this and agrees to move forward.
  • Consumer must review and sign-off on the employer's monthly progress report before it is submitted to DVR.

OJT Hiring Initiative Approval Considerations

The following must be considered before approving an OJT through DVR:

1. The training is for a job that meets the DVR consumer's IPE goal.
2. Wage and fringe benefits are compensated at or above the minimum wage, and not less than the customary wage and level of benefits paid by the employer to others performing similar work.
3. Work hours must meet the DVR consumer’s needs and may be part-time or full-time up to 40 hours per week.
4. The DVR consumer is considered a permanent employee and the employer agrees to maintain the employment and pay wages in full following the training.

Case Service Procedures

Before initiating an OJT, DVR staff must provide the consumer with information to make an informed choice about their need for an OJT and the need for the employer to receive training funds for up to 90 calendar days.

If the consumer agrees to participate, the DVR staff person:

1. Includes the service in the IPE.
2. Advocates on behalf of the job seeker to offer training funds to a specific employer for up to 90 calendar days.
3. When applicable, informs the authorized job placement vendor to offer training funds for up to 90 calendar days of training to the employer for the consumer.

Note: While a service provider may approach an employer to discuss the OJT and offer training funds, a DVR representative is responsible for negotiating and completing the OJT Hiring Initiative Agreement form with the employer.

OJT Initiation Steps through Case Closure

• The DVR consumer, employer, and DVR staff person complete the OJT Hiring Initiative Agreement and training plan.
• DVR gives the 30-Day Invoice and Progress Report form to the employer.
• Employer places consumer on the company’s payroll, providing wages and benefits commensurate with those others receive for performing similar work, subject to the employer’s policies. All onboarding paperwork (W-2 and I-9 forms) is completed as is customary for all employees of the employer.
• DVR staff sends the completed and signed OJT Hiring Initiative Agreement form to DVR Scanning.
• For consumers self-directing their job search, the consumer's DVR case facilitator provides retention services during the training period.
• For consumers placed by a job development service provider, the job developer provides retention services in accordance with the DVR authorization and technical specifications during the training period. The service provider is paid upon completion of the 90- calendar day OJT.
• Following the completion of every OJT, whether self-directed or supported by a job developer, DVR staff provide retention services for 90 calendar days after the OJT has ended by establishing regular contact with the employer and consumer.
• Consumer's DVR case facilitator closes the case successfully after consumer has been paid 100 percent of their wages by the employer for 90 calendar days.

OJT Purchase Orders

• All OJT Hiring Initiative purchase orders (POs) should be coded 058. See the sample PO language in the next section.
• PO receiving is completed monthly upon review of the monthly progress report.

NOTE: Employer's completed 30-Day Invoice and Progress Report will serve as an invoice.

Fiscal Procedures

• Upon receipt of the 30-Day Invoice and Progress Report form, DVR staff will date stamp and forward a copy to CCP for payment processing to: DWD MB DVR Vendor Invoices.
• CCP will process and schedule payment to Employer within one business day of receipt

NOTE: To set up a new employer in IRIS, please follow these fiscal instructions included in the Information for DVR Vendors and Statewide Service Providers guidance.

Example Language for an OJT Purchase Order

This authorization is for 50 percent of the wage costs associated with the paid training required for the permanent hire of the individual named above. A total of XX hours per week at an hourly rate of $XX is approved for this individual's training.

Recommendations and Related Considerations

• Consider the consumer’s need for accommodations, rehabilitation technology, and shortterm job coaching. Add these services to the consumer's IPE if needed.
• OJTs may not be used as job replacements when a company is on strike.
• Consider consultation with local business services teams regarding the employer’s track record of layoffs when considering an OJT.
• DVR staff and job development service providers should consider offering the Work Opportunity Tax Credit to employers in addition to a DVR OJT Hire.
• Employers should be made aware of the benefits of using Job Center of Wisconsin (JCW) services for hiring needs.