Texas Workforce Commission Apprenticeship Training Program Grant Award

Texas Workforce Commission Apprenticeship Training Program: Grant Award Orientation September 2018 1

Presenters Office of Apprenticeship • Desi Holmes, Director • Tara Cole, Apprenticeship Program Special Initiatives Grants and Contracts • Angie Nelson-Wernli, Manager • Sue Flores, Grant Manager Specialist apprenticeship@twc. state. tx. us 2

Before We Get Started Housekeeping Announcements • Send questions by COB Sept 12 th • Administrator’s Guide to: q Apprenticeship@twc. state. tx. u s • We will post to our website: q Webinar recording q Q&A Document q Power. Point file q https: //twc. texas. gov/files/partners/f y 19 -administrators-guide-twc. docx • Initial Package Email: q Apprentice Information Form q WIOA Questionnaire 3

Objectives This webinar will cover: • Compliance Sections of the Notice of Grant Award • Statements of Work, specifically: • • Project Requirements Reporting Deadlines Financial Requirements Budget Details – Cost Categories • Assurances and Certification 4

Grant Award Packet Notice of Grant Award Major Categories • General Terms and Conditions • Attachment A - Project Requirements • Attachments A-1/A-2 – Contact Hour Rate for Cont/New Programs • Attachment A-3 – Apprentice Information Form • Attachment B - Financial Requirements • Attachment B-1 – Budget Summary Form • Attachment C - Certifications 5

Notice of Grant Award Grantee Name and Address Contract Number Grant Period Sept 1 to Aug 31 Grant Award Amount 6

General Terms and Conditions Section 3 - Grant Performance • 3. 1 Grantee is fully liable for the terms specified in this grant award • 3. 3 Grantee has 45 days to obtain necessary personnel • 3. 4 Grantee must notify TWC within 10 days of changes to key personnel • 3. 6 Circumstances beyond reasonable control, resulting in delay or failure in performance 7

General Terms and Conditions Cont. Section 4 – Administrative Requirements • 4. 3 Grantee and TWC shall conform to administrative requirements and cost principles found in: • Office of Management and Budget (OMB) Uniform Guidance 2 C. F. R. Part 200, as supplemented by the Uniform Grant Management Standards (UGMS) • the Agency's Financial Manual for Grants and Contracts (FMGC) 8

General Terms and Conditions Cont. Section 11 – Records: Retention, Confidentiality, and Access • 11. 1 Grantee agrees to retain supporting documents pertinent to services provided under this grant, for 7 years after all maters have been closed out • 11. 2 Grantee shall maintain methods to secure confidential records • 11. 3 Grantee must ensure access to records, support documents, automated systems, etc. are available for reviewing purposes to the authorized agencies listed in under this section 9

General Terms and Conditions Cont. Section 12 – Monitoring, Audits, and Evaluations • 12. 2 TWC can request an audit of funds received under this grant award • 12. 3 Grantee understands that acceptance of funds under this grant award extends acceptance of authority of the State Auditor’s Office, or any successor agency, to audit or investigate expenditures under this award • 12. 4 Grantee is responsible for sub-contractor services, must develop sub-contract monitoring systems and maintain accurate records 10

General Terms and Conditions Cont. Section 16 – Changes and Amendments • 16. 2 Any change required by a revision in federal regulations or state law are automatically incorporated into this grant award without written amendment • 16. 3 TWC may unilaterally amend this award based on: • Modification of the number of actual apprentices reported on Apprentice Information Form • Modification of funding distributions of final contact hour rate calculations 11

General Terms and Conditions Cont. Section 18 – Property • 18. 1 Grantee must follow acquisition, maintenance, and disposition of property purchased with grant funds in accordance with OMB’s UG, the UGMS, and TWC’s FMGC • 18. 2 Grantee must submit Forms 7100 and 7200 for all equipment purchases (if allowable under the award), even if the property is replacement property • 18. 3 Grantee must ensure protection from damage, loss or theft • 18. 6 Grantee must maintain proper inventory and control of the property 12

Attachment A: Statement of Work – Project Requirements Section 3 – Allowable Services/Activities • 3. 1 Allowable services and activities permitted under this grant award are those specified in: • Attachment A-1, Contact Hour Rate for Continuation Programs • Attachment A-2, Contact Hour Rate for New Programs • 3. 2 LEAs must establish written agreements 13

Attachment A: Statement of Work – Project Requirements Cont. Section 4 – Eligibility • 4. 1 Apprentices eligible under this grant award must be fulltime paid worker, employed in the private sector, registered with DOL, and receives related instruction in an apprenticeable occupation • 4. 2 Apprentices receiving funding under this grant must meet WIOA basic eligibility requirements: • Citizenship or eligible to work in the US • Age (18 years of age or older) • Selective Service Registration (males only) at www. sss. gov 14

Attachment A: Statement of Work – Project Requirements Cont. Section 5 – Award Specific Requirements • 5. 1 Grantee is responsible for all reporting, activities, and performance benchmarks as outlined in Section 6, otherwise TWC may impose one or more of the remedies listed (e. g. , site visit, correction action plan, hold placed on payments, and/or deobligation of funds) • 5. 3 Grantee shall commence Related Instruction within 30 days of the grant begin date 15

Attachment A: Statement of Work – Project Requirements Cont. Section 5 – Award Specific Requirements Cont. • 5. 5 Grantee shall verify that each Training Program has certified an on-site visit occurred during: • One of the first four class meetings for continuing programs • The 2 nd , 3 rd , or 4 th class meeting for new programs (apprentices must be present on either the 3 rd class meeting or both the 2 nd and 4 th class meetings) 16

Attachment A: Statement of Work – Project Requirements Cont. Section 5 – Award Specific Requirements Cont. • 5. 6 Grantee shall ensure the on-site visit documents the following: • Training Program has approved DOL program standards • Training Program is under the direction of an Apprenticeship Committee • Apprenticeship Committee meeting minutes and the interview/selection process for training program entry • • • Written apprenticeship agreements for each apprentice A head count of each apprentice attending class Photo documents verifying apprentices’ identity Apprentice is registered with DOL Instructor’s attendance rosters 17

Attachment A: Statement of Work – Project Requirements Cont. Section 5 – Award Specific Requirements Cont. • 5. 7 Grantee shall ensure each apprentice: • Meets WIOA basic eligibility requirements • Has verifiable attendance during on-site visit and/or attendance documentation • Is entered on the Apprentice Information Form (Attachment A-3) • Is reported to TWC no later than: • 12 th of October for new programs • 12 th of November for continuing programs 18 • 5. 8 Grantee shall ensure apprentices meet state and federal work requirements

Attachment A: Statement of Work – Project Requirements Cont. Section 6 – Activities and Performance Measures • Grantee must adhere to the required activities and deliverable targets/due dates as outlined under this section 19

Attachment A: Statement of Work – Project Requirements Cont. Section 7 – Reporting Requirements • 7. 1 TWC will provide Grantee with the Apprentice Information Form, Attachment A-3. • 7. 2 Grantee must submit to apprenticeship@twc. state. tx. us by: • October 12 th for New Programs • November 12 th for Continuing Programs 20

Attachment A: Statement of Work – Project Requirements Cont. Section 7 – Reporting Requirements Cont. • 7. 3 Apprentice Information Form must report: • • Actual apprentices being trained Apprentices’ characteristic data (i. e. , SSN, DOB, DOL Registration #) Contact hours received WIOA demographics (i. e. , race, gender, veteran, self identified barriers) • Training Program details (i. e. , occupation, DOL Registration #, program year) 21

Attachment A: Statement of Work – Project Requirements Cont. Section 7 – Reporting Requirements Cont. • 7. 4 Grantee shall ensure the security and confidentiality of each apprentice’s personal identity, as set forth in WD Letter 02 -18, “Handling and Protection of Personally Identifiable Information and Other Sensitive Information” • 7. 5 Grantee shall provide additional information as needed by TWC 22

Attachment A: Statement of Work – Project Requirements Cont. Section 7 – rt o p e r l a n i f a Reporting Requirements Cont. mit b u s l l a h s e e • 7. 6 Grant tice’s Completion Status: on appren d date n e t n a r g r e • 60 -days aft ason e r n io t le p m • Co grant e h t g in r u d ( s t c la s s la f o e t a D • p e r io d ) e u S s i r e g a n t Ma n a r G d e n g i • 7. 8 Ass Flores e. tx. us t a t s. c w t @ h ip • a p p r e n t ic e s 23

Attachment B: Statement of Work – Financial Requirements Section 1 – Expenditure Limitations • 1. 1. 3 TWC is not liable for expenditures made in violation of legal authorities • 1. 1. 4 TWC is not liable for cost incurred by the Grantee or its subcontractors prior to or after termination of award, other than allowable administrative costs associated with the preparation of closeout documents • 1. 1. 5 TWC is not liable for costs incurred 60 -days after the grant end date • 1. 2 Grantee agrees that all funds provided under this award, including 24 funds expended under subcontracts, shall be expended for authorized activities, and that there is no objective of funding religious activities

Attachment B: Statement of Work – Financial Requirements Cont. Section 1 – Expenditure Limitations Cont. • 1. 3 Grantee understands that costs within the approved budget, Attachment B-1 are: • Subject to monitoring reviews • Reasonable and necessary • Properly identified (equipment requires prior approval) • Inclusive of education and training cost (i. e. , instructional wages, tuition & fees (at standard rates), books, training materials, and consumable supplies) • No costs included for instructor travel/per diem, trainee wages/or drug tests 25

Attachment B: Statement of Work – Financial Requirements Cont. Section 1 – Expenditure Limitations Cont. • 1. 4 TWC’s obligations for costs incurred or performances rendered by the Grantee under this grant award are contingent upon the receipt of adequate funds from federal and state sources • 1. 24 Grantee is liable to TWC for any unallowable expenditures • Made by the Grantee or its subcontractor • Repayments must be made from non-federal funds • Repayments must be repaid within 30 -days after demand issuance 26

Attachment B: Statement of Work – Financial Requirements Cont. Section 1 – Expenditure Limitations Cont. • 1. 26 Any change in budget line items as established in Attachment B-1, requires system changes therefore all budget changes require prior approval • 1. 27 Indirect costs rates charged under this award are limited to those resulting from proper use of the Grantee’s approved cost allocation rate • 1. 29 Administrative costs are limited to 15% of the total final expenditures • 1. 30 Grantee is limited to 70% of total planning estimate budget 27 until final distributions are determined

Attachment B: Statement of Work – Financial Requirements Cont. Section 2 – Obligation and Deobligation of Funds • 2. 1 TWC is not liable to the Grantee for excess or erroneous funding obligations • 2. 2 TWC has the discretion to obligate additional funds or deobligate funds under this award • 2. 3 TWC may deobligate funds if performance and/or expenditures are not meeting projections • 2. 4 TWC will provide written notice in the case of additional obligation or deobligation of funds, at least 10 -days in advance 28

Attachment B: Statement of Work – Financial Requirements Cont. Section 3 – Financial Reporting • 3. 1 Grantee must submit monthly reports electronically by the 20 th of each month through TWC’s Cash Draw and Expenditure Reporting System (CDER) • 3. 2 Failure to meet reporting deadlines (as specified in WD Letter 04 -15, Change 2) may result in access to funds being disabled • 3. 3 Grantee must submit a Contract Closeout Settlement 29 Package through CDER no later than 60 -days after the grant end date.

Cash Draw and Expenditure Reporting System Account Access 1. Request an Account 2. Complete Form cashdraw. ta@twc. state. tx. us 3. Training Modules 30

Attachment B-1 – Budget Summary Form Cost Categories • Administrative costs (limited to 15%) are allowable for program oversight and coordination efforts • office supplies and other items needed to properly administer grant funds • travel expenses necessary for designees to supervise the jobrelated, in-person classroom instruction (e. g. , to and from jobrelated, in-person classroom instruction or TWC-sponsored apprenticeship workshops) • Program costs of at least 85% must be used by the Training Program • instructional wages, tuition & fees, books, training materials, equipment (prior approval), and consumable supplies 31

Attachment C - Certifications Grantee certifies compliance with the federal, state, and TWC requirements set forth under this grant award • Section 1 – Lobbying • Section 2 – Debarment, Suspension, and Other Responsibility Matters • Section 3 – Drug-free Workplace • Section 4 – Restrictions on the use of Certain Public Subsidies • Section 5 – Certification 32

Resources Quick Links • Office of Management and Budget (OMB) Uniform Guidance, 2 C. F. R. Part 200: https: //www. gpo. gov/fdsys/pkg/CFR-2018 -title 2 -vol 1/pdf/CFR-2018 -title 2 -vol 1 -part 200. pdf • Uniform Grant Management Standards: https: //comptroller. texas. gov/purchasing/docs/ugms. pdf • TWC’s Financial Manual for Grants and Contracts: https: //twc. texas. gov/partners/financial-manual-grants-contracts • TWC’s Cash Draw and Expenditure Reporting System: https: //apps. twc. state. tx. us/CASHDRAW/dispatcher • Workforce Development Letters: • WD Letter 02 -18, “Handling and Protection of Personally Identifiable Information and Other Sensitive Information” https: //twc. texas. gov/files/partners/02 -18 -twc. pdf • WD Letter 04 -15, Change 2 “Cash Draw and Expenditure Reporting System 33 Instructions—Update” https: //twc. texas. gov/files/partners/04 -15 -ch-2 -twc. pdf

Thank You For Joining Us! 34

Want the Archived Webinar? • Follow this link: https: //twc. texas. gov/files/partners/apprenticeship-webinarorientation-powerpoint-presentation. pptx • Or go to the Resources section of the Apprenticeship - Program Overview website at www. twc. state. tx. us/programs/apprenticeshipprogram-overview • First resource link on the right • Keep an eye out for future webinars 35

Questions 36 apprenticeship@twc. state. tx. us