11.21 Supplemental Data Collection Policy | Chapter 11) Performance Accountability and Reporting


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Table of Contents

Chapter 2) The One-Stop (Job Center) Delivery System

Chapter 3) Program Funding and Grants Management

Chapter 4) Fiscal Management

  • 4.1 Access, Retention and Custodial Requirement for Records
  • 4.2 Standards for Financial Management System
  • 4.3 Reporting Requirements
  • 4.4 Cash Management and Invoicing Standards
  • 4.5 Cost Categories and Allowable Activities
  • 4.6 Program Income
  • 4.7 Sub grantee Monitoring
  • 4.8 Procurement Standards
  • 4.9 Property Management Standards
  • 4.10 Audit and Audit Resolutions
  • 4.11 Debt and Debt Collection
  • 4.12 General Principles Affecting Allow ability of Costs
  • 4.13 Allocation of Joint Costs
  • 4.14 Cost Allocation or Indirect Cost Rates
  • 4.15 Leverage Funds
  • 4.16 35% Training Expenditure Goal For Program Year Formula Allocations

Chapter 5) Non-Discrimination/Equal Opportunity and Affirmative Action

Chapter 6) Complaints, Grievances, and Appeals

Chapter 7) Individual Training Accounts and Eligible Training Programs



Chapter 8) Adult and Dislocated Worker Programs

Chapter 9) Rapid Response

Chapter 11) Performance Accountability and Reporting

Chapter 12) File Documentation



WIOA Title I-A & I-B Policy & Procedure Manual
Ch. 11) Performance Accountability and Reporting



11.21 Supplemental Data Collection Policy

Effective date: June 1, 2018

Situations when Supplemental Data collection is necessary

Supplemental data satisfies reporting outcomes when employment and earning data is not available from state and interstate wage records. Supplemental employment and earning data may be collected during a participant's first four full quarters after exit. Wisconsin's WIOA Title I Programs must attempt a minimum of one time per quarter to collect supplemental data:

Supplemental Wages May Include

Any form of unsubsidized employment including the following examples.  This is not an all-inclusive list of the types of unsubsidized employment: apprenticeship, military, commission for sales…etc.  Supplemental Wages may not include any form of subsidized employment.

 Participant does not provide SSN

Periodically, participants either do not have a SSN or do not wish to provide a SSN to the public workforce system.  WIOA does not allow exclusions from performance indicators due to a lack of a SSN. WIOA programs are not permitted to require disclosure of SSN as a condition of program participation.1

 Participant is in excluded employment 

Excluded employment is a type of employment in which the employer is not required to submit wage record information to the state's unemployment insurance agency. Wisconsin Unemployment Insurance (UI) law, Chapter 108, defines employers and employees that must submit wage record information to the Division of Unemployment Insurance. The Unemployment Insurance online handbook assists in determining which employers for which employees must report.  Although rare in volume, there are many forms of excluded employment outlined in the UI handbook.2  The most common forms of excluded employment in Wisconsin are self-employment and some forms of agricultural employment.

Rules Around the Collection of Supplemental Data 

Participants who report a SSN will first be matched with the UI wage record. If the employment and earnings are detected in a specific quarter during the reporting period the employment and earnings reporting is complete. Supplemental data may still be collected and entered into the ASSET. Participants in multiple employment may report each employment and earnings.  However, the supplemental data will not be reported to USDOL when the UI wage record has employment or earnings data for the participant.

Authorized supplemental data sources3 are:

Tax documents, payroll records, and employer records such as:

Other supplemental wage records such as:

Note: Although self-reporting options are available, states and local areas must ensure they don't report more than the actual amount earned during any quarter. Entries are subject to audit.

When to ask for Supplemental Data

Each WIOA Performance Indicator has a specific report timeframe for each quarterly or annual report. The report period takes into consideration how much time it takes for the result to happen and two additional quarters for data collection depending on the indicator. The chart below assists in determining when to contact participants for supplemental data.  ASSET System Reports and other Business Intelligence options have been created to assist in determining when a participant requires collection of supplemental data.

 

Table 1. When to Ask for Supplemental Data


Performance Indicator

Wage Data Becomes Available

Recommended begin to supplemental data collection

Recommended end to Supplemental data collection

Q2 Unsubsidized Employment Rate

Q3 after exit

Middle Q3 after exit

End of Q4 after exit

Q2 Median Earning

Q3 after exit

Middle Q3 after exit

End of Q4 after exit

Q4 Unsubsidized Employment Rate

Q5 after exit

Middle Q5 after exit

End of Q6 after exit

*Credential Attainment Rate

Q5 after exit

Middle Q5 after exit

End of Q6 after exit

Exceptions:
• Due to data sharing agreement restrictions, the existence of out-of-state wage records are not known until the WIOA performance report periods. Report periods occur after the timeframes in Table 1.

• For participants who are known to enter excluded employment, the recommended collection of supplemental data is the beginning of the quarter after the result happens (the quarter that counts for performance, see Table 2 and Table 3), because the UI wage record will not have the result at any point of the quarter.

*Credential Attainment Rate timeframes address the employment aspect of the additional requirement that secondary school diploma recipients must be employed at a point during the first four full quarters after exit or enrolled in post-secondary education for a day within 365 days after exit.

 

Table 2:  Supplemental Data Collection timelines for Q2 measured indicators


Exit Quarter

Q1 After Exit

Q2 After Exit

Q3 After Exit

Q4 After Exit

Q5 After Exit

July-Sept.

Oct.-Dec.

Jan.-Mar. Result Happens

Apr.-June Collection Begins

July-Sept. Collection Ends

Oct.-Dec.
In Performance

Oct.-Dec.

Jan.-Mar.

Apr.-June
Result Happens

July-Sept
Collection Begins.

Oct.-Dec.
Collection Ends

Jan.-Mar.
In Performance

Jan.-Mar.

Apr.-June

July-Sept.
Result Happens

Oct.-Dec.
Collection Begins

Jan.-Mar.
Collection Ends

Apr.-June
In Performance

Apr.-June

July-Sept.

Oct.-Dec.
Result Happens

Jan.-Mar.
Collection Begins

Apr.-June
Collection Ends

July-Sept.
In Performance

 

Table 3:  Supplemental Data Collection timelines for Q4 measured indicators


Exit Quarter

Q1 After Exit

Q2 After Exit

Q3 After Exit

Q4 After Exit

Q5 After Exit

Q6 After Exit

Q7 After Exit

July-Sept.

Oct.-Dec.

Jan.-Mar.

Apr.-June

July-Sept.
Result Happens

Oct.-Dec.
Collection Begins

Jan.-Mar.
Collection Ends

Apr.-June
In Performance

Oct.-Dec.

Jan.-Mar.

Apr.-June

July-Sept.

Oct.-Dec.
Result Happens

Jan.-Mar.
Collection Begins

Apr.-June
Collection Ends

July-Sept.
In Performance

Jan.-Mar.

Apr.-June

July-Sept.

Oct.-Dec.

Jan.-Mar.
Result Happens

Apr.-June
Collection Begins

July-Sept. Collection Ends

Oct.-Dec.
In Performance

Apr.-June

July-Sept.

Oct.-Dec.

Jan.-Mar.

Apr.-June
Result Happens

July-Sept.
Collection Begins

Oct.-Dec.
Collection Ends

Jan.-Mar.
In Performance

 

See the WIOA Title I Performance TAG for directions to report Supplemental Data into ASSET.  WIOA Performance SharePoint Access is required.




Unsubsidized Employment (TEGL 16-10, Attachment 1, p.4)

Employment in the private sector or public sector for which the employer does not receive a subsidy from public funds to offset all or a part of the wages and costs of employing an individual.



Subsidized Employment

Employment which the employer receives a subsidy from public funds to offset all or a part of the wages and costs of employing an individual.

 
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