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11.22 Incumbent Worker Training Performance Reporting Policy


11.22.1 Incumbent Worker Training Performance Reporting Policy

Effective date: October 1, 2018

The State of Wisconsin is committed to providing efficient, effective, transparent and accountable government for its citizens. Taxpayer funds issued for employment or training activities require scrutiny and evaluation of activities, including report outs to stakeholders. The Workforce Innovation Opportunity Act (WIOA) Incumbent Worker Training Program is similar to its participant-serving programs in that it must report information on its activities and outcomes to the U.S. Government. The Wisconsin Department of Workforce Development Division of Employment Training (DWD-DET) will evaluate taxpayer assistance provided to businesses undertaking incumbent worker training. DWD-DET acknowledges and respects the privacy wishes of the individuals its programs serve when possible. DWD-DET is conscious of imposing unnecessary data collection requirements upon businesses and their employees. This policy addresses these issues regarding information collection for incumbent worker training provided using WIOA funds. Incumbent Workers who become WIOA program participants must comply with the WIOA participant information collection requirements at the time the incumbent worker becomes a participant.

Required Individual Incumbent Worker Training Elements

The U.S. Department of Labor (DOL) Training Employment Guidance Letter (TEGL) 10-16, Performance Accountability Guidance for WIOA Title I, Title II, Title III and Title IV Core Programs, Attachment 8, provides guidance on which data elements are required for federal reporting for incumbent worker training services. Incumbent Workers who are active in a WIOA Incumbent Worker Training Program, do not need to meet the eligibility criteria of a WIOA program participant. WIOA incumbent workers have different information collection standards than WIOA participants in the Adult, Dislocated Worker or Youth Programs. States and local WDBs may require collection of additional data elements. To facilitate data verification and to ensure optimal use of WIOA funds, DWD-DET requires collection and reporting of the following additional data elements of the Incumbent Worker:

  1. Last Name
  2. First Name
  3. Date of Birth
  4. Gender
  5. Address
  6. Worker is eligible to work in the United States
  7. Start Date with Employer
  8. Earnings Q1 prior to Program Entry
  9. Earnings Q2 prior to Program Entry
  10. Earnings Q3 prior to Program Entry
  11. ONET code of Training Service
  12. NAICS code of Training Service

Required Incumbent Worker Business Reporting

Incumbent Worker Training provided to a business using WIOA funds is a business service. All business services must be reported in the Job Center of Wisconsin (JCW) Business. The business service only needs to be reported one time per incumbent worker training course and not for each incumbent worker. Local areas are encouraged to add details about the incumbent worker training course such as number of incumbent workers, ASSET PINs, etc. The minimum information collected for business services reporting elements are:

  1. Name of the Business
  2. Address Line 1
  3. Address Line 2
  4. Address City
  5. Address State
  6. Address Zip Code
  7. Incumbent Worker Service
  8. Incumbent Worker Service Begin Date
  9. Incumbent Worker Service End Date

Authorized Individual Incumbent Worker Training Collection

DWD-DET allows and encourages local areas to collect additional demographic elements of Incumbent Workers to gain a more thorough understanding of the people served through the Incumbent Worker Training Program. DWD-DET strongly encourages local WDBs to request each Incumbent Worker's social security number to use wage records to satisfy required wage and employment outcome data collection. Wage records are the most efficient and accurate source of employment status and quarterly earnings. DWD-DET also strongly encourages collection of the businesses UI account number (a.k.a. UI root number) to facilitate matching the appropriate employer record for business service reporting. Any additional collected elements required by local areas must be reported in the Automated Service Support for Employment Training (ASSET) application. Local WDBs that decide to collect additional data elements must collect data elements consistent with the definitions outlined in WIOA, the final regulation, approved Information Collection Requirements (ICRs) and ASSET instructions (e.g. to report "Basic Skills Deficient" in ASSET the individual must meet the WIOA definition).

Reporting Process

Individual Data

Step 1: Local WDBs must collect and report individual required elements through ASSET.

Step 2: DWD-DET will report participant data through the quarterly Participant Individual Record Layout (PIRL) submissions. This includes the data elements required in Attachment 8 of TEGL 10-16, all state required data elements, and any data elements required by local areas.

Business Service Data

Step 1: Local WDBs must collect and report individual required elements through JCW Business.

Step 2: DWD-DET will report business data through the WIOA Effectiveness in Serving Employers Report Template to U.S. DOL.

Eligible to Work in the United States

Effective date: October 1, 2017

Individuals eligible to work in the U.S. include (WIOA Sec. 188(a)(5); 20 CR §683.285(5)):

  • citizens and nationals of the United States;
  • lawfully admitted permanent resident aliens, refugees and asylees (who are authorized to work in the U.S. because of their refugee or asylee status); and
  • other immigrants authorized by the Secretary of Homeland Security or the Secretary's designee to work in the U.S. This includes immigrants covered by Deferred Action for Childhood Arrivals (DACA) who have applied for and received work authorization (TEGL 02-14, p. 2).

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