FREQUENTLY ASKED QUESTIONS ABOUT IWTP

• When can an employee be considered an "incumbent" employee?
• How long does an incumbent worker have to be employed to be eligible for training under this program?
• Can I train employees in a different occupation?
• Do I have to have a full class size of 15 in one occupation?
• Who receives the funds?
• When can funds be reimbursed?
• Can I send workers out-of-state to be trained?

• How long must an employer be operating in the state of Louisiana to be eligible to participate?
• If I have not been in business for three years, but purchased a company that has operated in Louisiana for at least three years, am I eligible to participate?
• Can an employer that cannot identify 15 trainees to be trained participate in IWTP?
• How many employers are needed to make up a consortium?
• Why can't an employer who does not contribute to UI taxes participate in the IWTP?

• If I am already providing training to my workers, can LDOL take over the funding?
• Is it considered supplanting to request training I previously offered that could no longer be funded by the company due to budget constraints?
• If I previously offered training to a small group of employees and I know that the company will be growing to such an extent that the company cannot manage or fund such a large amount of training, would there be a supplanting issue to request that LDOL fund such a project?
• If a company has been providing only on-the-job training and wishes to move to a more structured format of training, is this considered supplanting?

• How do I apply?
• Whom do I contact for additional information?
• Who reviews and approves the application?
• Once the application is approved by the Governor, then what?

• Who selects the training provider?
• Does an employer have to select a public training provider?
• Who selects the instructors for the training?
• Can employees of a participating employer serve as instructors?
• Who determines the curriculum to be taught?
• Does the training have to take place at a training institution?
• What if an employer cannot show that additional positions will be created?
• What if an employer cannot show that pay increases will be granted at the end of the training?
• If an employer has more than one location in the state, can he or she file more than one application?
• Is it possible to use multiple training providers?
• Can an employer be reimbursed for a trainee's wages during actual training time if it occurs during normal working hours?

• How are the performance objectives of the training project determined?
• Who is held accountable for the performance objectives?

• Can instructors' costs be requested in addition to tuition?
• If a training provider elects to charge tuition, what additional costs can be included?
• Is there a limit to how much the coordination cost can be?
• If the grant includes costs for instructors, is there a minimum class size requirement for each instructor?
• Can equipment be purchased from the grant?
• Under what circumstances will facility rental be allowed?
• Since total contract reimbursements cannot exceed 90% of the total grant amount until the performance objectives stated in the contract have been met, what happens if the performance objectives are not met?
• What is the process in order to receive reimbursement for expenditures?
• What types of documentation will you require on each of the participants?
• How often must I report this information?
• Can modifications or revisions be made to the contract?
• What is involved in the revision process?

General Questions

Q: When can an employee be considered an "incumbent" employee?
A: As soon as he or she is employed.

Q: How long does an incumbent worker have to be employed to be eligible for training under this program?
A: As soon as he or she is employed, as long as the training being requested is not provided by the employer.

Q: Can I train employees in a different occupation?
A: Yes.

Q: Do I have to have a full class size of 15 in one occupation?
A: No, but cost effectiveness should be considered when establishing a training plan.

Q: Who receives the funds?
A: All funds are provided to the training provider.

Q: When can funds be reimbursed?
A: Funds may be dispersed only after a contract has been approved by the Office of Contractual Review (OCR). No funds spent on the project prior to the Secretary of Labor's approval will be considered eligible for reimbursement.

Q: Can I send workers out-of-state to be trained?
A: No. Training funds are intended for use in Louisiana where they can enhance the training capabilities of Louisiana Training Providers.

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Eligibility Questions

Q: How long must an employer be operating in the state of Louisiana to be eligible to participate?
A: An employer must have operated in the state of Louisiana for at least three years and have contributed to the UI Trust Fund for that same period.

Q: If I have not been in business for three years, but purchased a company that has operated in Louisiana for at least three years, am I eligible to participate?
A: There is a good possibility that an employer can qualify based on current records combined with their predecessor's. The Chief of Tax for LDOL will review UI tax records to determine whether an employer meets the eligibility requirements.

Q: Can an employer that cannot identify 15 trainees to be trained participate in IWTP?
A: Yes, if a consortium is formed with two or more employers that have similar training needs and can collectively identify 15 trainees.

Q: How many employers are needed to make up a consortium?
A: Two or more.

Q: Why can't an employer who does not contribute to UI taxes participate in the IWTP?
A: The funding source of IWTP is provided with UI tax dollars; therefore, only those employers that contribute to the system on a quarterly basis are eligible.

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Questions on Supplanting

Q: If I am already providing training to my workers, can LDOL take over the funding?
A: No, because this would constitute supplanting of existing training resources.

Q: Is it considered supplanting to request training I previously offered that could no longer be funded by the company due to budget constraints?
A: No, if the employer can submit documentation to subsantiate its inability to continue training.

Q: If I previously offered training to a small group of employees and I know that the company will be growing to such an extent that the company cannot manage or fund such a large amount of training, would there be a supplanting issue to request that LDOL fund such a project?
A: In order for LDOL to consider funding such training, an employer would have to submit adequate documentation to support the fact that the resources for funding such training are not available by the company.

Q: If a company has been providing only on-the-job training and wishes to move to a more structured format of training, is this considered supplanting?
A: No.

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Questions About The Process

Q: How do I apply?
A: An application provided by the LDOL must be completed in conjunction with the training provider or providers selected by the employer. The application can be obtained from the LDOL website at http://www.laworks.net/FormsIndex.asp.

Q: Whom do I contact for additional information?
A: Refer to the IWTP Regional Contacts list on the LDOL website at http://www.laworks.net/FormsIndex.asp. You may also contact Georgia Sanderson (318-342-3023) or Judith Poindexter (318-342-3195) at ULM.

Q: Who reviews and approves the application?
A: The initial review begins with the IWTP Regional Specialist. Refer to the IWTP Regional Contacts list on the LDOL website at http://www.laworks.net/FormsIndex.asp. The process continues with the IWTP Review Committee (made up of IWTP Administrative Office Specialists and management), the Assistant Secretary of Labor, the Secretary of Labor, and the Governor's Office. Final approval is granted by the Governor.

Q: Once the application is approved by the Governor, then what?
A: The IWTP Unit will complete a contract based on the information contained in the approved application. The contract must be signed by the employer, the training institution, and the Secretary of Labor. The contract is then forwarded by the LDOL Contracts Unit to the Office of Contractual Review (OCR) for final approval. This is the final step before training is implemented.

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Selecting A Training Provider

Q: Who selects the training provider?
A: The employer.

Q: Does an employer have to select a public training provider?
A: No. However, preferential consideration is given to those who select a public training partner.

Q: Who selects the instructors for the training?
A: The training provider and/or the employer can make recommendations for instructors.

Q: Can employees of a participating employer serve as instructors?
A: Yes.

Q: Who determines the curriculum to be taught?
A: The employer. Assistance can be provided identifying or developing appropriate curricula to customize an employer specific training program.

Q: Does the training have to take place at a training institution?
A: No. Training can be held at an employer's work site as well. Resources available at the work site and at the training institution should be considered when determining where the training should take place.

Q: What if an employer cannot show that additional positions will be created?
A: The employer must provide an adequate explanation in the narrative section of the application to explain the justification to provide training and not create additional positions.

Q: What if an employer cannot show that pay increases will be granted at the end of the training?
A: The employer must provide an adequate explanation in the narrative section of the application to explain the justification to provide training and not grant wage increases upon completion of the training.

Q: If an employer has more than one location in the state, can he or she file more than one application?
A: An employer with multiple operation sites and a single UI tax identification number shall be limited to a single application which may encompass training at the various sites, as long as the amount awarded under the application does not exceed the maximum award amount. When an employer has more than one site and each site maintains a different UI tax identification number, the employer may apply for a separate training award under each tax identification number.

Q: Is it possible to use multiple training providers?
A: In some instances, it may be necessary to utilize multiple training providers (i.e., a training provider may be unable to offer certain types of training, or be unable to train in other locations throughout the state). Where multiple training providers are utilized, a primary training provider is selected. The primary training provider is responsible for procuring the services of additional training providers, if necessary. As a general rule, the primary training provider provides the majority of the training; however, in some instances the primary provider may be the training institution responsible for coordinating the training project, and acting as fiscal agent. Funds are disbursed to the primary training provider, who in turn is responsible for reimbursing all other providers.

Q: Can an employer be reimbursed for a trainee's wages during actual training time if it occurs during normal working hours?
A: No.

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Performance Objectives

Q: How are the performance objectives of the training project determined?
A: The performance objectives will be those objectives set forth by the employer and training provider in an approved application and may include number of employees to be trained, number of additional jobs created, number of employees to be retained and average wage increase.

Q: Who is held accountable for the performance objectives?
A: The training provider is responsible for training the specified number of trainees as referred to them by the employers. The employer is responsible for seeing that other objectives of the contract (wage increases and jobs created) are carried out. It is the responsibility of the training provider and the employer to advise LDOL in advance if contract terms are insufficient to complete contract objectives.

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Questions From Training Providers

Q: Can instructors' costs be requested in addition to tuition?
A: Not for the same training.

Q: If a training provider elects to charge tuition, what additional costs can be included?
A: Training manuals, travel, vendor training, and training seminars.

Q: Is there a limit to how much the coordination cost can be?
A: No; however, the cost must be reasonable and in line with the scope of the total training project. Factors such as employer contributions, vendor training, training seminars, and computer-based training should be taken into consideration.

Q: If the grant includes costs for instructors, is there a minimum class size requirement for each instructor?
A: No, but every effort should be made to assure that training is scheduled in a cost-effective manner. Factors such as industry regulations, safety, and hands-on-training should be considered when determining a maximum class size. Explanations for small class sizes should be provided in the narrative section of the application in the overall training plan.

Q: Can equipment be purchased from the grant?
A: Only for public training providers.

Q: Under what circumstances will facility rental be allowed?
A: If the training provider and the employer do not have space available, additional space may be obtained, if the cost is reasonable.

Q: Since total contract reimbursements cannot exceed 90% of the total grant amount until the performance objectives stated in the contract have been met, what happens if the performance objectives are not met?
A: LDOL will request a review to determine what portions of the objectives were not met and the reason. Based on findings, the LDOL will determine whether any or all of the additional 10% of the total grant amount should be awarded.

Q: What is the process in order to receive reimbursement for expenditures?
A: The training provider must submit an approved LDOL invoice form, along with supporting documentation, to LDOL's IWTP Unit. Amounts are not to exceed the approved line item budget cost categories specified in the approved application. The request will be processed and forwarded to LDOL's Fiscal Unit for reimbursement. The invoice form can be obtained from the LDOL website at http://www.laworks.net/FormsIndex.asp.

Q: What types of documentation will you require on each of the participants?
A: Name, address, SS#, education level (1-20), date hired, title before and after training, wage before and after training, hours trained to-date, status of training (in progress, completed, failed to complete), whether trainee was advanced to higher level, whether or not trainee is currently employed by awardee; if not, reason for leaving (lack of work, voluntary leaving, discharged, misconduct, other).

Q: How often must I report this information?
A: Quarterly Reports must be submitted for each calendar quarter (March 31, June 30, September 30, and December 31) and are due 15 calendar days after each quarter.

Q: Can modifications or revisions be made to the contract?
A: Yes.

Q: What is involved in the revision process?
A: Training institutions must submit all requests for revisions and modifications to LDOL on a Revision/Modification Request form approved by LDOL, describing their reasons for the revisions and/or modifications and how they will benefit their training. The Revision/Modification Request form can be obtained from the LDOL website at http://www.laworks.net/FormsIndex.asp. This form should be emailed to the IWTP Unit at iwtp@ldol.state.la.us.

Revisions are required for changes to line item budget items previously approved.

Modifications are required to change the beginning and ending dates of the contract, the total obligation amount, and substantial changes to services provided. Modifications to contracts must be signed by all parties and approved by LDOL and OCR.

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