WeCAREWellness Comprehensive Assessment Rehabilitation & Employment

WeCARE is funded by the NYC Human Resources Administration and administered by F· E· G· S Health & Human Services System

Individual Training Account Voucher Application Process

Presented byGary J. DiDona

Assistant Director – Training FEGS WeCARE

WeCARE - Rev. 3/23/2007

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Training AgendaBy the end of this training, you will be able to:

Explain the purpose of the ITA (Individual Training Account) process in the WISARD (Workforce Information System Automated Reporting Database) system

Determine the appropriateness of an ITA referral

Appropriately utilize ITA Eligibility Guidelines and other procedural guidelines andforms in the ITA Process

Access and navigate ITA screens in WISARD

Record, review, and update ITA Application information

View ITA outcomes in NYCWAY

Cancel an ITA Application

View an ITA Voucher

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Key Advantages of the Automated ITA Process

ITA Application is done directly in the WISARD system

Information known to NYCWAY automatically populates respective fields in the WISARD ITA Application

Approval or rejection of an ITA Voucher Application is reflected in NYCWAY

Completed ITA Voucher can be printed and issued to the Client immediately after approval

All information in the printed ITA Voucher is automatically retrieved from the ITA Application

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Eligible Training Programs

A program must be listed as approved on the New York State Eligible List of Providers (ELP)http://www.workforcenewyork.org/etp/https://a069-webapps1.nyc.gov/atp/search.cfm

Program Cost may not exceed $2,500 If program is free, do not submit an ITA Voucher

Application

Program offers a credential of a certificate upon completion of training

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Eligible Participants

A WeCARE participant assigned to a VRS activity

A participant whose IPE indicates a need for a short term training/education to enhance his/her employability If a Client’s IPE does not indicate a need for training, justification for training

can be entered in the Ongoing CSP by either a CRC or a Supervisor

A participant who has not exhausted his/her 12-month lifetime training limit (for full-time training)

A participant who has complied with an assigned activity for a minimum of one month

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Participants Not Eligible for ITA Vouchers

A participant who is in the conciliation status, sanction status, or in the sanction process as verified on NYCWAY

Single Issuance Case

A Client who has exhausted his/her lifetime training limit (for full-time training)

A Client whose circumstances do not justify a need for training (e.g., a Client with recent employment experience, a Client who has recently completed vocational training, etc.)

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Documentation Requirements to Initiate an ITA Voucher Application

Completed and updated CSP

Completed DVE/IPE. The DVE/IPE must be scanned into the HRA WeCARE Viewer

Completed and updated Employability Plan (Action Code 119B in NYCWAY) within the last 30 days

ITA Voucher Labor Market Survey

ITA Voucher School Research Worksheet

ITA Voucher Final School Selection Worksheet

Signed Informed Consent Form for the selected School

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Case Management Process

The VCM will identify the Clients who may be eligible ITA Voucher candidates on the Ongoing CSP checklist upon signing the IPE and the Case Manager Assistant will compile a list and provide it to the VCM Supervisor

The VCM Supervisor will approve the start of the process and will ensure that: The Client has not exceeded the 12-month lifetime training/education

allowance (for full-time training only) Full-time training is defined as more than 15 hours per week during normal working

hours Individuals who have exhausted the 12-month lifetime limit for having school/

training count as a primary activity may continue with training/education on a part-time basis (up to 15 hours per week), with at least 20 hours of concurrent work activities

The Client has demonstrated 30 days of full compliance in all VRS activities Vocational goal must match training need Client’s conviction history (if any) will not limit the client’s employment

possibilities in the occupational cluster

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Case Management Process (cont.)

The VCM should review the HRA Eligible List of Providers (ELP) with the Client and provide a list of training programs/courses which match the vocational goal stated on the IPE. The VCM will explain the ITA process to the Client and provide the ITA School Research Worksheets to the client

Preference should be given to programs with rolling admission

All documents related to the ITA process are available on WISARD. On the main menu, select “Links” and then “ITA for PA Forms and Docs”

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Case Management Process (cont.)

The Eligible List of Providers (ELP) can be accessed through the following websites:

http://www.workforcenewyork.org/etp/ https://a069-webapps1.nyc.gov/atp/search.cfm

The VCM will only refer Clients to training providers that are able to provide the necessary accommodations for language and support services (see ITA-5W)

The VCM will only refer Clients to programs/courses that do not exceed 6 months in duration

Full-time training requiring an exemption from WEP cannot exceed 90 days in duration

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Case Management Process (cont.)

To ensure that the Client has not exceeded the 12-month lifetime training/education allowance, the VCM should review the Client’s Training History in NYCWAY: Go to Training History Inquiry in NYCWAY.

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Case Management Process (cont.) The Training History Inquiry screen provides a detail of the total lifetime

training allowance that has been used by the Client to date

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Case Management Process (cont.)

A Client desiring to utilize ITA Vouchers must, within a two-week time frame: Conduct diligent research of the labor market conditions as documented on the Labor Market Survey Research and review offerings on the internet of at least three training providers as documented on

the School Research Worksheet Attest on the ITA Application that the research has been completed Select a desired school/program as indicated on the Final School Selection Worksheet Submit a projected schedule Visit the selected school prior to making a final decision

The Client will return with the completed forms and the VCM will ensure that: The training provider accepts performance-based vouchers and offers credentials related to a high-

demand occupation The cost of the program does not exceed $2,500 The Client meets the program/course prerequisites The Client qualifies to obtain licensure/certification in the field in which the training is being sought The Client has the reading and math levels required by the program

The Client must sign an informed consent allowing VCM to collaborate and share information with the training/education provider

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Case Management Process (cont.)

If the client is in concurrent substance abuse treatment mandated by HRA, the substance abuse treatment program must be notified of the client’s training schedule

An appropriate signed consent must be obtained from the client

It must be confirmed that the client’s treatment hours are modified, if necessary, to accommodate the training schedule

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Case Management Process (cont.)

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Case Management Process (cont.)

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Case Management Process (cont.)

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Case Management Process (cont.)

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Case Management Process (cont.)

The Client and VCM will complete the ITA Voucher Final School Selection Worksheet.

The VCM Supervisor will verify and approve the ITA Voucher request and complete the Supervisory check list.

All documentation needs to be scanned into the WeCARE Viewer under the heading “ITA Voucher”

ITA Voucher Application will be processed by the VCM Supervisor

VCM Supervisor must print a copy of the application

Client signs the application

Signed application is then scanned into the WeCARE Viewer

Allow 14 days for the processing of an ITA Application by HRA

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Processing an ITA Application in WISARD

Supervisors will Complete an ITA Application and submit it for HRA approval using WISARD

Check if HRA approved or rejected the Application

Print and issue an ITA Voucher

Print out another copy of the ITA Voucher and file it in the Clients case record

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Processing an ITA Application in WISARD (cont.)

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Processing an ITA Application in WISARD (cont.)

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Processing an ITA Application in WISARD (cont.)

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Processing an ITA Application in WISARD (cont.)

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Processing an ITA Application in WISARD (cont.)

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Processing an ITA Application in WISARD (cont.)

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Approved ITA Voucher Application in NYCWAY

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Rejected ITA Voucher Application in NYCWAY

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Cancellation of an ITA Voucher Application

An application can only be cancelled before the application has been approved by HRA

To cancel an application, click the “cancel” button

The cancellation code (150X) will be posted to NYCWAY. Upon cancellation, WISARD will post a confirmation message that training is cancelled

Post a 100A Case Note describing the specific reason(s) for cancellation

No time will be deducted from the Client’s 12-month training allowance for a cancelled ITA application

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Termination of an ITA Training

Go into the ITA application

Select the Request Termination (13VR) button in WISARD (at the bottom of the application screen)

This will trigger a posting of the termination code in NYCWAY (13VX), resulting in termination of the voucher

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Case Management During and After the ITA Training

Provide Client with written travel instructions (in the appropriate language) and review them with the Client

Monitor Client’s attendance with the training provider while s/he is in training

Ensure that the weekly attendance form is scanned into the HRA WeCARE viewer for the duration of the ITA training

Ensure that the weekly attendance is recorded in the WeCARE Timekeeping System

Update Employability Plan (EP) after completion of training to reflect participant’s credential

File one copy of the training credential in the case record If Client did not secure immediate employment, assign the Client to a new

VRS activity in coordination with the Client’s Job Developer Check for completion codes 13VF/13VP for, respectively, the full-time

and part-time training in NYCWAY Earned credential will be reflected by an action code 13VC

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Case Management During and After the ITA Training (cont.)

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Training Provider Payments

First Milestone Equals 25% of the total payment Earned upon completion of the first full week of the course instruction

Second Milestone Equals 75% of the total payment Earned upon course completion and issuance of a credential

According to the State guidelines, there is no payment if the Client fails to complete the first week of course instruction

Invoices submitted more than 60 days after attainment of the milestone will not be paid