Florida Department of Education Division of Vocational Rehabilitation (DVR) On-The-Job Training Questions & Answers On-The-Job Training (OJT) has been added to the DVR Rate Contracts as an additional service. The service is separate and distinct from Employment Services and Supported Employment Services. A referral for OJT is strictly for OJT and does not include Employment Services or Supported Employment Services. Each service included in the rate contract requires a separate referral and acceptance prior to the onset of the service. What criteria are needed for an OJT referral? The individual must be an eligible customer of the DVR with a signed and implemented IPE that includes OJT. What is the difference between Supported Employment and OJT? OJT is a service focused on training, it is not employment. Are current referrals for SE eligible for OJT? Yes, if the customer is not currently working and it is determined that OJT will be beneficial for the customer. Can customers on the Med Waiver wait list have OJT? Yes, whether or not a customer is receiving services through the Medicaid Waiver does not impact their ability to receive OJT from the DVR. Is there a maximum contribution in terms of hourly wages? How long can OJT last (minimum and maximum)? There are no predetermined minimums or maximums for the duration of an OJT. The determination of the length of an OJT is individualized and should be based on the skills to be acquired, the anticipated support needs of the customer; the customer s learning style and the customers current skill level. The monthly training progress report, coupled with communication between the DVR Counselor, contractor, customer and employer (as appropriate) will provide the necessary information to determine the appropriate duration of the OJT. Page 1 of 6
Is there a standard number of hours for OJT? There is no standard number of hours for OJT. The number of hours for an OJT is determined based on individual need and any employer needs and constraints. After OJT is completed, is there a requirement that the job is offered? No, there is no requirement for a job offer at the completion of an OJT. When the OJT Plan is complete and consumer is hired, can provider bill for ES benchmarks? A provider can only bill for ES or SE benchmarks if that provider has received a referral for ES or SE. A referral for OJT does not include ES or SE, the services are separate and distinct. Who is responsible for reasonable accommodations? (1) The employer should provide reasonable accommodation in modifying job duties, training modes, communication, etc. (2) Accommodations for specialized equipment required due to the customer s disability or as tools for the OJT site should be purchased separately by DVR authorization and become the property of the customer if used at another job or the division. (3) Accommodation by permanent modification of an OJT site or building should not be done, i.e., bathrooms, doors, ramps, etc. For SE clients, can job coach be there for OJT? If a job coach is providing support during an OJT, the support is provided as part of the OJT. OJT does include direct customer support at the OJT site, if determined necessary. There would be no additional fees or payments, other than the OJT payment points. If SE is completed but client is no longer employed, can they be considered for OJT? Yes, if it is determined that the customer would benefit from OJT. How many trainees can an employer have? There is not a predetermined number of trainees for which one employer can host OJT. It is critical that in developing an OJT that the critical elements included in the contractual definition of OJT are adhered to. It is important to Page 2 of 6
note that multiple trainees with one employer will be one focus area during contract monitoring. What is the process for paying customer wages? The employer will pay the customer as they would any other employee and be reimbursed by DVR. The monthly training progress report will include the number of hours worked and the hourly rate, which was previously authorized via the OJT agreement. Upon receipt and approval, the DVR Counselor will issue an authorization for payment to the Employer. The timeframes for authorization and payment for OJT Employers will not differ from any other DVR vendor. What are the Vendor Certification requirements for OJT providers? Completed DVR Standard Vendor Application Name of Contact Person who will verify instruction and attendance Copy of Liability Insurance that ensures coverage for VR customer Documentation of one (1) of the following: Copy of License or Certification from Trade Organization (i.e., ASA) Copy of Curriculum or Performance Standards to be learned Most common Position Description If Employer is used for more than one OJT with differing performance standards, a second application is not necessary. Contractor will include new performance standards/position description with OJT Agreement. Certification Number from the Florida Commission for Independent Education Vendor Certification will process vendor applications within 10 business days of the receipt of the completed application. The contractor and employer will be notified of certification. Does each franchised operation need to be certified or just the corporate office? The office/business location that will receive reimbursement payments needs to be certified. If the employer decides to hire a customer at the completion of OJT but they still need support on the job, what is the process? A referral for Employment Services or Supported Employment would be made to the appropriate contractor. Page 3 of 6
Is the Monthly Training Progress Report for OJT separate from the Monthly Progress Report? Yes, a Monthly Training Progress Report is required for OJT. This training progress report is different from the monthly progress reports for ES & SE because it is a separate and distinct service. What is included on the Monthly Training Progress Report? (1) The Contractor must submit a monthly Training Progress Report to the DVR Counselor indicating the dates and hours worked for calculation of payment and other pertinent information, including a narrative summary of training progress to date detailing any challenges experienced by the employee/trainee and strategies/recommendations the Contractor and/or employer will implement to support the employee/trainee. (2) The monthly Training Progress Report will be submitted to the DVR Counselor by the tenth (10 th ) of each month for each active employee/trainee. The Training Progress Report must be signed by the Contractor, employer/trainer and the employee/trainee prior to submission to the DVR Counselor. (3) One month prior to the anticipated end date of the OJT Agreement, the monthly training progress report will also include Contractor recommendation(s) and justification for the continuation of the agreement, if applicable. (4) Any extension or continuation of the OJT agreement must be authorized by the DVR Counselor, prior to the anticipated end date of the Agreement. Who is responsible for Workers Compensation? The employer is responsible for Workers Compensation. The costs associated with Workers Compensation can be included in the training fees for which the employer is reimbursed. Can employers change their minds about providing OJT? Yes, an employer can change their mind about providing OJT. In a case such as this, the employer would be reimbursed for only those hours the customer had participated in training. If an employer quits after payment point two (2), do they (or the provider) have to repay? Payment point two (2) is for the OJT agreement. The OJT agreement must be approved, by the DVR Counselor, prior to the onset of the OJT. This Page 4 of 6
being the case, the provider/contractor would have satisfied payment point two (2) and would not be in a situation of repayment. Additionally, it is likely that the employer would not have incurred any costs by this point. If after payment point two, the employer chooses to stop the OJT, the employer would be reimbursed for any hours the customer had participated in training. Could the provider require pay stubs from the employer for verification of services? There are no contractual restraints disallowing the provider/contractor from requesting pay stubs. 8. Will there be marketing materials that the Division will provide? Can OJT be provided again for the same individual? Yes, if such is determined beneficial and appropriate. Will ongoing training be provided? OJT is a training service with the training provided by the employer, OJT contractor or both. This training will be in place throughout the duration of the OJT. Do the wages from OJT count as income for the customer? Yes, the wages from OJT do count as income for the customer and will need to be reported as appropriate and may have an impact on third-party benefits (SSI, SSDI, etc.) How does wage reimbursement impact the employer? The employer treats the OJT funds from DVR as income. No tax advantage exists except that it saves paying the wages and counts as income when received and as an expense when paid. The employer shows the OJT funds as income and then as an expense. What happens when an OJT experience evolves into a job offer? Can the provider/contractor get credit for the job placement? The provider/contractor can receive credit and payment for the job placement if a referral for either Employment Services or Supported Employment Services has been received and accepted by the provider/contractor. Without the referral there would not be credit or payment for the job placement. Is OJT a service that is exempt from Financial Participation of the individual/family? Page 5 of 6
Yes. Is there a specific date that referrals can begin to providers for OJT? Referrals for OJT can begin on July 1, 2009. Referrals can be sent to any provider that has a fully executed amendment, adding OJT to their contract. The status of individual provider contracts can be found in RIMS. If a provider does not have a fully executed amendment, such will be stated in the comment section of their record. What is the timeframe for provider acceptance of an OJT referral? The provider has 15 business days, from the date of receipt, to either accept or decline a referral. The provider is required to submit the OJT Plan within 30 business days of referral acceptance. If an individual is already referred for Employment Services or Supported Employment Services, will a Counselor need to back the referral out the RIMS system to initiate an OJT referral? If this is the case, will the provider be aware that a new Employment Services or Supported Employment Services referral will be needed in the future? No, it is not necessary to back out a referral for Employment Services or Supported Employment services in order to initiate a referral for OJT. Will a provider be eligible to receive a second payment point for plan and agreement if an individual and employer find the OJT unsatisfactory, the OJT ends and the provider is willing to establish another OJT? A provider may receive payment for a second OJT, only if a second referral is generated. The contract amendment (V.A.3) states, A contractor shall be entitled to receive only one (1) payment per referral for each payment point achieved. This contract language exists for Employment Services and Supported Employment Services, as well. Page 6 of 6