WIOA Incumbent Worker Training Program FAQ

Q. When can an employee be considered an incumbent worker?

A. Once the employee has been on the payroll of the employer for six months or longer.

Q. Can employees in different occupations be trained?

A. Yes.

Q. Who receives the funds?

A. The funds are provided through a grant as a reimbursement to the employer. The incumbent workers should bear no cost for any training or associated support that will be covered as the employer required portion or the grant covered portion that is reimbursed.

Q. When can funds be reimbursed?

A. Reimbursement for training and associated support activities may occur once the grant has been approved, IWT staff have communicated that all incumbent worker documents have been received, and all training activities have occurred.

Q. Can workers travel out of state to be trained?

A. Training funds are intended for use in Alaska; however, if the training is specialized and not available in Alaska, participants may be approved to attend training out of state. The out-of-state training must be specified in the Training Project Detail section of the IWT application.

Q. If a current owner of the business has not been in business for one year, but purchased a business that has operated in Alaska for one year or more, is the employer eligible for IWT funds?

A. There is a good possibility that the current business owner may qualify based on current records combined with the previous owner's records. The business must meet the eligibility criteria.

Q. Can a consortium representing multiple employers apply for IWT funds?

A. Yes, if a consortium is formed with two or more employers that have similar training needs and can collectively identify incumbent workers.

Q. Can an employer with more than one location in the state file more than one application?

A. When an employer has more than one site and each site maintains a different FEIN, the employer may submit separate training applications for each site. If the employer has one FEIN for multiple site locations, the employer is limited to one application that may include training at the various sites.

Selecting a Training Provider

Q. Who selects the training provider(s)?

A. The employer.

Q. May the employer be the training provider?

A. Yes.

Q. Is it possible to use multiple training providers?

A. In some instances, it may be necessary to use multiple training providers (e.g., 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 necessary, the employer will coordinate selection of training providers.

Q. Who selects the instructors for the training?

A. The training provider and/or the employer can make recommendations for instructors.

Q. Can an employee of the business serve as an instructor?

A. Yes, if they have the credentials and experience needed to provide the instruction.

Q. Who determines the curriculum to be taught?

A. The employer, based on the business's training needs. Assistance can be provided to identify or develop appropriate curricula in order 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.

Training Providers

Q. Is there a limit to how much IWT funds the employer can request on the application?

A. The amount of incumbent worker training funds fluctuates each year and is contingent upon availability and receipt of federal funds. Applications are reviewed on a first-come/first-served basis until all available funding has been awarded. Based on this, DETS may indicate a cap or negotiate the award accordingly each state fiscal year.

Q. Is there a limit to how much can be expended on each reimbursement?

A. Costs must be proportionate to the total program expenditures and thereby in line with the approved budget and progressive program performance. DETS will not reimburse expenditures that exceed the approved budget or that have taken place prior to approvals

Q. Can equipment (the state defines equipment as any one item exceeding $5,000 or more) be purchased from the grant?

A. No, these funds are for training workers.

Q. What is the process for receiving reimbursement for expenditures?

A. The employer/consortium must submit an electronic invoice, along with supporting documentation, through the IWT email address.

Q. What type of information is required for each participant?

A. In addition to the information required on the IWT Program application, each incumbent worker will be required to complete a one-page IWT Registration Form. The IWT Registration Form, along with an Alaska ID or Driver License will need to be submitted with the incumbent workers right to work documents (e.g., social security card, birth certificate, passport, etc.) For males born after 12/31/1959, IWT staff will need to verify selective service registration compliance at www.sss.gov. Federal law requires nearly all male U.S. citizens and male immigrants, 18 through 25, register with Selective Service.

Q. How often are progress reports required?

A. If training encompasses an entire year, 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. If training is of a short duration, then a final report will be expected at the end of the training period.

Q. Under what conditions can an approved grant be amended?

A. Conditions that require an amendment include adding or eliminating an approved incumbent worker for training, a change to the total obligation amount, movement of budget costs between line-item categories that exceed either 10 percent or $2,500 whichever is greater or making changes to the scope of work. The employer must request an amendment through the IWT email address, and an updated approval letter must be signed by the DETS Assistant Director before any changes take place.

Q. How many amendments may an employer request?

A. Four, the state fiscal year begins July 1st and ends June 30th. It is recommended that an employer not request more than one amendment per quarter. No amendment will be allowed after May 15th.

Performance Objectives and Follow-up

Q. How are the training objectives determined?

A. Both the employer and training provider determine the training objectives based on business needs and industry requirements.

Q. Who is held accountable for the performance objectives?

A. The employer is responsible for ensuring that the training provider meets the training objectives.

Q. Who is responsible for submitting progress reports, certificates, licenses or other credentials received by incumbent workers?

A. The employer.

Q. Is there any type of follow-up required after the incumbent worker has been trained, credentials submitted, and costs reimbursed?

A. Yes. Quarterly follow up for four calendar quarters after the program is exited and consists of providing employment information for each incumbent worker that received training in the form of either a copy of a paystub for that quarter, or a signed document on company letterhead indicating employment status, earnings, and job title. This includes providing information if an incumbent worker resigns their position or is terminated.

Contact

Please email dol.iwt@alaska.gov for additional information.