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Employment Development Department
Employment Development Department

Proposition 39 and Regional Clusters of Opportunity Grant (RICO) - Frequently Asked Questions

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Implementation

The Employment Development Department (EDD) Project Manager will send an electronic copy of the Quarterly Narrative Report. Grantees should provide information on outreach and recruitment efforts, challenges and or barriers experience in the implementation of the program, and outline participant data on enrollments and training.

Performance

The EDD Workforce Services Directive WSD10-14 Request Form to Change Previously Submitted Data outlines the procedure for submitting the request a correction. Submit your requests electronically using the Data Change Request Form to the Data Analysis Unit at WSBManagePerformance@edd.ca.gov.

Youth ages range from 18 to 25 years old.

Performance target for the Prop 39 Training and Implementation grant includes:

  • Attainment of industry-valued (industry-recognized) credentials
  • Placement in state-certified apprenticeship (certified by the Department of Apprenticeship Standards)
  • Placement in continuing education
  • Placement in construction/energy efficiency employment
  • Retention in employment/state-certified apprenticeship

Fiscal

Participant support costs means direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects. To learn more, view the Code of Federal Regulations, Federal Awards Section 200.75.

Workforce Innovation and Opportunity Act (WIOA) subrecipients may cover training allowances or stipends to participants for their successful participation in and completion of education or training services (except such allowance may not be provided to participants in On-the-Job Training).

Yes, incentive payments to youth participants are permitted for recognition and achievement directly tied to training activities and work experiences. The local program must have written policies and procedures in place governing the award of incentives and must ensure that such incentive payments are:

  1. Tied to the goals of the specific program.
  2. Outlined in writing before the commencement of the program that may provide incentive payments.
  3. Align with the local program’s organizational policies.
  4. In accordance with the requirements contained in the Code of Federal Regulations, Federal Awards Section 200.75.

    To learn more about incentive payments, view the Youth Program Design, Elements, and Parameters.

The project work plan should include whether stipends will be used as supportive service to enable participation in authorized Multi-Craft Core Curriculum (MC3) training or provided in recognition of completing MC3 training and/or meeting additional academic benchmarks. When offered upon participants successfully completing training/programs (i.e., CPR certification, OSHA 10 certification, MC3 curriculum) and target goals, use activity code 183 (adults) and 419.

The Service Cash Invoice template is to be used by the contractor to request reimbursement from the California Workforce Development Board (State Board) through the EDD for allowable costs incurred while providing contract services.

You can obtain a status on your submitted Service Cash Invoice by contacting the EDD Project Manager assigned to the project and/or via email at WSBProjectManagement@edd.ca.gov. The Project Manager will submit a request for a payment status to the EDD Administrative Payment Group.

The date of receipt of an undisputed Service Cash Invoice starts the clock and EDD will process and release payment within 45 calendar days. The Prompt Payment Act requires State agencies to pay properly submitted, undisputed invoices within 45 calendar days of initial receipt. If the requirement is not met, State departments must automatically calculate and pay the appropriate late payment penalties as specified in Government Code section 927, et seq.

The contractor should use the Service Cash Invoice (SCI) template to request monthly reimbursement for allowable costs incurred while providing contract services.

Authorization of contract amendments and budget revisions are made through the California Workforce Development Board. Contact the State Board Program Manager assigned to the grant.

Request an authorization of contract amendments and budget revisions to the California Workforce Development Board (not EDD). Contact the State Board Program Manager assigned to the grant.

Request an authorization of contract amendments and revisions to project plan to the California Workforce Development Board (not EDD). Contact the State Board Program Manager assigned to the grant.

The term “leveraged funds” encompasses all resources used by the grantee and/or contractor to support grant activity and outcomes, and includes all federal and non-federal expenditures (cash and/or in-kind contributions) that are allowable and auditable. Examples of documentation that could qualify as sufficient records to track leveraged funds would be:

  • A commitment letter or written agreement from an employer or training provider
  • A training agreement with an employer detailing the employer’s contribution

Grantees awarded funds under the Request for Application (RFA) must comply with all requirements of the California Public Resources Code (PRC) §262320© (1-5). All grant activities must be directly related to the purpose detailed in the RFA and solely focused on industries related to the development, deployment and/or adoption of energy-efficiency focused “earn-and-learn” job training and placement programs targeting the eligible participants (at-risk youth up to age 25 years of age, veterans, women, disadvantaged and disconnected job seekers).

The SPOC Form has to be accurate at all times and submitted within a timely manner of all occurring staff changes. The form identifies administrative staff authorized to sign pertinent project documents such as the Service Cash Invoice. As the fiscal agent’s name has been identified on the SPOC form, an alternate can also be properly named on the form, such as another agency official.

Under no circumstances can the State pay for services provided prior to the start date on the final approval of the State. Final approval occurs when all parties have signed the Agreement, with the latest signature date being the date of approval. If the contractor begins work before receiving a copy of the approved Agreement, the work performed shall be considered as having done at the Contractor’s own risk and as on a volunteer basis.

Reports

All awarded grantees are required to submit the Quarterly Narrative Report electronically to the EDD Project Manager at WSBProjectManagement@edd.ca.gov using the following schedule:

QuarterPeriodDue Dates
PY1/1 July 1 – September 30 October 20
PY1/2 October 1 – December 31 January 20
PY1/3 January 1 – March 31 April 20
PY1/4 April 1 – June 30 July 20
PY2/1 July 1 – September 30 October 20

Participant information should be reported cumulatively from the beginning date of the project term through the last day of the period that is being reported.

Closeouts

The Closeout Report will be sent to you by the EDD Project Manager. The report should contain cumulative participant data and response to project questions. See example questions below:

  • Results of any leveraged funds, partnerships, and/or resources utilized throughout the grant period.
  • Aspects of the project/program to which partners responded positively. (e.g. partner engagement, continued leverage of resources, etc.)
  • Aspects of the project/program that posed challenges.
  • How was success measured during the project/program?
  • What did the project/program achieve?
  • What changes have you identified as a result of the project/program?
  • New ideas and/or models included in the development phase that proved successful throughout the grant period. Indicate whether it was more or less successful than expected. (e.g. mentorship, employer presentations, one-on-one meetings for participants, work-site tours, hands-on activities, cohort model, etc.)
  • What you have wanted to include in your project, or have done differently? (e.g. collect program evaluations, add mentors, test a new idea, etc.
  • Examples of obstacles or barriers that arose that were unexpected. (e.g. breakdown of a partnership, loss of participants, delay with an incremental aspect of the project/program, etc.)
  • Course correction took place to address the obstacle(s)?

General

The Community of Practice meetings is a forum for peer learning designed to address common program and policy challenges through dialogue, innovation, and shared expertise. Participants will collaborate with other teams to amplify program success, working together to identify best practices in pre-apprenticeship and build long-term program sustainability. Grantee staff that are assigned tasks in recruitment and outreach, financial, case management, and training are welcome to attend.

The purpose of the monitoring visit is to review subrecipient administration of the awarded project and compliance with the contract agreement; and applicable federal and state laws and regulations. The review will consist of interviews with the subrecipient staff, and review of the following items: participant plan, service cash invoices, budget; expense payments, payroll payments, supportive services, subcontractor monitoring, contract terms and conditions; and participant case files.

The CalJOBS Open Lab webinar is a bimonthly (every other Friday) open forum where CalJOBS trainers and project staff can discuss topics, provide updates, and address concerns and questions regarding CalJOBS. Subrecipients and project staff are welcome to participate.

The EDD Project Manager will send the subrecipient a CalJOBS System Access Request Form. Subrecipient staff assigned to upload participant data should be listed on this form. Submit completed CalJOBS System Access Request Form electronically to the CalJOBS Operations Unit at CalJOBSadmin@edd.ca.gov.

EDD Project Managers will make arrangements for each awarded subrecipient of Prop 39 and RICO III grants to receive training from the CalJOBS Education and Development Unit. Expect an email with the date and times of the scheduled CalJOBS training webinar along with instructions on how to access the webinar.

Any questions regarding the CalJOBS training should be directed to the EDD Project Manager at WSBProjectManagement@edd.ca.gov. After completing the CalJOBS training, subrecipients can sign on to the CalJOBS training site to get familiar with the CalJOBS system screens. CalJOBS online staff resources include numerous webinars and presentations on different system features. Also, the CalJOBS Open Lab webinar is available to subrecipients and project every other Friday. You will receive frequent reminders about these events.

Request an authorization of contract amendments and budget revisions to the California Workforce Development Board (not EDD). Contact the State Board Program Manager assigned to the grant.

Grantees are required to maintain project and fiscal records to allow federal, state and local reviews to evaluate the project’s effectiveness and proper use of funds. Awarded grantees will retain records pertinent to the contract for a period of three years from the date of final payment on the contract.

Follow-up services, such as counseling regarding the workplace, are provided for participants who are placed in unsubsidized employment, for up to 12 months after the first day of employment. While follow-up services must be made available, not all participants who are registered and placed into unsubsidized employment will need or want such services.

All grantees in receipt of grant funds must provide and submit all changes to their organizational structure. Organizational changes where the awarded staff has changed (Grant Administrator, Administrator Alternate, and Chief Financial Officer) and any changes to office location, and or phone numbers should be submitted on official agency letterhead to the EDD and the California Workforce Development Board. Complete a Subgrantee Information Change Form (per WSD13-15, Organizational Information Change) and submit to WSBOrganizationalChangeForms@edd.ca.gov and WSBProjectManagement@edd.ca.gov.