Resources for Grant Subrecipients Frequently Asked Questions

CalJOBS and Specific Initiatives:

CalJOBS Resources for Special Projects

Within the CalJOBS system, under Staff Online Resources, you can find system information and training modules which will help guide you through the most common questions and issues.

Contact your assigned project manager, who will be able to guide you through your technical difficulties. If you require assistance from another Employment Development Department office, your project manager will provide you with all the information necessary to get you connected and solve your issue.

There could be two reasons:

  • The application has been filled out incorrectly, making the individual ineligible for the specific grant; or
  • Your organization has not been properly added to the grant code.

Review the entire application to ensure that you have correctly filled out all required fields. If the correct grant code is still not displaying, contact your project manager for assistance. Many times the issue is something as simple as not indicating the participant is an out-of-school youth as opposed to an in-school youth.

All participant data should be entered no later than the week in which you received services. This will allow for any issues to be corrected prior to the 30-day lockdown rule.

No, each participant must have a completed Workforce Innovation and Opportunity Act (WIOA) Title I application as well as a Wagner Peyser (WP) Title 3 application. Once the WIOA and WP applications have been created, staff can begin adding activities directly to the participant’s record.

No, the CalJOBS Operations Unit (Help Desk) ensures that both grant codes are associated with users for your organization. Staff will need to be careful when choosing a grant code to ensure the participant is enrolled under the correct one

Disability Employment Accelerator (DEA)

The Workforce Innovation and Opportunity Act places a strong focus on “earn-and-learn” activities in career pathways. For the purposes of the DEA grant, the Employment Development Department (EDD) defines “earn and learn” as paid work experience, paid internships, transitional jobs, pre- and registered apprenticeships, and on-the-job training. Under DEA funding, projects must provide these types of training to people with disabilities. Funding can still be used for Vocational Certificate programs.

No, it is not mandatory for the DRC to be full-time; however, the broad scope and amount of work required of the position may make it necessary. The DRC’s duties usually include: being a subject matter expert on disability-related resources; coordinating or providing training to staff; developing and implementing outreach activities; convening meetings with the local area, businesses, and/or other community organizations; and traveling to attend quarterly meetings hosted by the EDD.

The expectation is that "earn-and-learn" strategies take priority; however vocational training certificate programs and direct placement into employment are also acceptable services.

Monthly narrative reports are due on the 20th of the month following the reporting month.

Yes, purchasing assistive/adaptive technology is an allowable cost; however, DEA participants must explain the need for and benefit of this technology in the initial project proposal narrative and supporting forms. Procurement guidelines for purchases also apply to DEA funding.

High Road Training Partnerships (HRTP)

HRTPs are funded with federal funds, more specifically from the Governor’s Discretionary portion of the Workforce and Innovation Opportunity Act. The Department of Labor has established regulations and guidelines regarding allowable costs for federal funds that must be met by all HRTP subrecipients.

A match is not required, but we strongly encourage partnerships to secure additional funds or support.

Yes, you can account for those expenses if you are in a formal contractual commitment. Report this expense under “Unliquidated Obligations.” Please refer to the Directive WSD16-13 Monthly and Quarterly Financial Reporting Requirements (PDF).

You must submit monthly and quarterly expenditure reports using the CalJOBS system by the 20th of the month following the end of each reporting period. For example, if the quarter ends on June 30th, then your reports are due by July 20th.

Please note that when the reporting deadline falls on a weekend or holiday, all reports are due by close of business on the last business day prior to the due date. Late or incomplete filing of monthly and quarterly expenditure reports will result in a Cash Hold. Please refer to the Directive WSD16-13 Monthly and Quarterly Financial Reporting Requirements (PDF).

Please see the section “Administrative Costs,” Appendix B of the Request for Applications for your project.

National Dislocated Worker Grants (NDWG)

To maintain data integrity, subrecipients must electronically submit a Request for Correction to Previously Submitted Data (DOC) to the Workforce Services Branch’s Program Reporting and Analysis Unit (PRAU) before any change is made. After receiving the completed form, PRAU staff will review the request and the overall effect of the proposed change, especially with respect to current performance outcomes. Each request will be considered on a case-by-case basis depending on the detailed reasons and the supporting documentation submitted. For more information, review WSD 18-02 Data Change Request Form Procedure (PDF) and WSD13-11 CalJOBS Participant Reporting (PDF).

In general, anyone receiving an NDWG cannot use more than 10 percent of the grant amount to pay administrative costs associated with the project.

The Code of Federal Regulations, 20CFR633.700 (c), states:

An OJT contract must be limited to the period of time required for a participant to become proficient in the occupation for which the training is being provided. In determining the appropriate length of the contract, consideration should be given to the skill requirements of the occupation, the academic and occupational skill level of the participant, prior work experience and the participants individual employment plan.

The Employment and Training Administration has determined that the period of reimbursement for OJT is limited to six months to maximize opportunity for the many dislocated workers. Refer to page 7 of Training and Employment Guidance Letter 4-10 (PDF) (14.1 MB).

The maximum duration for disaster relief employment is 12 months or 2,080 hours under the Workforce Innovation and Opportunity Act per Training and Employment Guidance Letter 2-15 (PDF) (14.1 MB), Attachment II, page 15.

Veterans’ Employment-Related Assistance Program (VEAP)

Unfortunately, a soldier on “terminal leave” does not qualify to participate in this grant since they are technically “active” in the military. These individuals would qualify for 15 percent Workforce Innovation and Opportunity Act formula funding. Inquire at your local America’s Job Center of California.

Access will be provided to the individuals listed on the subrecipient’s CalJOBS System Access Form. The subrecipient organization’s Management Information Systems Administrator has the authority to grant CalJOBS access to other entities that are not Local Workforce Development Areas (Local Areas) as needed. For Local Areas, the process is as follows:

  • Subrecipient submits request to WSBProjectManagement@edd.ca.gov to give CalJOBS access to a subcontractor.
  • After Employment Development Department staff approve and process the request, the subrecipient will be notified when the subcontractor can start accessing CalJOBS.

There are no co-enrollment requirements for this grant. Refer to the co-enrollment criteria outlined in the original Solicitation for Proposal for your project.

Workforce Accelerator Fund (WAF)

Accelerator projects are typically 12 to 18 months in duration. Review your particular Request for Application and contract materials to find your grant term. The start date of your project is the day you may begin accruing expenditures. Only 10 percent of your total award will be available for immediate use. The remainder will become available when all the subgrant exhibits are submitted to and approved by the Employment Development Department (EDD).

All travel costs must be included in your budget. If they are budgeted, the costs associated with attending the WAF convening sessions are covered under your grant terms.

Those staff members listed on the CalJOBS Access Form will automatically receive access first. Your Management Information Systems Administrator may request CalJOBS access for other staff members.

Your grant code, used to report expenditures, request cash, and enroll participants, is included in the welcome email from your EDD project manager. More information will be included during the scheduled CalJOBS training sessions for the different WAF versions.

Your project falls under the category “Special Projects.” You will not be required to submit cash invoices. All fiscal reporting will be done through the CalJOBS system.

The timeline you created for your project in your proposal dictates whether you have a planning period at the beginning of your project. Regardless, 10 percent of your project funds are available immediately after the start date.

The signatory authority may come in many different forms, which is why we do not provide a template. Therefore, a Board Resolution Form will meet this requirement.

Change Form Type 3 is for subrecipients who are affiliated with an America’s Job Center of California. If this does not apply to your organization, then you do not need to file the form. Please review Workforce Service Directive 17-06 Organizational Information Change (PDF).

The fiscal administrator will be responsible for all fiscal matters, like filing expenditure reports, requesting cash, etc. The fiscal administrator is also our contact for all fiscal issues, so he/she should be available and have sufficient knowledge of how funds are being expended.

If you have never computed an ICR or negotiated an ICR with the DOL, please mark “No” to state that you do not have an ICR. The De Minimis rate is a 10 percent Modified Total Direct Costs rate.  Please refer to the Department of Labor’s Frequently Asked Questions (PDF) for information on ICRs and De Minimis rates. We are currently working with the DOL to issue a directive on this topic. This is also a new Workforce Innovation and Opportunity Act (WIOA) requirement.

You can find it on the second page of your contract on the left side, under the heading "WIA/WIOA 15%." There is a line that is similar to "61.40 Ref 001 Fed Ctlg 17.258." Please verify it on your contract.

Once the State Board announces the award of your subgrant, the EDD project manager becomes your primary contact for the state. Examples of issues that your EDD project manager will help you with are:

  • Reports (participants and expenditures)
  • CalJOBS issues
  • Grant management
  • Budget and reporting discrepancies/revisions
  • Project implementation/operation

State Board staff will remain available to assist with the following issues:

  • Learning communities
  • Program evaluations
  • Best practices sharing

Send all project inquiries to WSBProjectManagement@edd.ca.gov.

You must submit the CalJOBS User Registration Form to complete your expenditure report and draw cash. The CalJOBS System Access Form is required for all subrecipient staff who will enter participant information into CalJOBS. You can find these forms on CalJOBS. If your organization is not serving participants, this form is not needed. Please compile and send one form per entity. Your designated single point of contact should submit the form.

Refer to the Resources for Grant Subrecipients page. From there, you will be able to access:

  • Project management guidance and policy for federal awards
  • Webinar materiawhen is ls with specific project management information and tools

Contact your EDD project manager for any policy guidance.