13: The Programs Tab: Voc Rehab

Transcription

1 13: The Programs Tab: Voc Rehab Chapter Contents Vocational Rehabilitation Program Overview Voc Rehab Application Form Viewing the VOC Rehab Application VOC Rehab Participation Form Voc Rehab Service Enrollment Vocational Rehabilitation Program Overview The Vocational Rehabilitation program provides federally funded reemployment benefits to assist workers whose jobs have been impacted by foreign imports and trade. Individuals who have lost their jobs due to the positions being moved out of the country, or even out of their specific region, can benefit from this program. Certified workers may be eligible to receive one or more of the following services: reemployment services, job search allowances, relocation allowances, health coverage tax credits (HCTC), and training, if required for an individual to obtain suitable employment. In addition to TAA, workers may be eligible for a related program Alternative Trade Adjustment Assistance (ATAA). The ATAA program focuses workers over the age of 50 who have lost their job due to foreign trade a issues. Vocational Individuals who Rehabilitation enroll in TAA or ATAA chapter must undergo a process of creating an application, a participation record, and enrolling in activities. Depending on the activities needed, and that will be created in a later funding available, other sub-applications and forms may also be required. The system will determine eligibility at the end of the application process. TAA includes a variety of benefits and reemployment services to help unemployed workers prepare for and obtain suitable employment. This can include Basic Trade Readjustment Assistance (income support), Additional TRA, Remedial TRA, etc. The applications, participations, enrollment, and related sub-applications for the TAA program available to staff members assisting individuals who are eligible for TAA/ATAA enrollment, are indicated in the table below, followed by sections and steps for each related form. This file is only a place holder for release of Virtual OneStop. The forms are listed in a suggested sequence. Your internal policies or customer business rules may require using the forms in a different sequence than listed below. Step Form Name Reason for Use 1 Vocational Rehab Program Application 2 Vocational Rehab Participation This form is used to gather basic data and determine customer eligibility for the federal TAA and ATAA programs. Staff members record information (e.g., general, contact, individual, veteran, employment, barriers, and staff data). This includes entering the TAA Petition number, the qualifying separation date, and other key data that determine the individual s eligibility. This participation form is used to gather details of the participant s status. It is required before the individual can be enrolled in any TAA activities/services. The completion of this form will enforce enrolling in the first service. For some customers, this first service may typically be a waiver, after which any necessary sub-applications for the individual will be made. Virtual OneStop Staff Services User Guide 13-1 V18 05/2018

2 Step Form Name Reason for Use 3 TAA Activity Records (Activity Enrollment Form) 4 TAA Bona Fide Application This form is a series of tabs used to supply details of each activity in the TAA participant s service record. The enrollment form is opened for a single service/activity, and displays tabs to enter/maintain enrollment data (including areas for general, service provider, cost, financial aid, budget, and closure data). Each entered service is displayed in a table with completion status, begin and end dates, and links to view/modify existing activities. Service/activity records can be entered or maintained for the main TAA application or for sub-applications or waivers (e.g., assessments of abilities, waiver for current marketable skills, approved training activities). This file is a copy of TAA. It only has the first page in the PDF. This form is used to gather required data to ensure that the individual will be qualified for Additional Trade Readjustment Allowances (TRA) when those allowances are due. To be eligible for Additional TRA, the individual must submit a bona fide application within 210 days of the Petition Certification date or Qualifying Separation date, whichever is later. Since this Additional TRA is payable after exhausting unemployment and Basic TRA (well beyond the 210 days), customer policies will frequently require completing this application immediately after the TAA Participation and first enrollment occur. The Additional TRA is available/payable to an individual/worker who is participating in TAA-approved training and applied for training by the "210" date, or who has an appropriate waiver for the training, after they have exhausted their Basic TRA (26 weeks) following the exhaustion of unemployment insurance, or after the 2-year Basic TRA period. Your internal policies or customer business rules may require you to make a waiver or other activity the first enrollment, then immediately do the Bona Fide Application. 5 TAA Waiver Entry This form is used to enter data about a TAA Waiver for reporting purposes, as well as the waiver s review status. Updating the review status is required by defined time periods (e.g., 30 days) and includes entering any changes in the reasons for, or status of, the waiver. The TAA Waiver Entry follows an actual enrollment in a Waiver activity. The activity will have detailed data on the Waiver, but all of the Waiver Review data will be entered and adjusted through the TAA Waiver Entry form. In the context of TAA, a Waiver is mainly used as a reason for not requiring (and being enrolled into) an approved training activity. Initiation of a Waiver is done as an enrollment in a Waiver activity (frequently as the 1 st required activity). However, once the activity is created, the TAA Waiver Entry form must be filled in to maintain the 30-day reviews for the status/review of the waiver. Virtual OneStop Staff Services User Guide 13-2 V18 05/2018

3 Step Form Name Reason for Use 6 TAA Approved Training Application This form is used to gather required data to create an application for TAAapproved training, including answering questions about the worker s suitability and qualification for the training, and the school, program, and provider of the training. An Approved Training Application should always be created before enrolling the individual in any Training activities. Although business rules may not enforce this, the Approved Training application is required to comply with federal TAA reporting requirements. 7 Case Closure Form Allows staff to record federal and local performance measures before the program exit occurs. 8 Exit (Outcome) Form Officially terminates participant involvement in a federal program and provides details of the participant s status after program participation (for Common Measures reporting). Voc Rehab Application Form Use the TAA Application Form to determine customer eligibility for the federal TAA and ATAA programs. To create a TAA Application: 1 From the Programs tab screen, click the Trade Adjustment Assistance (TAA) Program link. Programs Tab: TAA Application Link This starts the TAA Application wizard, and displays the first TAA Application tab for General Information (shown in the following figure). Your staff privileges and system business rules play a pivotal role in successfully completing the TAA Application. Check with your supervisor for more details. For example, depending on your staff configuration, some data created from other federal program applications may pre-populate application fields (e.g., SSN verification, demographic data, and employment data). Virtual OneStop Staff Services User Guide 13-3 V18 05/2018

4 If you cannot complete an application, and return to the application before an enrollment has occurred, this field will be active. TAA Application Step 1 (Start Page Tab, General Information) 2 Use the boxes, drop-down lists, verification links, or other controls to enter required data, and any optional data that you can supply. Any boxes or controls with a red asterisk (*) are required fields. If you do not supply an entry, a message will indicate what data is missing when you try to advance to the next screen. The Application Date and Eligibility Date cannot be greater than your system lockdown dates, nor can they be greater than today s date. If you do not follow these system rules, when you attempt to proceed, you may be stopped with a warning in red text, similar to the following: 3 Click Next to continue. The second TAA Application tab is displayed, for Contact Information. Virtual OneStop Staff Services User Guide 13-4 V18 05/2018

5 When you check the box to use residential data, the address will be standardized, if possible. When you edit the address, it will be verified for a valid provider. TAA Application Tab 2 (Contact Information) 4 Click in the boxes, use the drop-down lists, verification links, or other controls to enter all required Contact Information data, and any optional information that you can supply. Address information may be standardized based on a database containing known addresses. If the Mailing Address is the same as the Residential Address, check a box to pre-fill the information. The Edit SSN link is only available to staff with proper privileges. When you click Verify SSN to confirm the individual s SSN, the screen will expand to display a list of items to choose from. Click Reset to re-select another radio button. If you click Verify again, the system will hide the display list. An Alternate Contact can be added in the Alternate Contacts section at the bottom of the form. Click the link to expand the screen and enter all required data, and any optional data. Then click the Save button. When the screen refreshes, the Alternate Contact will appear in the Contacts List. Virtual OneStop Staff Services User Guide 13-5 V18 05/2018

6 5 Click Next to continue. The third TAA Application tab is displayed, for Demographic Information- Individual Information. If Disability is selected, you will need to click the link and select a verification type. TAA Application Tab 3 (Demographic Individual Data) 6 Click in the boxes, use the drop-down lists, verification links, or other controls to enter all required Individual Information data, and any optional information that you can supply. 7 Click Next to continue. The fourth TAA Application tab is displayed, for Military Service data. 8 Click the appropriate radio buttons to complete the military service questions. If the answers to all three questions is No, you can proceed to the next screen. If any of the questions are set to Yes, the screen will expand and you will be asked to enter more information pertaining to military service. Virtual OneStop Staff Services User Guide 13-6 V18 05/2018

7 TAA Application Tab 4 (Veteran Information) 9 Click Next to continue. The fifth TAA Application tab is displayed (as shown in the following figure), for Individual Employment data. 10 Click in the boxes, use the drop-down lists, verification links, or other controls to enter all required employment information data, and any optional information that you can supply. Required information includes Rapid Response Orientation and Liable/Agent State information. In order to receive TAA services, there must already be a TAA Petition filed with the office from the client s employer. Click the Find TAA Petition link to locate the petition that is on file and that corresponds with the client. Click the Verify TAA Petition link to verify the information. If the valid TAA Petition that you are looking for cannot be found, contact your supervisor or administrator. They can enter the Petition through the Program Administration portion of the Administration module. If you cannot find the petition, and permissions have been set for you, you can click to Add the petition as a staff member. A screen opens to enter petition information. However, valid petitions are normally set up and maintained in the Administration system, and not entered by staff members in this application. Virtual OneStop Staff Services User Guide 13-7 V18 05/2018

8 You can click to locate the individual s company petition. You can view all petitions or search by company name. TAA Application Tab 5 (Employment Information) 11 A required filed near the end of the page requires you to indicate if the individual has been reemployed since layoff from the trade-affected job. If the answer is Yes, enter the appropriate new employment fields (start date, annual wage, age at reemployment), and click below the Employment History table to add data for the new employment. 12 Click Next to continue. The sixth TAA Application tab is displayed, for Public Assistance. 13 Select the correct radio button to indicate any public assistance the individual is currently receiving (e.g., TANF, SNAP, SSI, SSDI, RCA, General Assistance, or Pell Grant). Virtual OneStop Staff Services User Guide 13-8 V18 05/2018

9 TAA Application Tab 6 (Public Assistance) 14 Click Next to continue. The seventh TAA Application tab is displayed, for the Individual Barriers. TAA Application Tab 7 (Individual Barriers) 15 Select the correct radio button to indicate a barrier due to limited reading, speaking, writing skills, or understanding of the English language. Virtual OneStop Staff Services User Guide 13-9 V18 05/2018

10 16 Click Next to continue. The eighth TAA Application tab is displayed, for the Application Eligibility section, which TAA and ATAA Application Eligibility is a Yes or No (as shown in the sample figure below). Where the eligibility is No, a red message indicates a reason. TAA Application Screen 8 (Application Eligibility) 17 Click in the boxes, use the drop-down lists, or other controls to enter all required staff information, and any optional information that you can supply. On this tab you can assign a case manager, a case management group, add a case note, as well as identify the Record Review Date and Staff ID. The only required field is Staff Position, but filling in other applicable fields is recommended. You can also review the TAA Calculations for a listing of applicable TAA dates as well as Job Search Allowance and Job Relocation Allowance data. TAA eligibility is based on the Eligibility Date or Qualifying Separation Date being within the valid date range for the selected TAA Petition (indicated in previous application tabs). Virtual OneStop Staff Services User Guide V18 05/2018

11 ATAA is a separate part of TAA, designed for older participants. Additional checks are made for the client s birth date (must be 50 or older), and if they have been reemployed since being laid off. There is also a salary cap - the applicant cannot earn more than $50,000 annually in their new job. 18 Review the screen for the individual s eligibility. Then select the appropriate button or link to complete the application, go back and change data, or save the data but complete the application later. Finish will return you to the Programs tab, which now indicates that the TAA application is completed and includes a link for starting the creation of a TAA Participation record (as shown in the next topic). Next will also complete the application, and will take you directly to the first screen/step of the TAA Participation form (see next topic for details). Back can be used to return backward through as many tabs as you want, where you can review and change data. Exit Wizard will prompt you to confirm your exit (and warn you that you could lose data on the current tab). The Next button saves data on each tab, so if you cannot complete the TAA application, you can click Exit Wizard, and return when you can finish the form. All data in the previous wizard steps is saved. Viewing the VOC Rehab Application Once the TAA application is complete and successful, a link will display for the application (indicating complete), followed by a link for starting a participation form. You can click the application link to view application data. Programs Tab: TAA Application View Link From the displayed View screen you can scroll through each area that was used to collect Application Information during the original application, and (if appropriate) click the edit link to return to the editable version of the area and make changes. You can also see TAA Calculations at the bottom of this area, which lists critical dates related to the application. Virtual OneStop Staff Services User Guide V18 05/2018

12 The bottom of the Application in View Mode includes a TAA Calculations area for critical Certification and Separation dates. Programs Tab: TAA Application View Screen (top and bottom) Once DOL has the application/petition, it has 60 days to certify it as a trade-impacted layoff. When DOL does approve the petition, it provides a certification date, along with a beginning and ending impact date. For example, if DOL sets certification date to 10/14/2008, it will set 01/01/2008 as a beginning impact date and, say, June 1, 2010 as the ending impact date. Additionally, there are two critical dates to keep in mind for applying individuals: Certification date (when DOL certified the company as trade-impacted) Individual s Qualifying Separation date These dates are important due to the rules associated to them. To view a list of system-calculated critical dates, click the View link for the completed TAA application and scroll to the bottom section titled TAA Calculations. Virtual OneStop Staff Services User Guide V18 05/2018

13 VOC Rehab Participation Form The Programs Tab: Voc Rehab Staff must complete the participation form to provide details of the participant s status before they enroll in the program. Ultimately this offers a before and after starting point for Common Measures reporting. Most of the required data on this form is pre-filled, based on previously entered information. Upon successful completion of the TAA Participation form, the system will display the next mandatory step TAA Enrollment. To create a TAA Participation: 1 From the Programs tab screen, click the Create TAA Participation link. Programs Tab: TAA Participation Link This opens a TAA Participation form with participant information (similar to the following figure). 2 Enter the Participation Date and any other participation data that is not already populated or is not correct. The Participation Date becomes locked down once saved, so the date entered should represent the participant s initial activity or service that you will manually enter in the next step. TAA Participation Form 3 Click Next. The system will display the first tab of the Enrollment Wizard for enrolling in a TAA Activity/Service. For details, see the next topic. Virtual OneStop Staff Services User Guide V18 05/2018

14 If you exit the Enrollment before saving data on the first tab (clicking Next) the Participation will not be saved. Voc Rehab Service Enrollment Upon successfully completing the TAA Participation Record, the system will automatically display the first tab of the TAA Enrollment Wizard (a sample of which follows). This form is a series of tabs for recording each activity in the TAA participant s service record. Each entered service is displayed in a table with completion status, begin and end dates, and links to view or modify the existing activity. To create a TAA Activity Enrollment: 1 From the Programs tab screen, click the Create Activity link (under the TAA Participation). This starts the TAA Enrollment Wizard, and displays the first TAA Activity Enrollment tab for General Information (shown in the following figure). General Information Tab For your first enrollment, you will go here directly from the Participation form. 2 In the tab s General Information area. Select the appropriate customer program group. (The choices displayed result from program eligibility determined during the TAA application process.) Select the staff member LWIA region. Select the staff member one-stop office. 3 In the tab s Enrollment Information area: Select whether this activity service falls under a Partner Program. Virtual OneStop Staff Services User Guide V18 05/2018

15 If Yes, the page will refresh. Use the Select Partner drop-down list that displays to select a desired program name from the pop-up window (as shown in the following figure). Selected Partner Program agencies fund activity services; therefore, no fund tracking will occur in the system for these selections. Click Select Activity Code and choose the desired program activity or service from the list displayed (as shown in the following figure). Depending on your system s business rules, the initial TAA enrollment may be reduced to 102 Initial Assessment. The system relies on critical data relationships (customer program group, LWIA, provider type) to determine which service activities staff may select from. In the case above, the TAA Application determined TAA eligibility only, so the system won t display ATAA-specific activity services. Enrollment Information Section of TAA Activity Screen Record the activity s Actual Start Date or Projected (future) Start Date. This date is normally locked down for the initial activity, and reflects the Participation Date recorded previously. Record the activity s Projected End Date. If this is a training activity where there may be a break in training, indicate the number of weeks for that break in training. Based on the activity it may be a required entry. 4 In the tab s Staff Information area. Select the staff member position, if applicable. To perform case assignment, click Assign Staff, Assign Group, or Assign Me. Type comments, if necessary. Click to add a case note, if necessary. Virtual OneStop Staff Services User Guide V18 05/2018

16 5 Review all data and click Next to save the data and proceed to the next tab. The TAA Enrollment Service Provider tab is displayed (shown in the following figure). If you click Next, the data is saved and you cannot change the Activity Code, Region, or Customer Group after that. If you click Exit Wizard, all changes on the current tab will be lost. If this is the first tab for the first enrollment activity, the Participation Record will also not be saved. Service Provider Tab 1 Click the links to identify the required service provider and service data (as shown in the following figure). Click Select Provider to choose the appropriate service provider. Click Select Service, Course or Contract to define the selected activity. Click Select Provider Locations to record where the individual will be serviced. Click Select Provider Contacts to record the contact person associated with the activity service/course. Click Occupational Training Code to search for and select the desired occupational code. (This is only required for training activities.) For services that require an Occupation Code, the link to find this code from the O*NET table is displayed. TAA Enrollment Form Enrollment Service Provider Tab The provider data available for selection depends on information you recorded on the former tab. The system displays eligible provider program information based on the Customer Program Group, the LWIA, and the activity service code recorded in the former step. 2 Click Next to save the data and proceed to the next tab. Virtual OneStop Staff Services User Guide V18 05/2018

17 If the activity is a fundable one, the TAA Enrollment Enrollment Cost tab is displayed (as shown in the following figure). If not, the system will display the final tab, Closure Information. Enrollment Cost Tab The next four enrollment cost/budget tabs (Enrollment Cost tab, Financial Aid tab, Enrollment Budget tab, and Budget Planning tab) will only appear if your configuration includes IFT, and if the activity enrollment is a fundable enrollment (i.e., Track Enrollment Costs is set to Yes for the provider for this service). If the activity, such as Activity Code 102, Initial Assessment, is not associated with any funding, the system will bypass these four tabs and take the staff member straight to the Closure Information tab, the final tab in TAA Enrollment. If your configuration does not have Advanced IFT, the Enrollment Budget and Budget Planning tab will only show as display tabs that summarize enrollment data and the planned enrollment costs and financial aid contributions. WIA Enrollment Form Enrollment Cost Tab 1 Review the enrollment costs. If applicable, adjust the listed Line Item costs. Virtual OneStop Staff Services User Guide V18 05/2018

18 Click in each applicable box to enter an adjusted amount. Press the TAB key or click anywhere else on the screen to update the total amount. To enter line item costs with a mouse, click the calculator icon next to an amount. If eligible, staff may select from an additional Line Items drop-down and Add button, to add the additional line items available through the drop-down list. 2 Click Next to continue. The Financial Aid tab is displayed. Financial Aid Tab This tab is used to add financial aid sources as a part of the overall funding costs. By default, no aid is available. When staff clicks Yes, the system displays current enrollment costs and enables the Click Here to Add Financial Aid link. When staff clicks this link, the system displays a list of financial aid sources. 1 If financial aid is applicable, click the Yes radio button. 2 Click the Add Financial Aid link and pick the appropriate financial aid source. 3 From the Financial Aid area that is displayed: Select the appropriate Recipient and Status radio buttons. Enter the awarded amount and budget towards service cost, if applicable. (Staff cannot enter the amount of aid applicable unless they select the Awarded status.) If any amounts were entered to budget towards service cost, click Calculate. This adjusts the Total Financial Aid Contribution and New Panning Cost. If there is more than one financial aid source that may apply as a contribution to enrollment cost, repeat the step above to open an area for each type of financial aid. Virtual OneStop Staff Services User Guide V18 05/2018

19 Clicking the link and selecting a code opens an area for entering a financial aid amount to apply to the Service Cost (i.e., the provider) or to the Participant (i.e., the individual). If the amount is Awarded and applied to the Service Cost, staff can enter the aid amount, click Calculate, and have the Aid Contribution calculated as part of the New Planning Cost. WIA Enrollment Form Financial Aid Tab 4 Click Next to continue. The Enrollment Budget tab is displayed. To delete the financial aid once staff saves this form, they may click the Remove link next to the financial aid title. Enrollment Budget Tab For customers with Advanced IFT, this tab is used to add a fund stream from which funds are planned to pay for enrollment costs (i.e., not covered by means such as financial aid). For customers with Basic IFT, this is a read-only summary screen of costs and financial aid portions budgeted for this enrollment. Staff will simply review the screen and click Next. 1 From the Enrollment Budget tab, click the Select a Budget link. The system displays the applicable budget options / fund streams (based on LWIA/onestop, customer program group, activity code, service dates, service costs, and the budget or fund stream setup). This will normally be one budget item but it can list more than one fund stream. If the time period for the enrollment fits within two fund streams for the same fund, for two program years, both program year fund streams may display and can be selected. Virtual OneStop Staff Services User Guide V18 05/2018

20 This area will display once the budget is selected. After the budget is selected, the Edit link will allow changes to the funded amount, as well as the ability to delete the funded amount if there are no obligations or allocations saved to it yet. A 2 nd line will display after the budget item has obligations made against it (which is done from the next tab, Budget Planning). WIA Enrollment Form Enrollment Budget Tab 2 Click the Edit link in the Action column for the Budget item. A separate box displays to enter/edit the funded cost. Enter the appropriate Funded Amount, Allocation, or Obligation, as appropriate. Select Save. Changes to the funded amount are redisplayed in the Budget Allocations row. Specific funds related to this budget are allocated on the next tab. If you return to this tab after those allocations are made, a second line under the fund stream will display to indicate those allocations. 3 Click Next to save the changes and proceed. The Budget Planning tab is displayed. Budget Planning Tab For customers with Advanced IFT, the Budget Planning tab is used to display enrollment cost summary information, based on data entry in the three former tab screens, and lets staff allocate amounts from the funding stream selected in the previous tab. Staff can also add a voucher, payment, or receipt at this point by clicking the appropriate link. For customers with Basic IFT, staff could not select a funding stream in the previous tab. Therefore, staff can add a voucher, payment, or receipt at this point by clicking the Add New Voucher link, keeping in mind that there is not an identified funding stream or entry field for an allocated amount to the funding stream. Virtual OneStop Staff Services User Guide V18 05/2018

21 1 Review the enrollment, contributions, or any funding costs. If the enrollment cost, contributions, or the fund stream for funding costs are incorrect, click the Back button to return to the correct screen to fix them. From the previous tab, update allocated amount for this program service, as necessary, and click Next. The system calculates new funded and obligated amounts, Changes made to obligations or funding (on the last tab) are reflected in areas on this tab. WIA Enrollment Form Enrollment Budget Plan Tab 2 Click Next to continue. The Closure Information tab is displayed. Closure Information Tab The Closure Information tab is used to complete enrollment. Staff need only to click Finish from this tab to complete the activity enrollment. 1 Enter any appropriate closure data. If the individual has completed the activity, the last Activity Date and a completion status must be entered to close out the activity. No Completion Code selection is required to enroll in the activity. But a completion code will be required before closing the enrollment in this activity. If the activity requires credential information to be entered, additional required fields will appear, and may be required for a completion code. If the activity is ongoing and the individual has not completed it, staff can simply click the Finish button. Virtual OneStop Staff Services User Guide V18 05/2018

22 Certain activities will not require credential data to close the activity (e.g., TAA Waiver for Marketable Skills). 2 Click the Finish button. TAA Enrollment Form Closure Information Tab Clicking Finish returns staff to the updated Programs tab, with the activity listed in the Activity Records tables (as shown in the following figure). Upon successful completion of the first TAA enrollment, the system re-displays the Programs tab screen with a TAA Registration/Activity Record table that lists the first enrollment activity. The screen will also now include TAA Closure, TAA Outcome, and any TAA sub-application links that are configured for your system. Virtual OneStop Staff Services User Guide V18 05/2018

23 Updated Programs Tab for TAA You can continue to record additional services for individuals by clicking Create Activity and following the previous steps for additional enrollment in TAA activities. In this example, the individual is officially a TAA customer because their first TAA activity service has been successfully recorded. Waiver Entry, Approved Training, and Bona Fide Application links will display after the first enrollment, depending on your site configuration. Virtual OneStop Staff Services User Guide V18 05/2018