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Apprenticeship Training Program Administrator's Guide

Part C: Planning Estimate Submission, Application,
and Contract Components and Processes

C-100: Planning Estimate Form Submission

Each LEA shall submit to TWC a planning estimate form for the prospective state fiscal year that includes the:

  • number of approved classroom hours;
  • estimated number of registered apprentices; and
  • estimated number of contact hours of job-related classroom instruction.

Note: The estimated number of contact hours is determined by the number of registered apprentices anticipated to enroll in a class, multiplied by the number of approved classroom hours for the year.

The LEA shall submit the Planning Estimates Form (Word or PDF) for available funds to TWC on or before the due date, as annually prescribed in TWC's Apprenticeship Training Program Timeline (Word or PDF). TWC, after computing the preliminary contact-hour rate, shall notify each LEA of:

  • the statewide preliminary contact-hour rate; and
  • its planning estimates for the prospective state fiscal year.

C-200: Application

After receipt of the preliminary contact-hour rate and planning estimates, LEAs shall submit the Apprenticeship Training Program Application (provided upon receipt of Planning Estimates form) to TWC with any requested supporting documents, on or before the due date as annually prescribed in TWC's Apprenticeship Training Program Timeline (Word or PDF).

LEAs must complete all portions of the application, as appropriate, and:

  • In the Contact Hours section of the application, calculate the contact hours by totaling the number of contact hours for all occupations included in the preliminary contact-hour estimates for continuing and new programs.
  • In the Budget section of the application, costs are divided into two main categories:
    • Instructional (e.g., instructors' salaries and instructional supplies)
      Instructional costs are allowable, necessary, and reasonable costs required to conduct the related classroom instruction, whether in the classroom or a class laboratory.
    • Administrative (e.g., LEA administrators' salaries and administrative supplies)
      Administrative costs are allowable, necessary, and reasonable costs required to administer and manage the apprenticeship training program funds, and may not exceed 15 percent of the total contract.
      Note: Instructional and administrative costs are divided as follows:
      • Instructor Wages/Personnel Wages
      • Supplies and Training Materials
      • Travel (administrative costs only)
      • Equipment
      • Consumables

C-200.1: Board Review and Comment: The LEA shall provide a copy of the Apprenticeship Training Program Application (provided upon receipt of Planning Estimates form) to its Local Workforce Development Board for review and comment. The Board may submit comments to TWC and the LEA concurrently.

C-300: Contract Execution and Components

After the application deadline has passed, as annually prescribed in TWC's Apprenticeship Training Program Timeline (Word or PDF), a contract containing the following required components will be initiated and executed based on the preliminary contact-hour rate.

C-300.1: Performance and Expenditure Reports: The LEA shall submit monthly performance and expenditure reports to TWC. These reports will provide up-to-date program progress regarding the status of activities and performance objectives related to the contract, accompanied by any request for reimbursement subsequent to the initial reimbursement request. Allowable costs along with funding limitations can be found in the Financial Manual for Grants and Contracts (http://www.twc.state.tx.us/business/fmgc/fmgc_toc.html).

C-300.2: Class Organization Report not currently available on the web but will be sent out prior to September 1, 2009: A class organization report shall be completed by the LEA administrator or registered apprenticeship training program director no later than the 5th working day of December. After the report is completed and validated by the LEA, it is submitted to the Office of Apprenticeship for certification. The purpose of the report is to::

  • verify the minimum number of approved related classroom instruction hours as set forth in the locally approved registered apprenticeship training program standards and in the National Guideline Standards.
  • verify that each apprentice listed on the report is active and was registered with the Office of Apprenticeship before attending first class.
  • verify that each apprentice listed on the report are in good standing with the registered apprenticeship training program.
  • determine the final contact-hour rate for distribution of apprenticeship training program funds.

C-400: Contract Amendment Process

C-400.1: Final Contact-Hour Rate Determination: Once the LEA submits its Office of Apprenticeship-approved class organization report to TWC, the final contact-hour rate is determined.

C-400.2: Final Contact-Hour Rate Notification: TWC, after computing the final contact-hour rate, shall notify the LEA of the statewide final contact-hour rate.

C-400.3: Final Budget Form Submission: The LEA must submit the Final Budget Form (provided upon receipt of Planning Estimates form) containing the approved number of contact hours to TWC on or before the due date, as annually prescribed in TWC's Apprenticeship Training Program Timeline (Word or PDF).

C-400.4: Contract Amendments: All registered apprenticeship training programs will be notified of the final contact-hour rate, and must submit revised budget information to TWC in order for an amended contract reflecting final contract amounts to be issued.

C-500: Contract Closeouts

Each LEA will submit contract closeout documentation consisting of:

  • accounting records (expenditure and cash requests);
  • equipment inventory (where applicable); and
  • any additional reports, data, or information on the administration and performance of the contract, as deemed necessary.

C-600: Corrective Action

Corrective action is sometimes required. As stated in Commission rule §837.42:

Failure to comply with applicable laws, regulations, policies, the Administrator's Guide, and other guidelines may result in corrective action, pursuant to 40 TAC §800.174. Corrective Actions and Penalties (PDF), which shall include technical assistance and may lead to withdrawal of funds at the Commission's discretion.

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Last Revision: July 22, 2009