10.18.3 On-the-Job Training: Documenting/Tracking

ISSUE DATE: 03/2026

On the Job Training

Workforce One - On-the-Job Training

Activity Type in Workforce One.	OJT Private: If the employer is a private sector, non-governmental employer. OJT Public: If the employer is a unit of government, including school district or city, county, Tribal Nation, regional, state, or federal government agency.
Workforce One Employment Plan Section.	Employment.

TANF Work Participation Rate - On-the-Job Training

Core or non-core activity for Work Participation Rate.	Core.
How to calculate hours for this activity.	The eligibility worker records actual paid hours, including holidays, vacation, sick days and prospectively determines the monthly average hours for the next 6 months. Find the hours reported on MAXIS at either: · DHS IX in Workforce One. · Workforce One participation hours detail page on the Participation Hours tab. · MAXIS Inquiry.
How activity is coded in MAXIS.	MAXIS STAT/JOBS screen’s ‘Subsidized Income Type’ code ‘03’.

Documentation and Verification - On-the-Job Training

Who collects the documentation?	The eligibility worker.
Which documents meet the requirements?	· Pay stubs that include hours worked. · Employer reports that list hours worked. · Employer time and attendance records. · Employer statement of hours worked.
What information needs to be included in the verification?	· The participant’s name. · Earned income amount. · Number of work hours. · Pay period dates or pay date · Employer name (with signature and phone number, if available).
When is the documentation due?	By the 8th of the last month of the family’s current 6-month report period, attached to the Combined Six-Month Report (CSR) that the participant submits to the eligibility worker. · For instance, the CSR form is due March 8th, if the last month of the 6-month period is March.
Where should documents be kept for this activity?	In the paper case file. Follow the County’s or Tribal Nation’s human services general records retention schedule.
Who provides daily supervision?	The employer.
Who or what standard determines acceptable performance?	The employer.

Specific Instructions - On the Job Training

Do not ask participants for wage and hours information they have shared with the eligibility worker.

Eligibility workers and employment counselors are responsible to share documentation verifying hours worked.

Do not:

· Require more documents beyond what an eligibility worker accepted for documentation.

· Require participants to submit documentation for this activity directly to the employment counselor in addition to the eligibility worker.

· Send a participant a Notice of Intent to Sanction for not providing the employment counselor with paycheck stubs.

As soon as the eligibility worker processes the Combined Six-Month Report form, this information comes across on the Workforce One/MAXIS interface.

Related Links - On the Job Training
None.

PREVIOUS REVISIONS

Date	Notes
08/2025	updates made to reflect six-month budgeting.
08/2020

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MFIP Employment Services Manual