Mississippi Administrative Code › Title 9 - Education- Mississippi Community College Board › Part 6 - Workforce Education Policies › Appendix 9-6-C - PROJECT FISCAL POLICIES

Current through June 25, 2024
Submission of
				Projects
The MCCB utilizes an online, database driven project writing
				system to approve, track, and maintain records on workforce education. All
				projects submitted to the MCCB for approval must be submitted via the online
				workforce education program. The system can be accessed
				athttp://sbcjcgcr.sbcjc.cc,ms.us/sbcjc. [File Link Not Available] System users
				are added by the college workforce center director (college system
				administrator). The names of approved users must be submitted to the Director
				of Workforce Education at MCCB by your college President each year.
The timeline for submitting projects shall be not later
				than 21 business days after the start of a class or training activity unless
				limited by funding availability
. Submitted projects should have at least
				five (5) students per class or training activity. However, the minimum number
				of participants for train the trainer projects, on the job training projects,
				short term adult classes, and basic skills projects are indicated in subsequent
				sections. The exception to the number of trainees must be approved by the
				Executive Director of the MCCB or his designee.
All project budgets, subsequent budget modifications (except
				final modification as discussed in the final project completion section) are to
				be submitted as budget estimates and do not have to be exact. Budgets must
				include salaries, benefits, travel, contractual services and commodities, as
				applicable. Detailed information must be submitted for equipment purchases.
				With this in mind, Workforce Center Directors need to be aware that when a
				project is submitted this proposed amount of money is obligated. If the
				estimates are consistently too high, a large amount of money will be encumbered
				that cannot be used for workforce education. Projects shall be written for a
				period of six months or less
.
Due to limited funds, workforce
				centers must use a procedural approach to prioritizing projects for funding. At
				the end of the first six months, all projects will be modified down to $0 by
				January 18, 2013. This will allow all funds not spent to be re-obligated for
				the remainder of the fiscal year.
Workforce projects that utilize existing resources of the
				college are encouraged. In particular, special consideration will be given to
				those projects which share an audience with, compliment, utilize and/or
				otherwise build upon, strengthen and enhance the colleges' career and technical
				education component. Special consideration will also be considered for joint
				projects between two or more colleges.
In accordance with Workforce Education Act of 1994, the intent
				of workforce education is for the creation and development of a regionally
				based system in Mississippi for education and training which: responds to the
				needs of Mississippi's workforce and employers; is driven by the demands of
				industry and a competitive economy; makes maximum use of limited resources; and
				provides for continuing improvement through constant assessment of the results
				of education and training for individual workers and employers. Therefore, no
				projects may be written to fund training for students enrolled in elementary or
				secondary schools.
State agencies have other resources available through the
				Mississippi Department of Information Technology Services (ITS) and Mississippi
				State Personnel Board. Therefore, no projects may be written to fund training
				for State Agencies.
Project Status
MCCB notification of project, revision, and/or exception
				approval or rejection will be provided within 10 business days of the
				submission date. If an exception is requested, MCCB will notify the appropriate
				Workforce Director in writing to confirm the exception has been approved or
				denied.
Compliance with Mississippi Employment
				Protection Act (MEPA)
Contractor/Seller represents and warrants that it will ensure
				its compliance with the Mississippi Employment Protection Act (Senate Bill 2988
				from the 2008 Regular Legislative Session) and will register and participate in
				the status verification system for all newly hired employees. The term
				"employee" as used herein means any person that is hired to perform work within
				the State of Mississippi and to whom a United States Internal Revenue Service
				Form W-2 or Form 1099 must be issued. As used herein, "status verification
				system" means the Illegal Immigration Reform and Immigration Responsibility Act
				of 1996 that is operated by the United States Department of Homeland Security,
				also known as the E- Verify Program, or any other successor electronic
				verification system replacing the E-Verify Program. Contractor /Seller agree to
				maintain records of such compliance and, upon request of the State, to provide
				a copy of each such verification to the State. Contractor/Seller further
				represents and warrants that any person assigned to perform services hereunder
				meets the employment eligibility requirements of all immigration laws of the
				State of Mississippi. Contractor/Seller understands and agrees that any breach
				of these warranties may subject Contractor/Seller to the following: (a)
				termination of this Agreement and ineligibility for any state or public
				contract in Mississippi for up to three (3) years, with notice of such
				cancellation/termination being made public, or (b) the loss of any license,
				permit, certification or other document granted to Contractor/Seller by an
				agency, department or governmental entity for the right to do business in
				Mississippi for up to one (1) year, or (c) both. In the event of such
				termination/cancellation, Contractor/Seller would also be liable for any
				additional costs incurred by the State due to contract cancellation or loss of
				license or permit.
Training Categories or Type of
				Projects
* Accountability System
* Administrative
* Advanced Technology
* Basic Skills
* Challenge
* CRC
* General
* Marketing
* Short-Term Adult
* TANF
* Workforce - Regular
General Fund
				Projects
If a college desires to develop a training program beyond the
				scope of existing guidelines and therefore prohibits the writing of a standard
				training project, the college may submit a proposal to the MCCB to do so. The
				general criteria will include the determination that the training area(s) to be
				developed shall be unique in regard to the training offered and that there is a
				demonstrated need for such training. Such proposals shall be initially done via
				written correspondence with the MCCB.
Marketing Projects
The MCCB will establish a statewide marketing program to brand
				and promote the diversity and volume of training provided throughout the state.
				To assist in this effort a percentage of current marketing funds will used to
				implement this initiative.
Administrative Costs and Charge to
				Employers
Based on the previous year funding, two projects can be written
				to cover the cost of Administrative cost at a rate of 5% and an Accountability
				project at a rate of 3% can be applied for in FY2013. The 5% workforce
				administrative fee earned and the 3% accountability fee will be in effect for
				expenditures above the $300,000 floor for FY2011. Along with the $300,000 floor
				there will be a ceiling of $4,000,000. This ceiling less the $300,000 floor
				will allow $3,700,000 worth of expenditures to be applied to the above fees.
				The fees earned will be based on FY2011 reimbursements. The following funding
				source is used to calculate this cost:
* Advanced Technology
* Basic Skills
* General
* Short-Term Adult
* Workforce - Regular
In accordance with the language and intent of Senate Bill 2480,
				training shall be provided at no charge to employers and employees in order to
				enhance employee productivity. This no charge to employees and employers
				language in SB2480 is interpreted to mean that a college cannot charge an
				administrative fee to the employer or employee for training. However, it is
				appropriate and desired that the cost of such training be shared between the
				employer and the college.
Boilerplate
				Language
The definition of a boiler plate is text that is or can be
				reused in new contexts or applications without being changed much from the
				original. A legal boilerplate is a standard provision in a contract. This
				language will be required to be included in all FY2013 projects.
Memorandum of Agreement
o Company Description and Commitment (will& Request
				reimbursement
at least
every 60 days to college;
				Company will be in compliance with E-Verify as specified in the Mississippi
				Employment Protection Act.)
o Project Justification
o Training Objectives
o College Commitment (College will... Requisitions will be done
at least
every 60 days to MCCB; College will be in
				compliance with E-Verify as specified in the Mississippi Employment Protection
				Act. College will work with industry to ensure compliance with the Mississippi
				Employment Protection Act for industries participating in basic skills,
				consortia, and open to the public projects.)
o MCCB Commitment (MCCB will... pay within 45 days, provide
				funding as approved in the budget and monitor the project through documentation
				maintained by the college.)
Instructor Salaries and
				Benefits
Instructor Salaries
shall be based on
				the type of training with the rate of pay being determined by the Workforce
				Project Manager. Reimbursement by the MCCB shall not exceed the rate of $35 per
				hour, except for advanced skill classes (see below) where the actual instructor
				cost exceeds the $35 per hour. The exception to the $35 per hour must be
				approved by the Executive Director of the MCCB or his designee.
Advanced Skills Training
can be
				reimbursed at a usual and customary rate for training that is advanced in
				nature. Advanced skills projects are defined by the college based on the type
				of training and local area needs. Any rate above $50 per hour must be approved
				by the Executive Director or his designee. Management/Supervisory training
				requiring proprietary training materials and/or certified instructors may be
				considered advanced skills training.
Industry Based Training
shall be
				reimbursed at a rate not to exceed $35 per hour. Industry based training is
				training done by the business or industry for the business or industry and the
				college only provides financial resources and coordination/planning services to
				the business or industry. $35 per hour expenditures requires wage validation by
				the requesting business or industry. Such validation must be kept on file at
				the college for monitoring purposes. The exception to the $35 per hour must be
				approved by the Executive Director of the MCCB or his designee.
Training conducted that is associated with a minimum wage
				job shall be reimbursed at a rate not to exceed $20 per hour.
Basic Skills
project instructors shall
				be reimbursed at a rate not to exceed $20 per hour. Basic skills projects are
				designed to provide trainees with fundamental instruction in reading, math,
				writing, language
(
English as a Second Language
)
and
				GED preparation.
Benefits
shall depend on the type of
				contract the college uses with their workforce instructors and shall be based
				on current rates applied by the college business office for the portion of the
				benefits not paid for by the college. These rates will be reimbursed based on
				actual cost. No health or life insurance benefits will be reimbursed. The rate
				must not exceed 23%, unless approved in advance.
Preparation Time
Up to 10% of the total class instructional time may be allowed
				for instructor preparation of a new workforce class or for new instructors.
				Time spent in setting up computer labs, or other equipment for the direct use
				of the class may be included in this preparation time. Prep time is allowed
				only for instructors employed by the college and shall be documented similar to
				instructional hours. Instructors employed by an industry are not eligible for
				prep time compensation.
Educational Materials and
				Supplies
Training manuals and textbooks are an allowable expense if the
				school is retaining them for future use. Reimbursement for such materials shall
				not exceed $35 per student, but all amounts expended must be for the direct
				support of the class. Assistance for high cost educational materials will be
				considered on a project-by-project basis, based on justification to be provided
				in the project application. Reimbursement on a per person basis for materials
				will not be done for any type of project. A local tracking system must be used
				for all expendable educational materials and supplies.
Leased Equipment
Equipment may be leased for training purposes and must be
				designated as such. This equipment cannot be used for production or profit.
				Leased equipment is a contractual expense. This equipment must be in a facility
				that is owned or operated by the college.
Capitalized Equipment
				Purchases
Reimbursement for equipment purchases will be considered on an
				individual project basis and must be approved in advance. Equipment shall be
				purchased only if it will be located at a college campus, in an MCCB mobile
				unit, or a training facility leased by the college. The MCCB strongly
				encourages colleges to partner with business and industry on the use and
				purchase of equipment, and with the local secondary or post secondary
				vocational centers for the use of equipment and classrooms.
All colleges are required to maintain a complete and current
				inventory list of each property item exceeding a cost of $1,000 (June 11,
				2008). The following items shall be reported and maintained on inventory as
				equipment regardless of purchase value: weapons, cameras and camera equipment
				(greater than $250), two-way radio equipment, televisions (greater than $250),
				lawn maintenance equipment, cellular telephones, computer and computer
				equipment (greater than $250), chain saws, air compressors, welding machines,
				generators, and motorized vehicles.
Non-Capitalized
				Equipment
Items that are less than $1,000 which are not on the State
				Auditor's Exception List and have a useful life of more than one year are
				considered non-capitalized equipment. These items must be listed under
				educational materials.
Contractual
				Services
The following training items are allowable costs:
1) acquisition of educational software (no
			 company produced software; software must be used on equipment owned by the
			 college)
2) repairs and maintenance
			 of training facility
3)
			 installation of equipment (unless included as part of equipment cost)
4) vendor training (see vendor training
			 section)
5) maintenance or
			 licensing fees for educational software used on equipment owned by the college
Online Workforce
				Training
Workforce training provided through online methods will be
				reimbursed based on the rate agreed upon between MCCB and the college with
				documentation of successful completion of the course(s). Reimbursement for
				on-line workforce training shall not exceed a rate of $135 per person per year.
				The maximum reimbursement per company in this category will be $20,000 per
				fiscal year. Online course (s) must be developed by the college or offered by a
				third- party provider, and must include proper documentation of actual
				cost.
The following information will serve as documentation for
				monitoring purposes of the online course: documented login times of the
				instructors/students, weekly reports by the instructors, the number of areas
				the instructors/students visited, sample emails sent to students from
				instructors, sample grade book or anything that can prove that instructors are
				providing instructions during the time frame.
Instructional Training Aids/Curriculum
				Development
During FY 2013, the Workforce Development Center Director may
				seek to provide the training manuals and videos, and other training materials
				through  public entity.
				Justification must be a part of the project, submitted under the educational
				materials and supplies section. Curriculum development hours for training aids
				or other materials development not covered above will be considered on a
				case-by-case basis by the MCCB. All materials must be retained by the college
				and not released to the industry.
Train-The-Trainer
				Cost
Costs are allowed for individuals to attend train-the-trainer
				sessions. Approved training in this area should provide the company with a
				resource to train employees in a discipline not currently available through the
				local community or junior college. A local college must demonstrate that the
				requested training cannot be reasonably provided by another community or junior
				college prior to seeking out of system providers. The Workforce Project Manager
				must include justification on the project application.
No more than two (2) individuals will be reimbursed to attend
				the same training in a non-production area. Cost associated with
				train-the-trainer sister plant training is limited to no more than four (4)
				individuals per production training area. Reimbursements per trainee will be
				limited to maximum of two (2) out-of-state trips per fiscal year.
Train-the-trainer
costs shall be reimbursed
				at fifty percent (50%),
not to exceed $500 per person for
				training registration. Reimbursement will be based upon documented completion
				of at least one (1) college-monitored training project directly related to the
				training received.
Travel cost for train-the-trainer training shall be included in
				the travel section of the project application and must include the points of
				travel. In-state travel will be reimbursed for mileage at the current college
				rate but never to exceed the state rate. Out-of-state travel cost will be
				reimbursed for mileage at the current college rate but never to exceed the
				state rate for the use of a personal vehicle or for the price of a 7-day
				advance purchased, coach fare ticket, whichever is less. $75 a night will be
				reimbursed for hotel cost in the continental USA. A maximum of $31 a day will
				be reimbursed for meals. Maximum duration for cost associated with meals and
				lodging will be limited to four (4) consecutive weeks per person, per
				production training area. If the person makes a trip home on weekends, then it
				is considered a 2nd trip. All state travel rules and
				regulations must be followed. Receipts for meals must be kept on file by each
				college. The regulations can be accessed online at
http://www.dfa.state.ms.us.
All travel must be recommended and justified by the Workforce
				Development Center Director and approved by the MCCB prior to travel. The
				college will require the industry to maintain documentation for travel expenses
				for 5 years for audit purposes. Car rental fees, gas, and telephone calls are
				not considered allowable cost for reimbursement. The maximum reimbursement per
				company in this category will be $10,000 per fiscal year. This includes the
				cost of the training.
International train-the-trainer travel cost is allowable for a
				7-day advanced purchase, coach fare airline ticket. Reimbursement per trainee
				will be limited to no more than three (3) round trips per individual, per
				fiscal year, up to a maximum of $15,000 per company. No other cost will be
				reimbursed for international travel. International train-the-trainer costs
				shall be reimbursed at a maximum of $500 per person for training
				registration.
Travel
With proper documentation, the MCCB will pay travel for
				workforce training instructors employed by the college. Travel cost for
				instructors will be reimbursed for an instructor who must travel a minimum of
				twenty-five (25) miles or more one-way. In-state travel will be reimbursed for
				mileage at the current college rate but never to exceed the state rate. In-
				state travel must have the points of travel and the number of miles documented
				in the project file for monitoring purposes. The details for in-state travel
				must be listed in the MOA or modification of project. Travel will not be
				allowed for a trainee to attend in State training programs.
Vendor Training
Reimbursement for vendor training will be considered on an
				individual project basis. Vendor training is training provided by a third
				party, not affiliated with the company or the local community/junior college,
				that: (1) has supplied equipment, software, or other materials to the company
				and (2) is providing training on utilization of the supplied item(s). Vendor
				training must be on the specific piece of equipment or software. Vendors may
				not be a private trainer providing training to the college or the company for
				purposes other than a deliverable item as indicated above.
Reimbursement for vendor training will be limited to a maximum
				of $20,000 per company per year, to include the cost of travel. Receipts for
				meals must be kept on file by each college.
On-site vendor training costs shall be reimbursed for one-half
				of the daily cost, not to exceed $1,000 a day, with a 10-day limit for
				reimbursement per training area. A copy of the invoice from the vendor must be
				furnished to the college for reimbursement. Off-site vendor train-the-trainer
				costs shall be reimbursed at a maximum of $500 per person for training
				registration. Training shall be obtained at the closest location to the
				industry. Off-site vendor training is limited to no more than (2) individuals
				per training area. Travel costs for off-site vendor training will be reimbursed
				according to the set rates listed under the Train-the-Trainer Cost category.
				The type of training must be identified in the salaries line item with a zero
				cost at close out (see Project Completion, below.)
Reimbursements per trainee will be limited to maximum of two
				(2) out-of-state trips per fiscal year. Receipts for meals must be kept on file
				by each college.
Proprietary
				Programs
Proprietary training packages such as, DDI, VitalEdu,
				AchieveGlobal, Plexus, ISO-9000, QS-9000, ISO-14000-01, Zig Ziglar, Phi Theta
				Kappa Leadership and Stephen Covey require certified trainers. A company or
				business may receive a maximum of $8,000 subsidy toward the instructor's
				payment based on actual instructional time. Instructor salaries for these
				programs are reimbursed at a rate not to exceed $50 per hour.
Career Readiness Certificate
				(CRC)
The MCCB will fund the CRC projects with WET Funds contingent
				upon availability. CRC projects should be written in the GCR System using the
				Workforce Regular menu. The budget is for the WorkKeys assessments (tests) and
				for salary reimbursement for proctor cost. (All projects must have a salary
				line item. If you do not plan to reimburse for proctor cost, enter a zero
				dollar salary line.)
Test proctors will be reimbursed at a rate not to exceed $25
				per hour. Any reimbursement for test proctoring must be for testing of more
				than or at least 5 participants unless prior approval has been granted from
				MCCB or if a schedule of hours for walk-ins has been established and approved
				by the MCCB. The salary line item for these projects should be
				employability/remediation. Colleges must maintain timesheets to document the
				proctor's time.
To receive a CRC certificate, the following assessments are
				used: reading for information, applied mathematics and locating information. If
				a 4th assessment is requested for any company or for
				anyone who is testing for teacher's assistant certification, the cost is
				allowable for reimbursement.
To provide the necessary reporting to MCCB, the CRC certificate
				template must be completed in its entirety for anyone who tests, whether they
				pass or not. Colleges have the option to charge individuals and industries.
				However, for monitoring purposes, if the colleges charge the participant,
				please have proper documentation to show that workforce funds were not
				reimbursed.
Trainee
				Credentialing
Nationally recognized credentials provide third-party
				verification that individuals have demonstrated competence in relevant skill
				areas. Upon successful issuing of credentials, MCCB will reimburse 50% of
				credential cost. Reimbursement per person for credentials shall not exceed $200
				per person per year. The maximum reimbursement per college in this category
				will be $10,000 per fiscal year.
Short Term Adult
				Classes
Short term adult classes are those that are offered for the
				general public for the purpose of providing employability skills and upgrade
				skills. Instructional salaries are the only allowable cost for short-term adult
				classes. No prep time, assessment time, educational materials and supplies or
				equipment are eligible for reimbursement. These projects will be reimbursed at
				a rate not to exceed $25 per hour. Short term adult class or basic skills
				project must have a minimum enrollment of 10 participants. Projects should not
				be submitted until after the class has started and can guarantee 10
				participants. Projects with less than 10 participants and costs associated with
				credit courses will not be reimbursed.
Inmate Training
				Classes
Instructional salaries, inclusive of prep time, assessment time
				and benefits, are the only allowable cost for career training for inmates. No
				educational materials and supplies or equipment are eligible for reimbursement.
				These projects shall be reimbursed at a rate not to exceed $20 per hour. Each
				class must have a minimum enrollment of 10 participants. Parole dates shall be
				checked in order to give priority to offenders with twenty-four (24) months or
				less to serve before parole eligibility or release date. Interested applicants
				shall be given the Test of Adult Basic Education (TABE) and/or CRC. Test
				results are evaluated for eligibility. Officials from the host organization
				must provide 6-month follow up information on the placement of completers of
				this program.
Other Training
				Needs
Consideration for training needs other than those outlined
				within these policies and as determined by the Workforce Development Center
				Director as essential to the success of the project, will be considered by the
				MCCB on an individual project basis.
Project Completion
Upon project completion, a final modification must be prepared.
				Salaries will be modified to include the type of training, number of classes,
				and hours of training. All budget categories must be equal to actual cost. Once
				the final modification is approved, a project close-out will be
				completed.