7: Programs: Trade Adjustment Assistance Guide_… · process. Programs: Trade Adjustment Assistance VOS Staff Guide ... The application wizard highlights the first step, Intro. A

VOS Staff Guide - 7: Trade Adjustment Assistance 7-1 V19 - 01/2020

7: Programs: Trade Adjustment Assistance

Chapter Contents TAA Program Forms ..................................................................................................................................... 7-2 Completing a TAA Application ....................................................................................................................... 7-3

Navigating the Application Wizard ........................................................................................................... 7-4 Completing the TAA Application Wizard .................................................................................................. 7-5

Intro Page ....................................................................................................................................... 7-5 Contact Page .................................................................................................................................. 7-7 Demographic Page .......................................................................................................................... 7-8 Veteran Page .................................................................................................................................. 7-9 Employment Page ......................................................................................................................... 7-10 Education Information Page ........................................................................................................... 7-13 Public Assistance Page ................................................................................................................. 7-14 Barriers ......................................................................................................................................... 7-15 Eligibility Summary Page ............................................................................................................... 7-16

Viewing the TAA Application ................................................................................................................. 7-17 TAA Participation Form ............................................................................................................................... 7-19 TAA Service Enrollment Form ..................................................................................................................... 7-20

Creating a TAA Service Enrollment ....................................................................................................... 7-20 General Information Tab ................................................................................................................ 7-21 Service Provider Tab ..................................................................................................................... 7-23 Enrollment Cost Tab ...................................................................................................................... 7-24 Financial Aid Tab .......................................................................................................................... 7-25 Enrollment Budget Tab .................................................................................................................. 7-26 Budget Planning Tab ..................................................................................................................... 7-27 Closure Information Tab ................................................................................................................ 7-28

TAA Bona Fide Application Form ................................................................................................................. 7-29 TAA Waiver Entry Form .............................................................................................................................. 7-31

TAA Waiver Extenuating Circumstances or Good Cause Reasons......................................................... 7-33 TAA Training Application Form .................................................................................................................... 7-34 TAA Closure ............................................................................................................................................... 7-36 TAA Enrollment – Reset Options ................................................................................................................. 7-40 TAA Outcome ............................................................................................................................................. 7-42

Deleting TAA Outcomes ....................................................................................................................... 7-44 Using the TRA Payment View...................................................................................................................... 7-45

The Trade Adjustment Assistance (TAA) program provides federally funded reemployment benefits to workers whose jobs have been impacted by foreign imports and trade. In addition to TAA, workers may be eligible for related programs – Alternative Trade Adjustment Assistance (ATAA) and Reemployment Trade Adjustment Assistance (RTAA). The ATAA/RTAA programs focus on workers 50 years of age or older who return to positions paying less than their trade-impacted employment.

Staff use the TAA module to complete applications, establish participation records, and enroll individuals in activities. Depending on the activities needed, and funding available, staff may also complete additional applications and forms. The system determines TAA/ATAA/RTAA eligibility at the end of the application process.

Programs: Trade Adjustment Assistance


The list below briefly summarizes the TAA program applications, participations, enrollment, and related sub-applications. The forms are listed in a suggested sequence. Based on internal policies or business rules, a customer’s system may follow a different sequence.

TAA Program Forms • TAA Program Application - Collect basic data to determine customer eligibility for the federal

TAA/ATAA/RTAA programs. Information recorded includes the TAA Petition number, qualifying separation date, and other key data that determine the individual’s eligibility.

• TAA Participation - Gather details of the participant’s status. Completion of this form is required before the individual can be enrolled in any TAA activities/services.

Note: For some customers, this first service may typically be a waiver, after which any necessary sub-applications for the individual will be made.

• TAA Activity Records (Activity Enrollment Form) - Supply details of each activity in the TAA participant’s service record. The form is opened for a single service/activity and displays tabs to enter/maintain enrollment data. Service/activity records can be entered or maintained for the main TAA application or for sub-applications or waivers.

• TAA Bona Fide Application - Gather data to ensure 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 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. This occurs after they have exhausted their Basic TRA (26 weeks) following the exhaustion of unemployment insurance, or after the 2-year Basic TRA period.

Note: Internal policies or business rules may require staff make a waiver or other activity the first enrollment before completing a Bona Fide Application.

• TAA Waiver Entry - 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.

Note: 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 first 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.

• TAA Approved Training Application - Gather data to create an application for TAA-approved training.

Note: An Approved Training Application should always be created before enrolling the individual in any Training activities. Although business rules may not enforce this



sequence, the Approved Training Application is required to comply with federal TAA reporting requirements.

• Case Closure Form - Record federal and local performance measures before the program exit occurs.

• Exit (Outcome) Form - Officially terminate participant involvement in a federal program and provides details of the participant’s status after program participation (for federal reporting).

Completing a TAA Application The TAA Application Form collects data to determine an individual’s eligibility for the federal TAA/ATAA/RTAA programs. Staff complete the TAA Application following a wizard format. The wizard progresses through nine steps that prompt staff to enter necessary data. When the application is complete, the system determines eligibility for TAA/ATAA/RTAA programs.

Staff privileges and system business rules may determine which of the activities and features discussed in this guide are available in each customer’s TAA module. For example, based on system configuration, some data created from other federal program applications may pre-populate application fields (e.g., SSN verification, demographic data, and employment data).

To launch the TAA Application wizard: 1 From the Services for Workforce Staff menu group, click Manage IndividualsAssist an

Individual. 2 Search for, or select, the individual to assist.

See Chapter 3 – Manage Individuals for more information on searching for an individual to assist.

3 In the folder tree area at the top of the page, click Staff ProfilesCase Management ProfilePrograms.

4 Scroll down to the Trade Adjustment Assistance (TAA) section and click the Create Trade Adjustment Assistance (TAA) Application link. The application wizard launches.

Launch the TAA Application Wizard



Navigating the Application Wizard

TAA Application Wizard Progress Bar and List of Steps

• The application wizard highlights the first step, Intro. A progress bar remains at the top of the application through all steps to show progress. To hide the list of steps, click the Hide All Steps link; the progress bar remains. To re-display the steps, click the Show All Steps link.

• The current step displays as bold with a yellow solid circle on the progress bar; completed steps are green with a check mark in the circle; and incomplete steps are grey with an X in the circle. Once a step has been completed, the step name becomes a link that can be used to navigate to that page.

• To display key details about the individual such as username, email address, and phone number, click the Individual Detail button located below the individual’s name. Click the Close Individual Detail button to close the details display.

• To save data and advance to the next step in the application, click the Next button at the bottom of the page. While the system is Validating and Saving Data, Updating Wizard, and Redirecting to the next step, a progress bar of these activities displays at the bottom of the page.

• Use the Back button to return to the previous step.

• Clicking the Exit Wizard link located at the bottom of each page exits the application. Data on the current page is not saved; only data entered through the previous page is saved. Exiting in this manner before the final step is saved, will result in an “Incomplete” application.

Buttons and Links Available at the Bottom of Every TAA Application Wizard Page



• Fields marked with a red asterisk are required fields. If an entry is missing in one or more of these fields when the Next button is clicked, a message displays in red indicating which data is missing. Complete the field(s) and click the Next button to proceed.

Example Notification of a Missing Required Field

• If an entry violates a business rule or is incomplete, the system displays a notification in red. Correct the entry to clear the notification.

Example Notification of an Unacceptable Entry in a Data Field

• The information icon at the right of each page will display instructions or information for completing the current page.

Completing the TAA Application Wizard

Intro Page The Intro page is largely prefilled with data previously saved in the system. Staff’s primary task on this page is to enter the Eligibility Date.

Note: The checkbox, Closed Never Enrolled, remains active during the application, and until an enrollment is made.



TAA Application Wizard – Intro Page

To complete the Intro page: 1 Confirm the prefilled Application Date is accurate.

2 Enter the Eligibility Date for the TAA program.

Note: Application Date and Eligibility Date cannot be greater than the system’s lockdown dates, and the Application Date cannot be greater than the current date. If a date entered does not meet this requirement, a notification in red displays below the date field.

3 Confirm the LWDB, Office Location, and Office Location of Responsibility default selections are correct. Adjust the selections if needed.



4 Click the Next button to save the data and proceed to the Contact page.

Contact Page Many of the fields on the Contact page are prefilled with information already saved in the system.

TAA Application Wizard – Contact Page

To complete the Contact page: 1 Confirm and modify fields, as appropriate. 2 Verify the Social Security Number.

a. Click the Verify link for SSN Verify. A list of SSN verification documents displays.

b. Select the document used to confirm the social security number, and click Verify again to hide the list.

c. Based on your site policies and procedures, then use the Scan, Upload, Link, or Print Barcode links to attach the document to the application.



Note: Data in other sections, such as address and phone information, is prefilled with data previously saved. Review and add or adjust data, as appropriate.

3 Click the Next button to save the data and advance to the Demographic page.

Demographic Page Many of the fields on the Demographic page are prefilled with information previously saved in the system.

TAA Application Wizard – Demographic Page with Disability Categories

To complete the Demographic page: 1 Verify the Date of Birth.

a. Click the Verify link for Verify. A list of date of birth verification documents displays.

b. Select the document used to confirm the DOB, and click Verify again to hide the list.


2 Confirm and modify prefilled fields, as appropriate.

3 Select whether the individual is Considered to have disability. Selecting Yes activates a list of disability categories.

a. Select one or multiple disabilities for the Category of Disability.

b. Select whether the individual has Received Services from Vocational Rehabilitation.

4 Click the Next button to save the data and advance to the Veteran page.



Veteran Page The questions on the Veteran page default to No even if the individual was identified as a veteran meeting the same criteria on other program applications in the system. Selecting Yes for a question may activate additional questions and/or deactivate other selections. For example, selecting Yes to Are you within 24 months of retirement or 12 months of discharge from the military, disables the next two questions and adds questions regarding Transitioning Service Members.

TAA Application Wizard – Veteran Page with Expanded General Veteran Information Section

To complete the Veteran page: 1 Confirm and modify as needed, the Yes/No selections.

2 Make the appropriate selections for Transitioning Service Members or General Veteran Information items that display for certain Yes responses.

3 If completing the General Veteran Information section, verify the veteran’s record.

a. Click the Verify link. The list of Military Service Verification documents displays.

b. Select the document used to confirm the veteran’s service, and click Verify again to hide the list.


d. If the individual has no record available, use the Obtain DD214 link to access the National Archives website to request documentation of military service.

4 Click the Next button to save the data and advance to the Employment page.



Employment Page The Employment step collects information regarding the individual’s employment status and employment history, including information about the relevant TAA petition and employer. Fields in the Employment Information and Individual Employment History sections are prefilled with information previously saved in the system.

TAA Application Wizard – Employment Page: Employment Information and History Sections

To complete the Employment page: Employment Information and Individual Employment History Sections 1 Confirm and modify as needed, the prefilled Employment Status fields.

2 If the UC Eligibility Status is Claimant or Exhaustee, verify this status.

a. Click the Verify link. A list of Unemployment Compensation Verification methods displays.

b. Select the document or method used to confirm the individual’s UC status, and click Verify again to hide the list.


3 If the individual is a Claimant, select a response for the Claimant was referred by field.

4 Confirm and modify, as appropriate, the items regarding exemption from work search.

5 Select Yes or No for whether the individual Attended a Rapid Response Orientation.



a. If Yes, use the Find RR Event link to search for and select the appropriate Event.

6 If the individual completed the Background Summary on their profile, the Individual Employment History section lists that employment history.

7 To add to the previous employment history, click the Add Employment History link. The employment information entered here also saves to the individual’s profile.

TAA Petition and Employer and TAA Re-Employment Sections In order for an individual to receive TAA services, a TAA Petition must already be filed with the office by the employer. If a search for a TAA Petition returns no results, contact a supervisor or administrator. Administrators enter Petitions through the Administration module.

TAA Application Wizard – Employment Page: TAA Petition Information Section

1 In the TAA Petition and Employer section, click either the Find DOL Petition link to search the Department of Labor website for petition numbers, or click the Find TAA Petition link to search for a petition already on file in the system.

a. On the pop-up page, enter filter criteria to locate the petition.

b. Click the Apply Filter link. A list of petitions matching the criteria displays.

c. Click the appropriate TAA Petition Number link to add the petition and employer information to the application.



2 Confirm the TAA Petition applies to the individual.

a. Click the Verify link beneath the TAA Petition number. A list of TAA Petition Verification documents displays.

b. Select the document used to confirm the selected Petition applies to the individual, and click Verify again to hide the list.


3 Select Yes or No to the question Has been threatened with layoff? (A No response requires an entry in the Date of Qualifying Separation field further down the page.)

4 Select a response for TAA Liable/Agent State. The Liable state is the where the worker’s UI claim is established; the Agent state is where a participant seeks services, although they may eligible in another state.

5 Enter the Hours Per Week, Job Title, Employment Begin Date, Employment End Date (optional), and Dislocation Hourly Wage.

6 If applicable, enter the Date of Qualifying Separation. The system automatically populates the Months Employed at Qualifying Separation Date. An entry in this field, activates the TAA Re-Employment section.

7 If a Date of Qualifying Separation is entered, verify the individual’s layoff date.

a. Click the Verify link beneath the Months Employed field. A list of Actual Layoff Date Verification documents and methods displays.

b. Select the document or method used to confirm the individual’s layoff date, and click Verify again to hide the list.


8 If the TAA Re-Employment section is enabled, select Yes or No to whether the individual has been Re-Employed since layoff from Trade affected job.

TAA Application Wizard – Employment Page: TAA Re-Employment Section

a. If Yes, enter the New Employment Projected or Actual Start Date of their re-employment and Projected or Actual Annual wage. The system automatically populates the Age at Re-Employment field.

9 Click the Next button to save the data and advance to the Education Information page.



Education Information Page

TAA Application Wizard - Education Information Page

To complete the Education page: 1 Select the Highest school grade completed by the individual.

2 Specify if they received a High School diploma or equivalent. 3 Select the Highest education level completed.

4 Specify if they are Receiving services from Adult Education (WIOA Title II) or services from Vocational Education (Carl Perkins).

5 Click the Next button to save the data and advance to the Public Assistance page.



Public Assistance Page

TAA Application Wizard - Public Assistance Information Page

To complete the Public Assistance page: 1 Select the appropriate radio button to indicate any public assistance the individual is currently

receiving or received in the last 6 months (TANF, SSI, General Assistance, SNAP, RCA, SSDI, Services under SNAP Employment and Training, or Pell Grant).

2 Click the Next button to save the data and advance to the Barriers page.



Barriers

TAA Application Wizard - Individual Barriers and Barriers to Employment Page

To complete the Barriers page: 1 Select the correct radio button to indicate a barrier due to limited reading, speaking, or writing

skills, or understanding of the English language.

2 Select whether the individual is a single parent.

3 Click Next to determine eligibility on the Eligibility Summary page.



Eligibility Summary Page This Eligibility Information page displays the applicant’s eligibility status for TAA, ATAA, and RTAA (as shown in the figure below). Where the eligibility is No, one or more reasons are listed in the Reason(s) Not Eligible column.

TAA Application Wizard - Eligibility Summary Page (partial)

To complete the TAA application: 1 Review the screen for the individual’s eligibility for TAA, ATAA, and RTAA, including the TAA

Calculations table to see any applicable TAA dates as well as Job Search Allowance and Job Relocation Allowance data.

Notes: 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).

ATAA and RTAA are separate parts 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.

Depending on the system's configuration and staff’s individual privilege settings, there may be eligibility override buttons available from the Action column. These overrides allow field



staff with privileges to change the system-set eligibility status for the individual; however, State Staff make the final determination on whether a customer is eligible or not.

If the individual has activity records tied to their eligibility, you must void or delete those activities before you can modify eligibility.

2 Enter all required staff information, specifying if they Have received a benefit under a prior TAA certification in the last 10 fiscal years and your Staff Position.

3 Complete any optional information that you can supply.

Note: It is recommended to assign a case manager or a case management group.

TAA Application Wizard - Eligibility Summary Page - Staff Information and Signature

4 Select any other optional tasks:

Create PDF to save a PDF version of the TAA form to the individual’s documents folder.

Include Staff Signature and Applicant Signature to add digital signatures.

Print to print the TAA application form.

5 Click Finish to complete the application. A Finish Application confirmation pop-up window displays, indicating that the completed TAA application has been saved. It offers two choices of what to do next: return to the Programs tab or continue on with the creation of a TAA Participation record (as described in “TAA Participation Form” below).

6 If prepared to provide the first service, click on the Participation link; if not, go back to the Programs tab.

Viewing the TAA Application Once the TAA application has been successfully completed, a link will display for the application in the Trade Adjustment Assistance section of the Programs tab, indicating it is Complete.



Programs Tab: TAA Application Area

• To view the sections of the application in read-only mode, click the Complete link on the left.

• To edit the application data in the wizard, click the pencil icon on the right.

• To see the TAA Calculations, which lists critical Certification and Separation dates related to the application, click the plus sign icon on the left, then click the Eligibility Summary bar.

Programs Tab: TAA Eligibility Summary Area

Note: Once DOL has the Trade 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 beginning and ending impact dates.



For example, if DOL sets the certification date to 10/14/2018, it will set 01/01/2018 as a beginning impact date and possibly 06/01/2020 as the ending impact date.

TAA Participation Form 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 prefilled, 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 record: 1 From the Individual’s Programs tab, in the Trade Adjustment Assistance section, click the plus

sign icon to expand it and scroll down to the Participation bar.

2 Click on it to expand it, then click the Create Participation link.

Programs Tab: TAA Create Participation Link

The TAA Participation form displays with participant general information prefilled.

2 Enter the Participation Date.



TAA Participation Form

3 Click Next to continue to the Enrollment form.

Note: 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.

If you exit the Enrollment form before saving data on the first tab, the Participation record will not be saved.

TAA Service Enrollment Form 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.

TAA Service Enrollment Form Tabs

Note: The individual must have a Participation Date recorded before an Enrollment activity can be created.

Creating a TAA Service Enrollment To create a TAA Service Enrollment record:

1 From the Individual’s Programs tab, in the Trade Adjustment Assistance section, click the plus sign icon to expand it and scroll down to the Activities / Enrollments / Services bar.

2 Click on it to expand it, then click the Create Activity / Enrollment / Service link.



Programs Tab – TAA Create Activity Link

The TAA Activity Enrollment form displays with participant information prefilled on the General Information tab.

General Information Tab 1 In the General Information area, select the appropriate Customer Program Group. The choices

displayed result from program eligibility determined during the TAA application process. 2 Select the staff member LWDB region.

3 Select the staff member Office Location.

TAA Enrollment Form - General Information Tab

4 In the Enrollment Information area, specify whether this activity service falls under a WIOA or Non-WIOA Partner Program.

If Yes, the page will refresh. From the Select Partner drop-down list, select the desired program name (as shown in the figure below).



Note: Selected Partner Program agencies fund activity services; therefore, no fund tracking will occur in the system for these selections.

TAA Enrollment Form - Enrollment Information Section

5 Click the Select Activity Code link and choose the desired program activity or service from the list displayed in a pop-up window (as shown in the figure above). Note: 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.

6 Enter the activity’s Actual Begin Date or Projected Begin Date.

Note: This date is normally “locked down” for the initial activity, and reflects the “Participation Date” recorded previously.

7 Enter the activity’s Projected End Date.

8 If this is a training activity, complete all known or required fields.

9 In the Staff Information area, select the staff member Position, if applicable.

10 To perform case assignment, click Assign Case Manager, Assign Me, or Remove Case Manager Assignment.

11 Enter any comments, if necessary.



12 Click to Add a new Case Note, if necessary.

13 Review all data and click Next to save the data and proceed to the next tab.

Note: 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 (General Information), the Participation Record will also not be saved.

Service Provider Tab 1 Click links to select the required service provider and service data (as shown in the figure below).

a. Select Provider to choose the appropriate service provider.

b. Select Service, Course or Contract to define the selected activity.

c. Click Select Provider Locations to record where the individual will be serviced.

d. Click Select Provider Contacts to record the contact person associated with the activity service/course.

e. Click Occupational Training Code to search for and select the desired occupational code. (This is only required for training activities.)

TAA Enrollment Form − Enrollment Service Provider Tab

Note: The provider data available for selection depends on information recorded on the General Information tab. The system displays eligible provider program information based on the Customer Program Group, the LWDB, and the activity service code.

For services that require an Occupation Code, an Occupational Training Code link appears here to view and select the O*NET codes.

2 Click Next to save the data and proceed to the next tab.

Note: If the activity is a fundable one, the Enrollment Cost tab displays (as described in the next section); if not, the system displays the final tab in TAA Enrollment, Closure Information.



Enrollment Cost Tab The next four financial-related tabs—Enrollment Cost, Financial Aid, Enrollment Budget, and Budget Planning—will only appear if your configuration includes Individual Fund Tracking (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 is not associated with any funding, for example, activity code 102 - Initial Assessment, the system will bypass these four tabs and display the final Closure Information tab.

Note: If your configuration does not have Advanced IFT, the Enrollment Budget and Budget Planning tabs will only show as display tabs that summarize enrollment data and the planned enrollment costs and financial aid contributions.

TAA Enrollment Form – Enrollment Cost Tab

1 Review the enrollment costs. If applicable, adjust the listed Line Item costs.

To enter line item costs with a mouse, click the calculator icon next to an amount.

Note: If eligible, staff may select additional line items from the Additional Costs drop-down list and Add them.

2 Click Next to save the changes and proceed.



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. If you select the Yes radio button, the system displays current enrollment costs and allows you to go to an external site to explore 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.

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).

TAA Enrollment Form − Financial Aid Tab

3 In the Financial Aid area that displays, select the appropriate Recipient and Status radio buttons.

4 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.

5 If any amounts were entered to budget toward service cost, click Calculate. This adjusts the Total Financial Aid Contribution and New Planning Cost.

Notes: 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.

To delete the financial aid, 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 Here to Select a Budget link. The system displays the applicable budget options / fund streams in a pop-up window based on LWDA/one-stop, customer program group, activity code, service dates, service costs, and the setup for the budget or fund stream.

Note: 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.

TAA Enrollment Form − Enrollment Budget Tab

2 Click the budget link to select it. It will display in the Budget Allocation section.

3 Click the Edit link in the Action column for the Budget item. A pop-up window displays to enter/edit the funded cost.

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.

4 Enter the appropriate Funded Amount, Allocation, or Obligation, as appropriate.

5 Click Save. Changes to the funded amount are redisplayed in the Budget Allocation row.



Note: 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.


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 a Voucher link, keeping in mind that there is not an identified funding stream or entry field for an allocated amount to the funding stream.

1 Review the enrollment, contributions, or any funding costs.

2 If the enrollment cost, contributions, or the fund stream for funding costs are incorrect, click the Back button to return to the correct page to fix them.

3 Click Next. The system calculates new funded and obligated amounts.

TAA Enrollment Form − Enrollment Budget Plan Tab

Note: Changes made to obligations or funding (on the previous tab) are reflected in Obligation fields on this tab.




Closure Information Tab The Closure Information tab is used to complete enrollment. If the activity being added is not a funded service, the enrollment procedure will advance from the Service Provider tab to this Closure tab.

To enter closure data: 1 If the individual has completed the activity, enter the Last Activity Date and Completion Code

status.

2 If the activity requires credential information to be entered, additional required fields will appear for a completion code.

Note: Certain activities will not require credential data to close the activity (e.g., TAA Waiver for Marketable Skills).

3 Add any case notes, as desired, by clicking the Add a new Case Note link.

4 If the activity is ongoing and the individual has not completed it, simply click the Finish button.

TAA Enrollment Form − Closure Information Tab

5 Click Finish to complete the enrollment and return to the updated Programs tab, with the activity listed in the Activities section (as shown in the following figure).

Note: The tab will also now include Closure, Exit/Outcome, and any TAA sub-application links that are configured for your system.



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.

Note: 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.

TAA Bona Fide Application Form The TAA Bona Fide Application form (referred to as a sub-application of TAA) 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.

Note: To be eligible for Additional TRA, individuals must submit a bona fide application within 210 days of the Petition Certification date or Qualifying Separation date, whichever is greater. 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. Policies may even identify a specific first enrollment to be entered, so that the TAA participant can immediately enter the Bona Fide Application while still in the one-stop.

However, your site may be configured to display the Bona Fide Application bar after the Waiver Entry and Training Applications bars on the Program tab.

To create a TAA Bona Fide Application: 1 Click the Create Bona Fide Application link from the Programs tab to display the Bona Fide

Application page.

Programs Tab: TAA Bona Fide Application Link

The Bona Fide Application page displays, including an Individual Signature section.



TAA Bona Fide Application screen

2 Enter the Bona Fide Application date and the training being requested.

Note: You will be able to change the training being requested if you are unsure of your entry at this time. You can also review the other information from this screen. If petition or qualifying separation data are wrong, you can cancel this application and return to the main TAA Application to change that data.

3 Click Save to continue. The system re-displays the Programs tab screen with a link under the Bona Fide Application heading, which indicates the application date and can be used to re-open and edit the existing application.

Programs Tab: TAA Bona Fide Application Link with Application Date



TAA Waiver Entry Form If a TAA-eligible worker is not participating in an approved training program, staff can create a training waiver to preserve their Basic Trade Readjustment Allowance (TRA) or income support. To initiate the waiver protocol, staff first enroll the customer in a TAA Waiver activity service. The service begin/end dates can be flexible, to eclipse the total duration of the waiver review period, for example, so that staff don’t have to create multiple waiver activity services on a weekly or monthly basis.

Note: The TAA service codes in your system might have pre-defined durations that cannot exceed a specified number of days.

Once the waiver activity is created, the TAA Waiver Entry form must be completed monthly to meet federal requirements. Updating the review status is required by defined time periods (e.g., 30 days) and includes entering any changes in the reasons for, or the status of, the waiver.

Note: The TAA Waiver Entry follows an actual enrollment in a waiver activity. Even though the TAA Waiver Entry link displays after application, it should not be used to record waiver activity without enrolling in the 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.

TAA Waiver Entry screen Initial Waiver Entry and Edit/Review Lines after Entry

To create a TAA Waiver Entry Form: 1 Click the Create Waiver Entry link from the Programs tab (directly under the Create Activity table),

which displays the TAA Waiver Entry screen (shown in the figure below).

2 Enter the Waiver Issued Date.



Note: This cannot be greater than 16 weeks from the qualifying separation date. Depending on your privileges, this field may not be modifiable after initial entry.

3 Select the Waiver Reason. This should match the type of waiver activity in which the applicant is currently enrolled.

4 If applicable, select an occupation code.

5 If applicable, enter a case note. 6 Click Save to continue. The system re-displays the Programs tab screen with a link under the

Create Waiver Entry heading, which indicates the waiver issue date, and can be used to reopen and edit the existing Waiver Entry application and the related Waiver Entry reviews.

Programs Tab: TAA Waiver Application Link

To edit reviews in a TAA Waiver Entry Form: 1 Click the Edit Waiver Entry link from the Programs tab screen, which displays the TAA Waiver

Entry screen listing the 26 weeks for required reviews (shown in the figure below).

2 Click the Edit link for the appropriate review date. The Waiver Review Entry form is displayed (shown in the figure below).



Enter the actual review date.

TAA Waiver Entry screen and Waiver Review Entry screen

3 Answer the review questions. Note: When you are completing a waiver with a standard reason (e.g., waiver requirements met

and waiver is still in effect), once it is saved, the Review Status is changed to “Complete” for that review. If you change the status to “Revoked” (since the waiver is no longer in effect), once the revoked status is saved, every subsequent Review Status is changed to Closed (with the same Reviewed Date as the date of the Revoked review).

If you use the Reinstate button to reinstate the waiver, then every Review Status from that one on is changed back to Pending, with the Reviewed date cleared.

4 If applicable, enter a case note. 5 Click Save to continue. The Waiver Review Entry form is re-displayed with the review status and

date changed.

6 Click Save on the TAA Waiver Entry screen to continue. The system redisplays the Programs tab.

TAA Waiver Extenuating Circumstances or Good Cause Reasons A “Good Cause” provision made possible TAA Waiver Reasons for waiver extensions that can be approved (on a case-by-case basis) when there are extenuating circumstances beyond the trade-affected worker’s control for missing his or her training enrollment deadline. This can occur for three possible waiver reasons. The waiver reason controls are activated depending upon:

• Extenuating Circumstances: These Waiver Reason controls are activated when the waiver’s issue date is 1 to 45 days later than the maximum date of the Waiver Issued by Certification, or

Revoking at any review point will close all pending reviews.

Waiver General Information is redisplayed at the top of the screen.



the Waiver Issued by Qualifying Separation Date. Reasons include natural disaster, serious illness, injury, military duty, or improper user notifications

• Maximum Extenuating Circumstances: These Waiver Reason controls are activated when the TAA application petition number attached to the Trade application is between 70000 and 79999 and the waiver’s issue date is 45 to 90 days later than the maximum date of the Waiver Issued by Certification, or the Waiver Issued by Qualifying Separation Date. Reasons include military duty or improper user notifications

• Good Cause: These Waiver Reason controls are activated when the waiver’s issue date is 1 or more days later than the maximum date of the Waiver Issued by Certification or the Waiver Issued by Qualifying Separation Date. Reasons include retirement, health issues, or unemployment compensation-related delays outside of the user’s control.

Waiver Reasons for Extenuating Circumstances or Good Cause

TAA Training Application Form The TAA Training Application form (referred to as a sub-application of TAA) is used to gather required answers to questions about the worker’s suitability and qualification for the training, as well as the school, program, and provider of the training.

Note: 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 requirements.

To create a TAA Training Application: 1 Click the Create Training Application link from the Programs tab screen, which displays the TAA

Training Application screen (shown in the figure below).



TAA Training Application Screen Initial and Edit Approved Training with Provider Area

2 Enter the Training Application Date.

3 Enter the Occupation Goal (use the Search O*NET link).

4 Click Yes or No to answer each of the listed questions.

5 If applicable, enter a case note.

6 Click Save to continue. The system redisplays the Programs tab screen with an Edit Approved Training Application link under the Create Approved Training Application link. The link (which indicates the Approved Training issue date) can be used to reopen and edit the existing Approved Training application (including adding the school/program).



Programs Tab: TAA Approved Training Screen

TAA Closure The Create Closure link appears after the first service is recorded for an individual. However, Case Closure may only be completed when each activity has an actual end date. Staff may use the case closure link (in much the same way as the WIOA Case Closure link is used) to record the following:

• Customer Satisfaction data, if applicable.

• Credential attainment, including diploma attainment, built around federal reporting requirements.

• Employment information prior to customer’s program exit.

To create a TAA Closure: 1 Click the Create Closure link. If all TAA activities are properly closed, the General Info tab of the

TAA Closure form displays (as shown in the figure on the following page).

Note: If there are activities with no actual end date, the TAA Case Closure CANNOT be created. Since credential and diploma information can also be recorded in enrollment records, the TAA Case Closure interface will not be available for data entry when there is an open activity (defined as a valid activity with an actual start date but no actual end date) or a projected activity (defined as having a projected start date, a projected end date, no actual start date, and no actual end date).

If you click Create Case Closure from the Programs Tab and TAA activities are still open, the system displays a pop-up alert similar to the following.

Unable to Create Closure Notification

To continue, staff must click OK to clear the alert, and then manually close each open activity. For details about closing program activities, refer to “Enrollment Closure” in Chapter 6 of this guide. Requirements for closing activities are the same for both programs.

Once a TAA Case Closure is created, a new program activity cannot be created for this enrollment. The TAA Case Closure must be deleted before a new program activity may be recorded.



TAA Closure Screen General Info Tab

2 Review information on the General Info tab, select your office location, and click the Next button. The Credentials tab is displayed (as shown below).

TAA Closure Screen Credentials Tab – N/A and Required Credentials

3 If no information needs to be added, click Next to proceed.

If the individual was enrolled in an activity that led to a credential, and the credential still needs to be entered, enter the required credential information and verification for the individual, and click Next. The Employment tab is displayed (as shown below).



TAA Closure Screen Employment Tab - Top

4 Click the appropriate radio button. If you indicate Yes (the individual entered employment or was recalled to employment by the original employer), then click the Add Employer link. The screen will expand for Employer and Job Information (as shown in the following figure).

TAA Closure Screen Employment Tab – Add Employer

Note: Staff can use this tab to maintain entered employment details. If employment information since program enrollment was previously entered, the system will display this information below the Entered Employment radio button options. If this is the staff member’s first attempt to record employment information, they must click the appropriate radio button.

Clicking Save will save the employer and job information and display it at the top of the tab. It will not close the tab. You can click Add Employer again if applicable (e.g., the individual is working two jobs).



TAA Closure Screen Staff Info Tab

5 Enter the required employer and job information.

Note: You can click the Search Employer link to search for employers registered in the system. If an employer is selected this way, the required employer information will be filled in.

6 Click Save to save the employment record (which displays at the top of the tab).

7 When all employment is recorded, click Next to proceed to the final tab.

Note: The Delete button will be disabled when an Outcome/Exit record exists.

8 Complete any necessary staff information and click Finish.

Note: The Delete button is only available once you have saved this form. By deleting the form, the individual may continue to receive TAA services.

Upon successfully completing the TAA Case Closure form, the system displays the updated Programs tab screen, a sample of which follows:



Updated Programs Screen with TAA Closure link

TAA Enrollment – Reset Options Staff can modify an enrollment activity’s status, provided they have the appropriate privileges. (For details on similar reset options, refer to the “Enrollment – Reset Options” in Chapter 6 of this guide.)

The system provides editing options based on specific line-item privileges in the Administration system that allow staff members to edit TAA activity records. In this capacity, staff may perform the following:

• Re-open a closed TAA activity record

• Reset an activity’s actual end date



• Reset the completion status

• Reset credential attainment status

• Void an activity (except the first federal program enrollment)

Note: Your system may not have the configuration settings in place for these reset options

To complete all or any of these edits: 1 From the individual’s Programs tab screen, click an edit link for the desired TAA enrollment

record.

Note: This topic assumes use of the Edit Wizard tool.

TAA Enrollment Records

2 Starting from the enrollment General Information tab, click Next to access the Closure Information tab.

Viewing a TAA Enrollment Record using the Wizard



3 To reopen the activity (and thus reset the last activity date, completion code, and/or credential attainment status), staff must:

f. Clear the last activity date.

g. Click Select Completion Code, and reselect from the drop-down list to remove/reset the previous Completion Code value.

h. Click No to indicate a credential was not attained (if applicable).

i. Click No – Not Verified if you selected No in the previous step (if applicable).

j. Click Select Credential Received, and reselect from the drop-down list, to remove/reset the previous Credential Received value (if applicable).

k. Click Finish. The system will display the updated Programs tab screen, a sample of which follows:

Note: Some reset menu options may include “Void.” This edit type may NOT be used for the first enrollment service, regardless of the federal program associated. Depending on system configuration, an Administrator may have the rights to change the chronology of the first enrollment service so that the staff member can void that service/activity.

Reviewing Activities to Close

TAA Outcome According to provisions established by the federal government, staff need only create a TAA Outcome or hard exit if the individual satisfies one of the established global exclusions. Otherwise, staff need not complete any forms to initiate the individual’s soft exit from the TAA program.

Note: For more information regarding program exit, refer to “The WIOA Outcome (Hard Exit)” in Chapter 6 of this guide.

To manually create a TAA Outcome: To manually terminate the individual’s participation in the TAA program (i.e., create a hard exit), perform the following steps:

1 Click the Create Exit/Outcome link on the Programs tab (see sample below).



Programs Screen with Create Exit/Outcome Link

The system will check to ensure that all TAA activities have been closed properly. If any remain open, the system will display an alert similar to the following:

Open Activities Alert

2 To continue, staff must manually close out open TAA activity services. For details about closing program activities, refer to “Enrollment Closure” Chapter 6 of this guide. Otherwise, the system will display the Outcome form, similar to the following figure:

TAA Outcome Form

3 Complete the General Information, Exit Information, and Staff Information sections.



4 When finished, click the Save button to secure your edits and return to the updated Programs tab.

Based on your completion of the TAA Outcome form, the system displays an updated link as shown in the following sample figure:

TAA Edit Outcome Link

Note: If the individual is co-enrolled in this program along with others (e.g., WIOA, Wagner-Peyser), you should also ensure that they have equivalent Outcome records created to exit them from those programs.

Deleting TAA Outcomes After creation of an outcome record, it may be possible to delete a TAA Outcome record (depending on your permissions).

To delete the TAA Outcome record: In an instance where a TAA Outcome record needs to be removed after initial creation, the bottom of the outcome screen will include a Delete button.

1 Click Delete at the bottom of the Outcome screen.

Delete Button on the TAA Outcome Screen



2 Click OK on the displayed confirmation box. The Programs tab is redisplayed with the TAA Outcome record deleted (the TAA Closure record will remain).

Note: If the individual is co-enrolled in this program along with others (e.g., WIOA, Wagner-Peyser), you should also ensure that they have equivalent Outcome records deleted if they exist in the other programs.

Using the TRA Payment View The Trade Readjustment Allowance (TRA) View within the TAA program section on the Programs tab is an area for viewing the actual TRA income support payments to the individual who has exhausted unemployment compensation and who is an active participant in the TAA program.

These actual TRA income support payments are not part of the benefits tracked and managed in the other case management components of the Virtual OneStop TAA system. However, staff members can click the TRA Payment View link to view data on TRA payments made to individuals from outside/legacy systems such as the TRA Benefits system.

Note: These benefits are typically imported into Virtual OneStop for this payment view via a digital file received on a quarterly basis. The TRA Payment View may be configured to also allow select staff members in certain state systems to make corrections and enter data through this view when bad data was provided through the digital interface file, without waiting for a new digital file.

To use the TRA Payment View: 1 Click the View TRA Payments link on the Programs tab. The Manage TRA Payments screen is

displayed. The screen includes a link to add TRA Payment records, and a tabular list of any TRA Payment records that already exist (as shown in the example below).

Manage TRA Payments Screen

2 From the Manage TRA Payments screen, you can perform the following tasks:

a. Create a TRA new payment record by clicking the Add TRA Payment link. The TRA Payments Create screen is displayed.

Enter and/or select the TRA payment information, and click Save. The screen redisplays the tabular list and the new record is in the list.

b. View and edit/modify an existing TRA Payment record by clicking the View link in the Action column. The TRA Payments View/Edit screen is displayed. The screen displays the existing record and functions identically to the Create screen.

Enter or edit information for the displayed record and click Save. The screen redisplays the tabular list, and the edited record is in the list.



c. Delete/remove one or more TRA payment records by clicking the checkboxes and then click the Delete link.

Note: Whether you see the screen, or you have access to add, delete, view, or edit records, depends on privileges set for your staff ID by a system administrator.

Some of the fields and requirements of the screen are listed below. Click the help icon for more details, such as definitions of specific fields or controls on the screen.

TRA Payment View for View/Edit a Payment

• Payment Date – Payment dates are critical to TAA reporting and must be provided. Dates are entered in MM/DD/YYYY format; you can also click the calendar icon to select a date, or click the Today link to enter today's date.

• Payment Type – Select a payment type from the drop-down list. Payment types are required in order to identify how specific payments and critical dates are to be reported. Therefore, payment types have been established to meet all reporting requirements for Trade Adjustment Assistance under the Participant Individual Record Layout (PIRL).

• Payment Amount – Enter the amount of the payment in dollars and cents (e.g. 125.46 or 9.67). Payment amounts are used to report Quarterly and Cumulative costs for each of the established reporting requirements.

Documents

7: Programs: Trade Adjustment Assistance Guide_… · process. Programs: Trade Adjustment Assistance VOS Staff Guide ... The application wizard highlights the first step, Intro. A