colorado first and existing industry customized job training …€¦ · 11-03-2019 · colorado...

FOR INTERNAL CFEI PROGRAM ADMINISTRATORS

NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION

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Colorado First and Existing Industry Customized Job Training Grant Program

Program Policies and Procedures

FY2019 Policies

FY2020 Policies and Procedures

Effective July 1, 2019

1. The Colorado First (CF) training program

focuses on companies relocating to or expanding in Colorado and provides funds only

for net new hires.

Ref.: CFEI FY19 Fact Sheet

The Colorado First (CF) customized training

grant program focuses on companies relocating to or expanding in Colorado and in

need of training workers with the skills necessary to increase their productivity, to

increase their wages, and to reduce their need for public support.

2. Colorado First grants are intended for net new hires

only. Net new hires are permanent, full-time (32 hours/week+) employees hired within the previous

12 months from the date of the application. “Net

new hires” pertains to job growth, not replacements. Any net new hires funded during the

previous fiscal year are not eligible for Colorado First training funds in subsequent years.

Ref.: FY18 Summary Policies and Procedures (email 5/11/17)

The CF program provides training funds only for net

new hires with full-time (32+ hours/week) permanent (regular) or for full-time temporary

employees intended for permanent (regular)

employment.

“Net new hires” pertains to job growth, not replacements.

CF-funded employees may be counted in a grant if first hired within the previous 12 months from the

date of the application through the initiation of training.

Net new hires funded during the previous fiscal year

are not eligible for Colorado First grant funds in

subsequent years.

3. The Existing Industry (EI) training program

focuses on providing assistance to

established Colorado companies in order to remain competitive within their industry,

adapt to new technology, and prevent layoffs.

Ref.: Ref.: FY19 CFEI Fact Sheet

The Existing Industry (EI) customized

training program focuses on providing

assistance to established Colorado companies in order to remain competitive within their

industry, adapt to new technology, and prevent layoffs. The EI program provides

training funds only for current permanent (regular), full-time (32+ hours/week)

employees.

4. Grant funded training must be for permanent, full-time (32 hours/week), non-seasonal, non-retail

employees eligible to work in the U.S. who have

significant career opportunities and require substantive instruction.

Ref.: FY19 CFEI Fact Sheet

All grant-funded training must be for full-time (32 hours/week), non-seasonal, non-retail employees

who have significant career opportunities, require

substantive instruction, and are eligible to work in the U.S.



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5. The CFEI grant program will consider applications

from all industries.


No change

6. Both for-profit companies and 501(c)(3) organizations are eligible for funding.


No change

7. Application, Training, and Reporting Calendar:

Round 1 applications due to State August 3, 2018; training completion January 31, 2019; final reports

due February 15, 2019.

Rolling Application Period: Applications may be submitted between August 4, 2018 and April 1,

2019; training completion May 31, 2019; final

reports due two weeks after training completion

Ref.: FY19 Grant Application Calendar; email announcement 6/22/18

Application, Training, and Reporting Calendar:

The CFEI Program will observe one rolling application Period.

Applications may be submitted between July 1,

2019 and April 1, 2020

Training must be completed by May 31, 2020.

A hard closeout is required for each grant.

Final reports are due two weeks after training

completion.

8. Awards are contingent upon available funding.

Ref.: Email announcement 6/22/18

No change

9. Applications will be reviewed on a first come, first served basis.


No change

10. CCCS/OEDIT will provide grant approval or denial

notification within 2 weeks of the application submission date.


CCCS/OEDIT will provide grant approval or denial

notification approximately two weeks after date of application submission to the State.

11. Applications are reviewed on a competitive basis.

Factors considered are: customized job enhancing skills / number of learners / college training

participation / state geographic representation /

industry diversification / projected wage levels. Examples of competitive training skills include: Lean

manufacturing / information technology, such as SQL, HTML, JQuery, etc. / advanced financial

analysis / quality management / welding / precision

machining / bioscience

Examples of non-competitive trainings skills include: new employee orientation / MS Office / basic

customer service / time management / general administration / marketing


Training must be customized to specific company

needs and related to substantive resume-building and transferable skills.

Disallowed training includes company orientation as well as non-customized training available at local

colleges, workforce centers, and public service providers.

12. Rolling application period: Applicants must use the

FY19 application narrative dated August 6, 2018

Applicants must use the most recent FY2020

application narrative and Excel workbook templates



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and the FY19 wage information and budget

workbook dated 7-2-2018.

Ref.: Email notification 8/8/18

released by the State administrators. Applications

submitted with previous versions will not be

accepted.

13. N/A Companies with multiple geographic locations may receive grants at each location if each location has a

different Federal Employee Identification Number

(FEIN)

14. Companies may apply for only one program in

round 1 and both programs in the rolling application

period.


Companies may apply for more than one grant and

for both programs within the same fiscal year.

15. Requested training funds are capped at

$150,000.00 per application; total training funds are

capped at $200,000.00 per company per year.


No change

16 Existing Industry applications will be considered every other year (i.e., EI funds awarded FY19, no

application FY2020, apply for FY 2021.) Companies awarded EI funds in FY17 may apply in FY19.

Companies awarded EI funds in FY18 may apply in FY20.


Colorado First applications may be submitted every year.

Existing Industry applications may be submitted

every other year (e.g., EI funds awarded FY2020, no application FY2021, apply in FY2022.)

17. The Colorado First per learner amount is $1,400 per

learner per year.

The Existing Industry per learner amount is $1,200

per learner per year.

Ref.: FY2019 CFEI Fact Sheet and CF and EI

Policies and Procedures

No change

18. Companies must pay an average hourly wage of at

least $13.00/hour in urban counties and at least minimum wage in rural counties.

Ref.: CF and EI Policies and Procedures documents in application

No change

19. Learners may not be duplicated across grants within

the same fiscal year. Exception: Colorado First learners funded in a

rolling application period may be trained in a subsequent approved Existing Industry grant in the

same fiscal year.

Ref.: FY2019 CF and EI Policies and Procedures

documents in application

No change

20. Total grant award includes an 8% administration

fee that is retained by the administering college

(minimum $1,000 and maximum $8,000). Exception: Cluster grants allow a 10%

Total grant awards include an 8% administration

fee that is retained by the administering college,

with a minimum of $1,000 and a maximum of $12,000.



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administration fee.

Ref. CF and EI Grant Policies and Procedures documents in the application

Exception: Cluster grants allow a 10%

administration fee.

21. A maximum 47% markup for professional services will be allowed on specified direct training costs

upon submission and approval of a percentage

request with rationale; and an 8% admin fee will be applied to the direct training costs total.

See CFEI FY 2019 Professional Services Guidelines

and Percentage Sheet

- Or - Colleges may continue to include a breakdown of

professional services costs in the direct training costs miscellaneous worksheet. The worksheet must

be submitted with the application

Ref.: FY2019 CFEI Professional Services Guidelines

No change

22. Companies applying for and receiving Existing Industry program funds must offer health

insurance to employees. Colorado First

applicants are not required to offer health insurance if the company has been in business

fewer than three years.

Ref.: FY19 Fact Sheet

Required health insurance policy eliminated

23. OEDIT Financial Requirements document for EI applicants:

For the past 2 fiscal years, companies must submit

year-end balance sheets and income statements

OEDIT FY 2018 Company Financial Information

Form (CFEI internal website)

As part of the application process, EI company applicants must complete and submit a company

financial information form to the Office of Economic Development and International Trade for approval.

The FY 2020 EI Applicant Financial Information submission form is available on the CCCS CFEI

internal website.

24. All training must be customized and there will also be continued emphasis on resume building

“transferable skills.” We will evaluate the requests for soft/essential workplace skills that tie directly to

the success of harder skills training. Describe why it is essential to the business success in the grant

application narrative. (1 essential workplace

training per minimum of two transferable resume building skills training).

Ref. FY18 Summary Policies and Procedures (email

5/11/17) and FY19 Summary Policies and

Procedures (email 5/18/18)

Companies may apply for funding for both essential/non-technical and hard/technical skills as

needed.

(The 2:1 hard/technical skill to 1 essential/non-technical skill ratio requirement has been

eliminated.)

25. Revised Trainee Affidavit:

POLICY ANNOUNCEMENT: A minimum of 75% training attendance is required beginning Round 2

in order for a company to receive training cost

reimbursement. (PPT slide 24)

A formal 75% attendance policy will not be

implemented in FY2020. The CFEI state program administration team will explore attendance tracking

and reporting solutions and alignment to

reimbursement in FY2020 for FY2021.



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Ref.: Email 9/8/17 - CFEI Policy and Procedure

Information/Announcements, BISnet Meeting Sept. 7

26. CFEI college representatives must observe a minimum of one training per grant application.

Ref.: Summary F&2018 Policies and Procedures (email 5/11/17)

The 8% administrative fee is to support the

college’s indirect costs to administer the grant,

including accounting, monitoring, fiscal, and other indirect costs.

Ref.: CFEI Fiscal Procedures and Guidelines (5-

2016)

All CFEI-funded trainings must be closely monitored by the college representative(s) to ensure effective

training development and implementation as well as

grant compliance. College representative(s) are required to

complete and submit a monthly training status

report to the State;

personally visit at least one training per grant if

training is company/internal-provided; and

report any training development and/or

implementation concerns to State program administrators.

27. N/A A completed customized curriculum outline with

training topics, competencies/skills, and assessment methods must be kept on record by the college for

one year and available for State review upon request.

28. N/A Evidence of reimbursements/payments for all grant-

funded expenditures must be kept on record by the college for one year.

Evidence includes, but is not limited to,

Contracts,

Paid invoices,

Materials purchase receipts,

Travel documentation/receipts,

Payroll information,

Training certification/exam cost receipts, and

Customized curriculum outlines.

Please reference the minimum required evidence listing provided by State program

administrators.

Spot checks by State program administrators will be

conducted throughout the year to ensure evidence is on record.

29. Companies must contribute a minimum of 40% cash or in-kind to the total costs of grant-funded training.


Forty percent of cash or in-kind contributions must be related to company expenditures and may

include learner time (salary/fringe), management

time spent on implementing training (salary/fringe), materials (purchases), and leased/rented equipment

required to implement training (reflected on training budget).



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Expenditures mean actual purchases of items,

consumption of inventory, or documented lost

revenue.

Companies should be encouraged to participate with in-kind contributions of training space, training

equipment, training supplies, and technical assistance.

30. N/A If training is developed/customized and/or provided

by an employee internal to the company applicant, a simple statement reflecting their position, role,

and qualifications/experience must be included on

the application.

If the curriculum developer and/or trainer are not identified at the time of application submission to

the State, the company must provide the above information to the CFEI college representative (for

grant records) when the appropriate staff has been

identified (prior to development or training activity).

31. If training provider is a consultant, a cost estimate

must be obtained prior to submitting the

application.

Ref.: FY18 Summary Policies and Procedures (email …); FY18 application template

If training is provided by a 3rd party vendor, a

detailed training cost quote must be submitted with

the grant application.

32. Complete individual affidavits must be scanned and

electronically submitted as part of the grant Closeout paperwork.

Ref.: CF and EI Policies and Procedures documents

in application; CFEI Fiscal Procedures and

Guidelines

Complete individual training affidavits with training

participant signatures must be scanned and electronically submitted as part of the grant

Closeout paperwork.

Original signatures, verified by the company

representative’s signature on the State’s official affidavit form are the only allowable means to verify

that an individual participated in approved training.

Exception: In the case of grants with a very high

number of learners, a Learning Management System (LMS) may be used to track training participation.

Prior to LMS use, a sample of the LMS must be provided to State program administrators for LMS

content approval. The LMS documentation submitted in the final reporting information must be

accompanied by a signed verification form (supplied

by State program administrators.)

33. Learner profiles must be completed and submitted

for all participating learners.


in application

No change

34. Federal or state mandated training (e.g.

Occupational Safety and Health Administration

No change



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(OSHA) / Commercial Driver’s License (CDL) is not

eligible for grant funding.


in application

35. An on-site company visit by the Office of Economic

Development and International Trade (OEDIT) and

the Colorado Community College System (CCCS) program administrators is required.


in application

No change

36. Grant-funded activities, including curriculum development and training, may not begin until the

training application has been approved by the State administrators.


No change

37. Training must be completed within the specified

(published) grant period.


No change

38. Grant extensions are discouraged. In rare

circumstances, a grant extension may be approved to complete training. In this case, if the required

Closeout paperwork is not received in a timely manner, the company may be ineligible to receive

the grant funds.


in application, email announcement 6/22/18

No change

39. Original, approved training budgets may be revised a single time. Changes to the original, approved

training budget must be submitted on a new training budget form and approved by the state

program administrators prior to implementing any changes in training. Thorough planning up front is

necessary to avoid training and budget revisions.


in application

Original, approved training budgets may be revised a single time. Changes to the original, approved

training budget must be submitted on a new training budget form for approval by the state

program administrators prior to implementing any changes in training. Thorough planning up front is

necessary to avoid training and budget revisions.

Revised budgets may not exceed the original, approved grant amount.

40. Departures from the original, approved training plan may reduce the amount of a grant award. If a

smaller number of employees participate in the training, or if the actual training cost is lower than

the cost on the original, approved training budget, funds must be returned to the state via the final

report.


in application

No change



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41. Unused funds will be pulled back to CCCS for

redistribution to new companies in future rounds.

Ref.: Summary FY2018 Policies and Procedures

(email 5/11/17)

Unused grant funds will be pulled back to CCCS for

redistribution.

42. Disallowed Expenses:

Certification exam fees

Ref.: FY19 Training Budget – Disallowed Expenses spreadsheet

Training certification exam fees are allowable.

The CFEI program will allow grant funds to be used for training certification exam fees with the

following parameters: One exam attempt will be reimbursable.

Exam fees must be expensed within the

published training period.

The exam must be completed within the

published grant period.

Expense backup documentation must be kept on

record by the company and the representing college.

43. Disallowed Expenses:

Trainer incentives, gifts

Learner incentives, gifts

Ref.: FY19 Training Budget – Disallowed Expenses spreadsheet

Gifts, incentives, and bonus costs, for any party involved with grant planning, implementation,

participation, or administration, may not be included

in CFEI grant budgets.

44. The Colorado First and Existing Industry Customized

Job Training Grant Program and its grantees are subject to program compliance and auditing.

Ref.: FY19 CF Policies and Procedures documents

in application

No change

Disallowed Costs Ref.: FY19 Training Budget Workbook Disallowed Expenses spreadsheet

Training expenses incurred prior to grant approval notification

No change

Capital equipment No change

Computers and associated equipment purchases No change

Non-customized curriculum/development No change

Certification exam fees To be removed – see certification exam fees allowance policy above

Food and beverages No change

Outreach and/or promotional items No change

N/A Gifts, incentives, and bonus costs, for any party involved with grant planning, implementation, participation, or administration, may not be included in CFEI grant budgets.

Trainer incentives, gifts To be removed - see above

Learner incentives, gifts To be removed - see above

Training-related A/V equipment purchases No change

Ceremony-related items No change



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Definitions

Trainer Time Direct cost associated with trainer’s training set-up, delivery, and tear-down time Ref.: Training Budget – Definitions and Instructions

Trainer Instruction Time: Trainer time may include: Instructional delivery Setup/teardown time Two hours per training per day for training preparation

(lesson planning, materials prep, assessment prep, etc.)

N/A Trainer Travel Time: Direct costs associated with trainer’s travel time to and from training site – if daily RT exceeds 60 minutes



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Colorado First and Existing Industry

Customized Job Training Grant Program

Fiscal Policies and Procedures

FY2019 Procedures and Guidelines

FY2020 Policies and Procedures Effective July 1, 2019

1. Grant Awards

Colorado First and Existing Industry Training Grants

are comprised of funds to support the direct costs of

a company’s approved training plan plus an administrative fee that equals eight-percent (or

minimum $1,000) of the grant awarded to deliver training. The total grant award figure that is

included in all grant award paperwork includes the

grant funds to support the approved training plan plus the college’s 8% administrative fee.

The following rules and procedures apply to the

award, payment, and fiscal accountability

procedures for all Colorado First and Existing Industry customized training grants:

A. When the College delivers training, it is

responsible for paying all applicable direct costs for curriculum development, instruction, materials, and

any travel or miscellaneous training costs from the

grant funds. (Please see below for descriptions of allowable costs related to grant-funded training.)

The following procedures apply for all grants in which the college is the training vendor as well as

grant administrator:

Receipts incurred for all grant-funded training

expenses must be retained by the college. The 8% administrative fee is to support the


including accounting, monitoring, fiscal, and other indirect costs. Other than the 8%

administrative fee, no grant funds may be used for any purpose that is not a direct cost of

delivering training, as outlined in the approved

training budget. Only direct costs for developing and delivering

training may be paid out of grant funds – any of

the college's administrative or indirect costs must be paid for with its administrative fee

and/or other resources that are not associated

I. Grant Awards

Colorado First and Existing Industry Training Grants

are comprised of funds to support the direct costs of

a company’s approved training plan plus an administrative fee that equals 8% (minimum

$1,000, maximum $12,000) of the grant awarded to deliver training. The total grant award figure that is

included in all grant award paperwork includes the

grant funds to support the approved training plan plus the college’s 8% administrative fee.

The following rules and procedures apply to the

award, payment, and fiscal accountability

procedures for all Colorado First and Existing Industry customized training grants:

A. When the College delivers training, it is

responsible for paying all applicable direct costs for curriculum development, instruction, trainer travel

time, materials, and any travel, or miscellaneous

training costs from the grant funds. (Please see below for descriptions of allowable costs related to

grant-funded training.) The following procedures apply for all grants in which the college, or a

contractor hired by the college, is the training

provider as well as grant administrator: Only direct costs for developing and delivering

training may be paid out of grant funds – any of

the college's administrative or indirect costs must be paid for with its administrative fee

and/or professional services percentage and/or other resources that are not associated with the

Colorado First or Existing Industry grant

programs. The minimum required grant expense evidence

for all grant-funded training expenses must be

kept on record by the college and the company for one year. (See CFEI Minimum Required Grant Expense Evidence document.)

The 8% administrative fee is to support the




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with the Colorado First or Existing Industry

programs.

B. When the company or an outside vendor is delivering all the training – i.e. a Pass-through Grant – the college shall enter into a service agreement with the company, thereby remitting the entire

grant amount – minus the college’s 8%

administrative fee – to the company to pay for the direct costs of training. The following fiscal

procedures apply: Only eligible direct costs (see below) may be

paid with grant funds. For pass-through grants,

it is the company’s responsibility to pay any outside vendors for direct training costs;

however, appropriate contracts or other fiscal

agreements should be in place before grant funds are paid to a third-party.

The college may choose the method of paying

the company for training, per its fiscal procedures and the terms of the service

agreement with the company grantee; however,

payment should not be made without appropriate expense documentation and

receipts. The company must maintain all receipts and

submit copies to the college, as requested.

If the college completes any work for the

company grantee in a pass-through grant, the college must have a signed contract or similar

signed service agreement in place with the

company and submit an invoice to the company for payment for any allowable services

rendered. Without a signed contract and invoice, the college may not collect or retain any

grant funds other than its 8% administrative

fee. The college is responsible for monitoring

training, preparing Closeout paperwork, and

completing any miscellaneous administrative duties. Other than the 8% administrative fee,

no additional grant funds are available to the college to complete these administrative duties.

C. If the delivery of the approved training plan is split between the college and the company and/or

an outside vendor – i.e. a Split Delivery Grant – the college must adhere to the procedures outlined in

including accounting, monitoring, fiscal, and

other indirect costs.

Colleges submitting CF and EI training

applications may include a margin of up to 47% on specified direct training costs for professional

services. Professional services percentages must be approved by State program

administrators. Refer to the CFEI College Professional Services Guidelines for policies,

application instructions, and percentage request

and approval information.

B. When the company or a 3rd party vendor is delivering all the training – i.e. a Pass-through Grant – the college shall enter into a service agreement

with the company, thereby committing the entire grant amount – minus the college’s 8%

administrative fee – to the company to cover the direct costs of training. The following fiscal

procedures apply: Only eligible direct costs (see below) may be

paid with grant funds. For pass-through grants,

it is the company’s responsibility to pay any

outside vendors for direct training costs; however, appropriate contracts or other fiscal

agreements should be in place before grant funds are paid to a third-party.

The college may choose the method of

reimbursing the company for training, per its

fiscal procedures and the terms of the service agreement with the company grantee; however,

payment should not be made without appropriate expense documentation and

receipts. The company must maintain all back-up

documentation and submit copies to the college,

as requested.

The minimum required grant expense evidence

for all grant-funded training expenses must be kept on record by the college and the company

for one year. (See CFEI Minimum Required Grant Expense Evidence document.)

The college is responsible for monitoring

training, preparing Closeout paperwork, and

completing any miscellaneous administrative duties. Other than the 8% administrative fee,

no additional grant funds are available to the college to complete these administrative duties.

Professional services percentages do not apply to company-provided or 3rd party vendor-

provided training.

C. If the delivery of the approved training plan is

split between the college and the company and/or



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Part A for the training it is delivering and to the

procedures in Part B for the training that is being

delivered by the company and/or outside vendors.

an 3rd party vendor – i.e. a Split Delivery Grant – the

college must adhere to the procedures outlined in

Part A for the training it is delivering and to the procedures in Part B for the training that is being

delivered by the company and/or 3rd party vendors.

2. Closeout Process

The following procedures apply to the close out process and determination if the grant was

successfully completed. Procedures apply to all Colorado First and Existing Industry grants:

At the completion of training, and no later than

July 31 of the current fiscal year, official

paperwork must be submitted by the college to CCCS documenting training.

The college officials’ signatures on the Final

Report and Financial Data Form certify that the conditions of the grant were met and funds

were properly expended. Original signatures, verified by the company

representative’s signature, on the state’s official

affidavit form are the only allowable means to

verify that an individual participated in approved training and must include approved

identification number. If fewer employees participated in training than

were proposed, verifiable by a signed affidavit,

funds must be returned to the state. In such

circumstances, funds shall be reimbursed on a pro-rated basis, calculated by the grant funds

awarded per trainee for whom training was proposed but not delivered. If actual training

costs are less than the amount awarded per trainee, the excess grant funds shall be returned

to the grant pool via CCCS. The 8%

administration fee shall be retained by the administering college, regardless of the number

of trainees who ultimately participated in training.

II. Closeout Process

The following procedures apply to the close out process and determination if the grant was

successfully completed. Procedures apply to all Colorado First and Existing Industry grants:

At the completion of training, and no later than

the published Closeout deadlines, official

paperwork must be submitted by the college to CCCS documenting training.

The college officials’ signatures on the Final

Report and Financial Reporting Form certify that the conditions of the grant were met and funds

were properly expended. Original signatures, verified by the company

representative’s signature on the State’s official

affidavit form, are the only allowable means to

verify that an individual participated in approved training.

Exception: In the case of grants with a very high number of learners, a Learning

Management System (LMS) may be used to

track training participation. Prior to LMS use, a sample of the LMS must be provided to State

program administrators for content approval. The LMS documentation submitted in the final

reporting information must be accompanied by a signed verification form (supplied by State

program administrators.)

If fewer employees participated in training than

were proposed, verifiable by a signed affidavit, funds must be returned to the State. In such

circumstances, funds shall be reimbursed on a pro-rated basis, calculated by the grant funds

awarded per learner for whom training was

proposed but not delivered. If actual training costs are less than the amount

awarded per learner, the excess grant funds

shall be returned. The 8% administration fee shall be retained by the administering college,

regardless of the number of learners who ultimately participated in training.

Grants that are not accomplished and are

refunded in total back to CCCS earn the

associated college 2% of the approved requested funds. (Extenuating circumstances:

If college expenses are higher than the 2%, documentation/business plan must be submitted

for review).



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3. Allowable Costs

The following direct costs are eligible to be paid for by funds awarded from the Colorado First or

Existing Industry program. Appropriate receipts must be retained in order to document eligible

expenses:

Curriculum Development: Payment for actual time

spent by college staff and/or company representatives and/or outside vendors to plan,

design, and evaluate approved training curricula. Telephone, supplies, and other direct costs explicitly

incurred in developing training curricula are eligible

grant expenses. All curricula must be customized for the company.

Instructor Costs: Wages and pro-rated benefits for

college instructors and/or trainers on a company or training vendor’s payroll that are delivering

instruction to trainees are eligible costs. The cost of

time lost to other projects is not a reimbursable expense. Consultants’ hourly or daily charges for

instruction apply here.

Training Materials: Direct costs for training-specific

materials – e.g. production of texts, handouts, and audio-visual aids (paper, overhead transparencies,

binding, etc.) Textbooks may be included in training materials only if they are used to enhance a

larger, customized curriculum. No materials costs

that were included in the direct costs of “Curriculum Development” may be reimbursed in this line item.

Instructor Travel: State travel and per diem

allowances, per state fiscal rules, for travel directly related to developing curriculum and/or delivering

training. Reimbursable travel expenses may not be

included in the line items for “Curriculum development” or “Instructor costs.” Receipts must

be maintained for all out-of-state travel costs submitted for reimbursement by the customized

training programs. Documentation must be

provided for travel claimed within Colorado. No travel costs that were incurred in the preparation of

the grant are eligible for reimbursement. No trainee travel costs may be reimbursed from the grant.

Miscellaneous Costs: Additional costs that are direct

costs necessary to deliver training. Monitoring,

fiscal, administrative, or other indirect costs may not be claimed here. No material, curriculum

development, travel, or instructor costs may be included in this line item.

III. Allowable Costs

The following direct costs are eligible to be reimbursed by funds awarded from the Colorado

First or Existing Industry grant program. Appropriate back-up evidence must be retained in

order to document eligible expenses:

Curriculum Development/Customization:

Payment for actual time spent by college staff and/or company representatives and/or outside

vendors to plan, design, and evaluate approved training curricula. All curricula must be customized

for the company.

Trainer Time:

Instructional contact hours (Wages and pro-rated benefits for college instructors and/or

trainers on a company or training vendor’s payroll that are delivering instruction to learners)

Setup/teardown time

2 hours per training per day for training preparation (lesson planning, materials prep,

assessment prep, etc.

Trainer Travel Time:

Travel time to and from training location – if trainer daily travel exceeds 60 minutes RT

Training Materials: Direct costs for training-specific

consumable materials – e.g. production of training

manuals, participant guides, handouts, and audio-visual aids and related supplies. Textbooks may be

included in training materials only if they are used to enhance a larger, customized curriculum. No

materials costs that were included in the direct costs of “Curriculum Development” may be reimbursed in

this line item.

Trainer Travel: State travel and per diem

allowances, per State travel fiscal rules, for travel directly related to developing curriculum and/or

delivering training. State rules can be found here:

https://www.colorado.gov/pacific/osc/travel-fiscal-rule.

Travel reimbursements include, but are not limited

to: per diem, mileage, airfare; car rental; hotel receipts; ground transportation, parking, and toll

road; receipts necessary only if over $25.00.

Lodging is capped at $175.00 per night.

https://www.colorado.gov/pacific/osc/travel-fiscal-rule




of 15 March 11, 2019

When making payments for eligible direct costs outlined in the approved training budget, the

following procedures apply:

The college, company, and any third-party

vendors must retain receipts for all direct costs of training that are purchased with state grant

funds.

The company must retain receipts for all direct

costs of training that is part of the company’s cash contribution to the approved training plan.

For all eligible travel expenses, travel must

conform to state fiscal rules and documentation must be retained.

Reimbursable travel expenses may not be included

in curriculum development, trainer time, trainer

travel time, materials, or miscellaneous line items.

Expense back-up documentation must be maintained for all travel costs submitted for

reimbursement per State fiscal rules.

No travel costs that were incurred in the preparation

of the grant are eligible for reimbursement.

No grant-funded learner travel costs may be reimbursed from the grant.

International travel included on applications will be reviewed on a case-by-case basis.

Miscellaneous Costs: Additional costs that are direct

costs necessary to deliver training. May include professional services. Monitoring, fiscal,

administrative, or other indirect costs may not be

claimed here. No trainer, curriculum development, trainer time, trainer travel time, training materials,

or travel costs may be included in this line item.

When making payments for eligible direct costs

outlined in the approved training budget, the following procedures apply:

College, college contractor, company, and third-

party vendors must retain, for one year from the date of State approval of the final report,

back-up documentation for all direct costs of training that are purchased with state grant

funds.

The company grantee must retain, for one year

from the date of State approval of the final report, back-up documentation for all direct

costs of training, including that which is part of the company’s cash contribution to the

approved training plan.

See the CFEI Minimum Required Grant

Expense Evidence document for required back-up documentation.



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CFEI Minimum Required Grant Expense Evidence

Training Provider

College College Contractor 3rd Party Vendor Company/Internal

Curriculum Development/ Customization

Agreement between college and developer if applicable; invoices paid by college to trainer; payroll information if applicable

Contract between college and contractor; invoices paid by company to contractor if applicable; invoices paid by college to contractor

Contract between vendor and company; invoices paid by company to vendor; invoices paid by college to company

Payroll breakdown of grant activity hours: dates, hours spent, rate (including fringe benefits)

Trainer Instruction Time

Agreement between college and trainer if applicable; invoices paid by college to trainer; payroll information if applicable




Trainer Travel Time

Agreement between college and trainer if applicable; invoices paid by college to trainer; payroll information if applicable




Training Materials

Receipts, paid invoices Receipts, paid invoices Receipts, paid invoices Receipts, paid invoices

Trainer Travel Expenses

Per State fiscal rules https://www.colorado.gov/pacific/osc/travel-fiscal-rule Travel reimbursements include but are not limited to: per diem, mileage, airfare; car rental; hotel receipts; ground transportation, parking, and toll road; receipts necessary only if over $25.00




Miscellaneous Contract, receipts, paid invoices, payroll information; certification/exam fees paid invoices; certification/exam fees paid invoices

Contract, receipts, paid invoices, payroll information; certification/exam fees paid invoices



Professional Services

Approved percentage backup

Approved percentage backup

N/A N/A









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