Wyoming Department of Workforce Services

Business Account Creation

What information do I need before I create my account?

• Social Security number (individuals only,) or Federal Employer Identification Number (all other business forms);
• Unemployment Insurance number;
• Workers' Compensation number;
• Secretary of State number
• Registered with Wyoming at Work
• Business' physical and mailing addresses; and
• Contact person information

I am a Sole Proprietor; I do not have Unemployment Insurance or Workers' Compensation. Can I still get a grant?

Yes. However, you may be required to register to receive Unemployment Insurance (UI) and a Workers' Compensation (WC) numbers to complete the business registration.

How do I get Unemployment Insurance and Worker's Compensation numbers?

Visit the joint UI/WC website and fill out the application. The business will receive both numbers by mail and will need to have those numbers to create an account.

Why do I need a WC or UI number if I am not eligible for the programs?

If you are not eligible for UI or WC, the business will be provided with temporary numbers that will show whether they are in good standing with those divisions. Temporary status will not require any payment or reporting on the part of the business, but must be renewed annually.

I am a Sole Proprietor and the only employee. Can I get a workforce grant?

Yes. To receive a grant you will need to provide a qualifying payroll verification of your hourly wage.

Grant Application

How can I submit a grant application?

Grant applications can only be submitted through an online application and for one training event per application. To submit an application, visit visit here.

What is the Application Due Date Calculator?

Business Training Grant applications can only be accepted if they are submitted 110 days before the scheduled first date of travel and no less than 30 days before the scheduled first date of travel, if applicable, or the start date of training. This is a firm grant requirement with no exceptions. Use the application due date calculator to confirm the date range a grant application can be submitted.

Is there a minimum amount for grant applications?

Applications must be no less than $300 after the business match.

What do I need to send after I submit an online application?

Within 24 hours of grant submittal, the business must submit application documentation using the Wyoming Workforce Development Training Fund coded fax cover sheet. The fax cover sheet can be found prior to clicking the application submit button or when you log on to your business account. Follow the desired application number to the right then click fax cover under the print heading.

When can travel expenses be claimed on the grant application?

Travel expenses can be claimed only if the training takes place in a location other than the city the business is located.

What training and travel expenses be claimed on the grant application?

• Registration, Tuition or Class Fees;
• Other Instructor Fees;
• Required class materials or supplies;
• CEU's, License or Certification fees (that are obtained during the training dates); and
• Instructor / Trainee Travel Expenses: airfare, mileage, meals and incidental expenses, lodging, car rentals and ground transportation.

What is the Message Center?

The message center is an interactive method of communication that is only available through the Workforce Development Training Fund database. Similar to email, it is used to relay messages between the Wyoming Workforce Development Training Fund staff and participating businesses regarding information on individual grant applications. At the time the business registers with our agency the business provides a user email address. Please note that the owner of the user email is responsible for all correspondence through the message center.

When do businesses use the Message Center?

Businesses can also use the message center to send Wyoming Workforce Development Training Fund staff additional information, or questions during the course of the entire grant process (example: changes to the contract such as trainee substitutes or a request to amend the training end date.)

Contracts

Where can I find the contract on the database to download and sign?

You can find the contract on the database by visiting here and logging into your online account using your username and password. Toward the top of the page, under Grant Applications, find your contract number and scroll all the way over to the very far right hand side of the page. You will find the word, Contract. Double-click on contract. Hint: (If you cannot see the word Contract, you will need to reduce your resolution on your computer by using the Ctrl - (minus) button together. To get back to your original resolution, use the Ctrl + button together.)

Who can sign the contract?

The signatory individual whom your business designates on the application is the only one who can sign and date it. This date must be on or after the date the business receives it in the database (not prior to receiving it).

When is the contract signature page required back?

The signature page must be received in our office by mail, before the training start date on your contract. Failing to return the signature page before training starts nullifies the contract and the contract must be cancelled.

Can I make substitutions to the contract?

We can make substitutions up to, and including, the start date on your contract as long as you have requested it in the message center of the database prior to start date and provided us with the pertinent information for that substitute. (e.g. name, ss#, hourly wage, FT or PT, and upgrade or retraining). We cannot remove any trainee from a contract without substituting someone for that trainee.

Can I amend my contract?

We can amend a contract one time only - and only for a new end date. This request must be made in writing, preferably using the message center database stating the reason, and the new end date to amend it. Please follow up by faxing in the new rescheduled documentation showing the new end date from the trainer/facility and new travel dates from an itinerary. The contract must first be fully executed before the Wyoming Workforce Development Training Fund staff can amend the contract.

When do I get my payment to attend the training?

Once the contract is executed with all signatures on the contract, it is sent for payment to the Department of Workforce Services fiscal division. This is when you will receive the 75% of the 60% initial payment.

Final Reports

When do I submit my final report and why do I have to wait so long to submit it?

To ensure the integrity of the program funds, the final report must include a payroll verification of employment for 90 days after the end of training and should be submitted no sooner than 90 days after the end of training and no later than 135 days after the end of training. Furthermore, the WDTF staff cannot log the final report into the database before that 90-day point and it requires special handling for the WDTF staff.

Is there something that tells me what to send in?

Yes. Download the Final Report Checklist.

How do I submit it?

A business can send in a final report by using the coded fax coversheet available online in the business's account under the related contract number, fax the documents to the number on the coversheet.

I don't have a fax machine. Can I submit my report via email?

Yes, you can scan the final report as one document, preferably to cathy.snyder@wyo.gov, using the coded fax coversheet for the associated contract.

What is a proof of payment?

A proof of payment is a document that shows the amount actually paid for an expense, such as a copy of a check or credit card statement.

Why do I need an itemized hotel receipt?

There are many expenses that trainees can charge to their rooms that are not reimbursable by the WDTF. Some of them are:

• Movies;
• Room service (this is reimbursed under M&IE);
• Laundry service;
• Wi-Fi or internet access fees;
• Telecommunications;
• Spa or other hotel amenities not related to the training;
• Liquor; or
• Room upgrades

Why do I need an airline itinerary? What airline expenses are not reimbursable?

• An itinerary is necessary because the WDTF staff needs dates, origin and destination of travel; itemized costs (some expenses are not reimbursable;) travel class, and trainees' names; and
• Travel insurance, seat upgrades, early-bird check-in fees, change fees, and other flight up-charges are not reimbursable.

Can't you just use the documents I submitted with the application?

The documents submitted with the application may be only estimates. The documents submitted with the final report are showing the actual costs and details of the training received.

You ask for an hourly wage, but I am on salary; what do I submit?

Please provide the pay period, gross wages (amount before taxes and deductions) and the hours worked during the period.

Can I submit one summary for all of the trainees on the grant? Why not?

Each trainee needs to submit a short summary or their experience:

• What did you learn? and
• How will the training help me in my job?

Where do I find the coded fax coversheet?

The coded fax coversheet is available in the business online account under the associated contract number.

My training was rescheduled. Now what?

The contract allows one chance to amend the contract and extend the end date only of the contract, but the amendment must be fully executed before the end of the 90-day period following the original training end date. No contract period can exceed one year. No other changes can be amended. Please submit a request through the Message Center and provide documentation to support the new end date, if required.

My training is self-paced and I can't finish my training in the time I thought I could. What do I do?

Please submit an amendment request through the Message Center with your new end date within the 90-day period following the original training end date.

One of the trainees can't go. What are my options?

If the business has a substitute, please send the trainee information through the Message Center before the start of the Training Period.

How will I receive the reminder message?

Reminders to submit the Final Report are sent through the Message Center in the business' online account with the WDTF. Reminders are sent at 90 days following the end of training and again at 120 days and 135 days following the end date if not previously submitted.

More Information

For additional information, please contact us.

• Regarding Business Registration: (307) 777-8917
• Regarding Grant Application: (307) 777-5396
• Regarding Contracts: (307) 777-6075
• Regarding Final Reports: (307) 777-8917