FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 1 of 15 March 11, 2019
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.
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 2 of 15 March 11, 2019
5. The CFEI grant program will consider applications
from all industries.
Ref.: FY2019 CFEI Fact Sheet
No change
6. Both for-profit companies and 501(c)(3) organizations are eligible for funding.
Ref.: FY2019 CFEI Fact Sheet
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.
Ref.: Email announcement 6/22/18
No change
10. CCCS/OEDIT will provide grant approval or denial
notification within 2 weeks of the application submission date.
Ref.: Email announcement 6/22/18
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
Ref.: FY19 CFEI Fact Sheet
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
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 3 of 15 March 11, 2019
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.
Ref.: Email announcement 6/22/18
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.
Ref.: Email announcement 6/22/18
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.
Ref.: FY2019 CFEI Fact Sheet
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.
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 4 of 15 March 11, 2019
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.
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 5 of 15 March 11, 2019
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.
Ref.: CF and EI Policies and Procedures documents in application
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).
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 6 of 15 March 11, 2019
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.
Ref.: CF and EI Policies and Procedures documents
in application
No change
34. Federal or state mandated training (e.g.
Occupational Safety and Health Administration
No change
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 7 of 15 March 11, 2019
(OSHA) / Commercial Driver’s License (CDL) is not
eligible for grant funding.
Ref.: CF and EI Policies and Procedures documents
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.
Ref.: CF and EI Policies and Procedures documents
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.
Ref.: CF and EI Policies and Procedures documents in application
No change
37. Training must be completed within the specified
(published) grant period.
Ref.: CF and EI Policies and Procedures documents in application
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.
Ref.: CF and EI Policies and Procedures documents
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.
Ref.: CF and EI Policies and Procedures documents
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.
Ref.: CF and EI Policies and Procedures documents
in application
No change
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 8 of 15 March 11, 2019
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
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 9 of 15 March 11, 2019
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
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 10 of 15 March 11, 2019
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
college’s indirect costs to administer the grant,
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
college’s indirect costs to administer the grant,
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 11 of 15 March 11, 2019
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
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 12 of 15 March 11, 2019
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).
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 13 of 15 March 11, 2019
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.
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 14 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.
FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 15 of 15 March 11, 2019
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
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 Travel Time
Agreement between college and trainer 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)
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
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
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
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
Contract, receipts, paid invoices, payroll information; 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