Tegl 14-18

formally document that UI wage data is not available and begin collection of
supplemental wage infonnation.
For grantees that the Department will be conducting UI wage matching on their behalf,
the Department will ensure non-duplication of individuals through reporting of
supplemental wage info1mation and UI wage records, by ensuring that individuals with
SSNs will have their supplemental wage data be included in the performance indicator
calculations such that there will not be duplication of earnings for unique individuals.
The optimal time to collect supplemental wage information is as soon as possible
following the close of the second and fourth full quarters after exit. In general, the
Department recommends the grantees remind participants before program exit that either
their employers or they themselves may be contacted to obtain continuation of
employment status, earnings, occupational coding of employment, any credential attained
post-exit, and to explain the expected timeframe for those follow-up contacts. While this
reminder is applicable to all participants, it is especially important for those participants
for whom Ul wage data will not be available.

Table 1, below, summarizes the times at when data match or supplemental wage data are to be
collected.
Tabll' l: Timclinc for Con11ncndng Data Colkction fo1· Emplo~ llll'nt-Rdatccl
Pcrfon11ancc lndica1ors
Performance Indicator

VI Wage Data Becomes Available

Collection of Supplemental Wage
Information May Be2ina

Employment Rate- 2 nd
Quarter after Exit
During 3n1 or 4d, quarter after exit
Beginning 3n1 quarter after exit
(includinl? Title I Youth)
Employment Rate - 4ch
During 5 th or 61h quarter after exit
Quarter after Exit
(1 st or 2 00 quarter, next program
Beginning 5d• quarter after exit
(includin2 Title I Youth)
year)
Median Earnings - 2 nd
During 3rd or 4d, quarter after exit
Beginning 3"' quarter after exit
Quarter after Exit
Credential Attainment During 2 nd or 3rd quarter after exit
Beginning 2nd quarter after exit
within 1 Year after Exit
a For individuals for whom the grantee knows or anticipates VJ wage data will not be available (such as those
participants for whom there is no SSN available, or for participants receiving entrepreneurial or self-employment
training), Grantees should begin collecting supplemental wage information as close to the refere11ce period as
possible.

Participants who provide a SSN and have exited a program, but for whom information is
not yet available, are not included in performance calculations until such data
subsequently become available. The Department expects that UI employer tax record
data for these indicators will generally be available at the time of reporting, since the
Department has built in a two-quarter lag (as described below) into the reporting periods.
This allows time for all data to be made available for reporting participant exit and direct
UI wage record match, as well as for obtaining supplemental wage information if a direct

Appendix VI

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UJ wage record match, or Federal or military employment record. 10 In order to ensure
data are available and reported consistently for all participants, UT data should be
reported four quarters after exit for second quarter wage and employment information,
and six quarters after exit for fourth quarter information. This allows for a one-quarter
lag in the reporting of UI wages by employers and an additional one-quarter lag for
reporting by the core programs.
Example: If a participant exited the program between July 1, 2016 and September 30,
2016 (first quarter of program year (PY) 2016), the participant is not included in the
Employment Rate- Second Quarter After Exit until the quarterly report for the quarter
ending September 30, 2017 (first quarter of PY 2017) and the annual repo11 for PY 2017
for the period ending June 30, 2018.

To ensure data are collected to satisfy required reporting timelines, particularly for those
programs reporting on a quarterly basis, grantees may decide to conduct supplemental
wage info1mation follow-up more frequently than quarterly, as more frequent follow-up
may be more convenient or cost efficient. For example, the program could conduct
continuous, ongoing, or monthly follow-up. Therefore, the Department recommends that
programs ensure the time lag to contact participants after they exit the program be as
short as possible. The longer a program waits to contact participants after they exit the
program, the greater likelihood of a lower response rate which could result in less valid
data or an inability to secure supplemental data.
The timeframes when employment-related infonnation must be reported are shown in
Table 2 below:
Tah!C' :!: Dcacllim·, for Tinwl., { ' olkl'tion of Data for Emplo~ mrnt-RC'latl'd
Perl orrnancc l 1ulica Ion

Exit Quarter

Report
Employment
Rate-2-'
Quarter
(including Title
I Youth) by
End of:

Report
Employment Rate
- 4'11 Quarter
(including Title I
Youth) by End of:

Report
Median Earnings
by End of:

Report
Credential
Attainment
(Employment) within 1 Year after
Exit by End of:

First Quarter
(QI)

QI,
Next Program
Year (four
auarters later)

Q3,
Next Program Year
(six quarters later)

Ql,
Next Program Year
(four quarters later)

Q3,
Next Program Year
(six quarters later)

02,

04,

02,

04.

(July 1 Seotember 30)
Second Quarter

10
After the two-quarter lag concludes, if the infonnation is still not available, wages will be converted to $0
permanently and employment !>tatus will be reported as not employed. Wages reported as $0 will indicate that the
participant was unemployed in the second quarter after exit, counting as a negative outcome for purposes of
calculating levels ofperfonnance for the Employment Rate 2nd Quarter after Exit indicator and excluding that
participant from the calculations of levels of perfonnance for the Median Earnings 2114 Quarter after Exit indicator.
Likewise, if neither a wage record match nor supplemental wage information is available following a two-quarter
lag after the end of the fourth quarter following program exit, the participant will be reported as unemployed in the
fourth quarter after exit.

Appendix VI

-7-

·Exit Quarter

(Q2)

(October J December 31)
Third Quarter
(Q3)

(January I March 31)
Fourth Quarter
(Q4)
(April] -June

30)
■

Report
Employment
Rate-2nd
Quarter
(including Title
I Youth) by
End of:
Next Program
Year (four
quarters later)
Q3,
Next Program
Year (four
Quarters later)
Q4,
Next Program
Year (four
quarters later)

Report
Employment Rate
- 41b Quarter
(including Title I
Youth) by End of:

Report
Median Earnings
by End of:

Report
Credential
Attainment
(Employment) within 1 Year after
Exit by End of:

Next Program Year
(six quarters later)

Next Program Year
(four quarters later)

Next Program Year
(six quarters later)

QI,
Second Program
Year After Exit
(six Quarters later)
Q2,
Second Program
Year After Exit
{six quarters later)

Q3,
Next Program Year
(four quarters later)

QI,
Second Program Year
After Exit
(six Quarters later)
Q2,
Second Program Year
After Exit
(six quarters later)

Q4,
Next Program Year
(four quarters later)

Method for Identifying Participants Needing Follow-Up for Wage Information
Collection Purposes
In order to effectively identify individuals for whom the agency will need to follow-up to
collect supplemental wage information, the grantee's case management database needs to
be capable of identifying participants who should be followed using supplemental
methods. Programs must also determine the appropriate information to collect from
participants to assist in follow-up, such as: (l) participants' SSN (if available) and contact
information; and (2) supplemental wage information related to all of the employmentrelated performance indicators, the credential measure and the occupational code of
placement. This inforn1ation needs to be retrievable quarterly or according to the time
when grantees determine supplemental wage information follow-up is to be administered.

If a program uses supplemental wage information follow-up to retrieve data on any of the
employment-related performance indicators, this data must be used to report on all of the
employment-related indicators, or missing and incomplete data points will be counted as
a negative when calculating levels of performance for the indicator(s).
■

Staff Training on Supplemental Wage Information Follow-Up Methods
When conducting supplemental wage information follow-up, the Department
recommends that staff follow a uniform set of written policies and procedures to collect
and document data in a valid and reliable manner. Therefore, staff conducting the
supplemental wage information follow-up should be trained in the implementation of the
follow-up procedures, including what to say to former participants or their employers to
encourage their cooperation, ways to encourage voluntary and truthful disclosure, how to
document the information received, and how to respond to questions related to the
supplemental wage information follow-up process. Staff should be thoroughly familiar
with all procedures before beginning the process.

Appendix VI

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The Department recognizes that programs and grantees may consider supplemental wage
info1malion to be a very difficult aspect of data collection, particularly since it is
sometimes difficult to follow up in a way that produces valid and reliable results (e.g.,
conducting follow-up surveys or other forms of self-attestation). The process includes
detennining which individuals should be included in the supplemental wage information
follow-up, locating the individual, employer, or case manager, securing their cooperation,
and conducting the follow-up procedure. Maintaining contact with, or finding these
fonner participants and getting them to cooperate in the supplemental wage infonnation
follow-up process is critical to its success since the response rate largely detennines the
statistical validity of the inlonnation. Locating such individuals can be difficult, given
the transient nature of some core program participants. The procedures described below
will assist grantees in collecting valid supplemental wage information in a timely manner.
To help improve the follow-up process, it is very important that participants know how
they may be contacted later and asked about their employment outcomes. Therefore,
programs should infonn participants at program entry about the supplemental wage
information follow-up process and collect extensive contact information about them, such
as addresses and phone numbers of relatives or others who may know the participants'
whereabouts over time, and employment information, if applicable. In addition,
participants should be encouraged to provide new addresses and phone numbers when
they move, and programs should implement procedures to update this information
periodically while the participant remains enrolled in the program. These procedures can
greatly assist in locating former participants months later when the supplemental wage
infonnation may need to be collected.
Summar_, ofS11pplcmcnial \\ a~l' l11for111atio 11 Follo\\-l ,p (;11idcli11l''i

1. Develop a method for identifying participants to contact for follow-up.
Have stafffollow a uniform set ofwritten policies and procedures to collect and
document data in a valid and reliable manner

2. Conduct the follow-up as close to the reference period as possible.

3.
4.
5.
6.

Ensure that the grantee has a uniform way to conduct the follow-up.
Train staff to conduct the follow-up.
Identify local resources available to conduct the follow-up.
Implement procedures to improve the quantity and quality of participant responses.
Best practice ffp: Inform participants at program entry about the supplemental wage
information follow-up process and collect extensive contact information about them, such
as addresses and phone numbers ofrelatives or others who may know the participants '
whereabouts over time, and employment information, ifapplicable.

7. Ensure that the grantee has a database and procedures for supplemental wage infonnation
reporting and documentation.

Appendix VI

-9-

Appendix VII
References

•

Workforce Innovation and Opportunity Act (WIOA), Pub. L. 113-128

•

Wagner-Peyser Act, as amended (29 U.S.C. 49 et seq.)

•

Section 414(c) of the American Competitiveness and Workforce Improvement Act of
1998 (Div. C, Title IV of Pub. L. 105-277) (as amended), 29 U.S.C. 3224a

•

Trade Act of 1974, as amended, 19 U.S.C. 2271 et seq., including specifically but
without limitation, amendments enacted in the Trade Adjustment Assistance
Reauthorization Act of 2015 (Title IV of Pub. L. 114-27)

•

Title 38, United States Code, chapter 41 (Jobs for Veterans State Grants)

•

Elementary and Secondary Education Act, as amended by the Every Student Succeeds
Act, 20 U.S.C 6301, et seq.

•

WIOA Joint Rule for United and Combined State Plans, Performance Accountability, and
the One-Stop System Joint Provisions, 81 Fed. Reg. 55791 (Aug. 19, 2016)

•

Workforce Investment and Opportunity Act Final Rule, 81 Fed. Reg. 56071 (Aug. 19,
2016)

•

0MB Control Number 1205-0526, WIOA Participant Individual Record Layout

•

0MB Control Nwnber 1205-0521, WIOA DOL-only Participant Individual Record
Layout

•

TEGL No. 02-07, Leveraging Registered Apprenticeship as a Worliforce Development
Strategy for the Workforce Investment System, dated July 12, 2007

•

TEGL No. 39-11, Guidance on the Handling and Protection ofPersonally Identifiable
Information (PJI), dated June 28, 2012

•

TEGL No. 19-14, Vision for the Workforce System and Initial Implementation ofthe
Workforce Innovation and Opportunity Act, dated February 19, 2015

Appendix Vil

-1-

•

TEGL No. 22-15, Program Year (PY) 2015/Fiscal Year (FY) 2016 and PY 2014/FY 2015
Data Validation and Performance Reporting Requirements and Associated Timelines,
dated May 12, 2016

•

TEGL No. 10-16, Change 1, Performance Accountability Guidance.for Workforce
Innovation and Opportunity Act (WIOA) Title I, Title II, Title Ill {Ind Title IV Core
Programs, dated August 23, 2017

•

TEOL No. 18-16, Program Eligibility and Enrollment Guidance for the National
Farmworker Jobs Program, dated Jan. 19, 2017

• TEGL No. 20-16, Designation (?/Significant Migrant and Seasonal Farm Worker
(MSFW) States, Significant MSFW One-stop Centers, and Significant Multilingual
MSFWOne-.~top Centers, dated March l, 2017
•

TEGL No. 4-16, Enrollment ofHomeless Veterans Program Participants into a
Workforce Innovation and Opportunity Act (WIOA) Workforce Program at an American
Job Center (AJC), dated August 4, 2016

•

VPL No. 3-16, Enrollment ofHomeless Veterans Program Participants into a Worliforce
Innovation and Opportunity Act (WIOA) Workforce Program at an American Job Center
(AJC), dated July 15, 2016

•

TEGL No. 19-16, Guidance on Services provided through the Adult and Dislocated
Worker Programs under the Workforce Innovation and Opportunity Act (WIOA) and the
Wagner-Peyser Act Employment Service (ES), as amended by title III of WIOA, and for
Implementation ofthe WIOA Final Rules, dated March I, 2017

• TEGL No. 21-16, Third Workforce Innovation and Opportunity Act (WIOA) Title I
Youth Fonnula Program Guidance, dated March 2, 2017
•

TEGL No. 26-16, Guidance on the use ofSupplemental Wage Information to implement
the Performance Accountability Requirements under the Worliforce Innovation and
Opportunity A ct, dated June l , 2017

•

TEGL No. 15-10, Attachment 2, Increasing Credential, D egree, and Certificate
Attainment by Participants ofthe Public Workforce System: Credential Resource Guide,
dated December 15, 2010

•

TEGL No. 7-16, Data Matching to Facilitate WIOA Performance Reporting, dated
August 23, 2016

Appendix VII

-2-

•

TEGL 03-18, Eligible Training Provider (ETP) Reporting Guidance under the Workforce
Innovation and Opportunity Act (WJOA), dated August 31, 2018

•

TEGL 05-18, Workforce Innovation and Opportunity Act (WIOA) Anmud Statewide
Performance Report Narrative, dated November 7, 2018

•

TEN No. 44-11, Encouraging Enhanced Partnerships and Collaboration between the
Workforce Investment System and Registered Apprenticeship Programs, dated May I 0,
2012

•

TEN No. 08-16, Implementation ofan Integrated Performance Reporting System for
Multiple Employment and Training Administration (ETA) and Veterans ' Employment and
Training Service (VETS) Administered Programs, dated August 24, 2016

•

http://www.doleta.gov/wioa

•

http://www.doleta.gov/perf01mance

Appendix VII

-3-

The Department will calculate these specific exit-based outcomes on behalf of grantees,
using SSNs provided for each YouthBuild participant as pa1t of the info11nation included in
each grantee's WIOA case management system and reported through the WIPS quarterly
participant-level data file submission.

I 1. Supplemental Wage Information
As described in Section 16 and Appendix VI of this TEGL, YouthBuild grantees may collect
and use supplemental wage information to calculate the exit-based primary indicators of
performance. Supplemental wage information is the only means for grantees to report exitbased outcomes for those participants who do not provide SSNs, and frequently the only
means to report such outcomes for participants for whom wage record data is not predicted to
be available. Additional details regarding circumstances for collecting supplemental wage
infonnation, and methods and procedures for doing so, is provided in Appendix VI of this
TEGL.

III. Unigue Features of You thBuild
Below is a table that provides additional useful info1mation for YouthBuild grantees about how
different YouthBuild services are to be reported though the DOL-only PIRL. It includes
infonnation about the PIRL data element numbers, associated codes, and clarification on whether
the receipt of such services delays the date of ex.it or not.

Service Type

Training
Services

Appficable PIRL Data Element
Number (s)

PIRL Data Bement Code Value(s)

Does
this
service
prevent
exit?

1300: Received Training

1= Yes
0=No

Yes

1302: Date Entered Training #1
1309: Date Entered Training #2
1314: Date Entered Training #3

YYYYMMDD

Yes

01 =On the Job Training
02 = Skill Upgrading
03 = Entrepreneurial Training (nonWIOAYouth)
04 =ABE or ESL (contextualized or
other) in conjunction with Training
(non-TAA funded)
05 =Customized Training
06 = Other Occupational Skills
Training
07 = Remedial Training (ABE/ESL -

Yes

1303: Type of Training Service #1

1310: Type of Training Service #2

Attachment 11 : YouthBuild

-6-

Does
Service Type

this

Applicable PIRL Data Element
Number(s)

PIRL Data Element Code Value(s)

TAA only)
08 = Prerequisite Training
09 = Registered Apprenticeship
10 = Youth Occupational Skills
Training
11 = Other Non-Occupational-Skills
Training
00 = No Training Service

1315: Type ofTraining Service #3

1413: Most Recent Date Youth
Received Entrepreneurial Skills
Training
1306: Occupational Skills Training
Code #1
1311: Occupational Skllls Training
Code#2
1316: Occupational Skills Training
Code#3
1307: Training Completed #1
1312: Training Completed #2
1317: Training Completed #3
1319: Established Individual Training
Account (ITA)
1308: Date Completed, or Withdrew
from, Training #1
1313: Date Completed, or Withdrew
from, Training #2
1318: Date Completed, or Withdrew
from, Training #3

Education
Services

service
prevent
exit?

YYYYVMMOD

Yes

00000000

Yes

1 = Yes
O=No

Yes

YYYYM MDD

Yes

1332: Participated in Postsecondary
Education During Program
Participation

1 = Yes, Participated in
Postsecondary Education
0 = No, Did Not Participate in
Postsecondary Education

Yes

1402: Most Recent Date Received
Educational Achievement Services
1403: Most Recent Date Received
Alternative Secondary School Services
1406: Date Enrolled in Post Exit
Education or Training Program
leading to a Recognized
Postsecondary Credential
(WIOA)
1407: Most Recent Date Received

YYYYMMDD

Yes

Attachment 11: YouthBuild

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