Federal law mandates that the Passaic County Workforce Development Board establish and implement an Infrastructure Funding Agreement (IFA) among the various partner agencies and grant programs co-located at the Passaic County One-Stop Career Center (PCOS). The Passaic County One-Stop Career Center and the New Jersey Department of Labor & Workforce Development (NJ DOL) have a lease agreement with Passaic County Community College (PCCC).
The IFA for Passaic County encompasses the following programs administered by WBD partners:
PCOS administers:
- Passaic County One-Stop Career Center (One-Stop Operator)
- Workforce Innovation & Opportunity Act (WIOA)
- Work First New Jersey (WFNJ)
NJ DOL administers:
- Employment Services
- Division of Vocational Rehabilitation (DVR)
- Unemployment Insurance (UI)
Each entity involved in the IFA is duly authorized under its respective directives to deliver services to customers in alignment with WIOA.
Under the authority of the Passaic County Workforce Development Board, PCOS bears responsibility for the administration of WIOA and WFNJ programs. All invoices and payments are processed through the Passaic County Finance Department. The Passaic County One Stop Career Center has established a comprehensive system of services, collaboratively designed by PCOS/WIOA and NJDOL. The NJDOL Treasury Office oversees all fiscal activities pertaining to its local divisions. Additionally, in kind office space is allocated to other agencies that support Passaic County One Stop Career Center activities as available.
Passaic County One Stop Career Center/WIOA Cost Allocation Plan
The purpose of this Cost Allocation Plan is to articulate the procedures employed by the Passaic County One Stop Career Center under the Workforce Innovation and Opportunity Act (WIOA) for allocating costs across various programs, grants, contracts, and agreements.
In alignment with Chapter II-8 (Cost Allocation and Cost Pooling) of the One-Stop Comprehensive Financial Management Technical Assistance Guide, this plan establishes the principles for determining costs related to federal grants, contracts, and agreements. The PCOS/WIOA Cost Allocation Plan primarily utilizes a Cost Pooling method, except in instances where costs can be directly attributed to a specific grant.
All Parties hereby agree to a structured biannually reconciliation of budgeted versus actual costs, along with updates to the allocation bases, to be conducted as follows:
Partners shall provide the Passaic County One Stop Career Center with the following information no later than fifteen (15) days after the biannual conclusion:
a. Documentation of actual biannual costs.
b. Updated staffing information as of the first day of the first month biannually, and
c. Customer participation numbers as of the last day of the last month biannually.
Passaic County Workforce Development Board Processing:
Upon receipt of the aforementioned information, the Passaic County One Stop Career Center under the guidance of the Passaic County Workforce Development Board will:
a. Compare budgeted costs against actual costs,
b. Update the allocation bases by utilizing the current Cost Allocation Plan (CAP).
The bases for the cost allocation methodology are determined by the number of participants that were served for that period. The number of participants in the America’s One Stop Operating System and WFNJ Summary for the numbers of participants served are tabulated for this process. In addition, the Staff Work Activity Chart compiled by the leadership team is also utilized to determined cost allocation for the direct employees who work with dedicated populations. For those employees who work on programs and administration in a variety of areas, the allocation was based on all the funded allocations.
c. Adhering to a mutually agreed-upon cost allocation, to ascertain the actual costs attributable to each Partner.
Budget Documentation:
The Passaic County One Stop Career Center will prepare an updated budget document reflecting cost adjustments and will notify each Passaic County Workforce Development Board of the actual costs assignable to them biannually for approval.
Submission Timeline:
The Passaic County Workforce Development Board will distribute the updated budget to all Parties no later than forty-five (45) days biannually. Partners acknowledge that the promptness of the Passaic County Workforce Development Board preparation and submission of adjusted budgets hinges on the timely provision of necessary cost information by each Partner. For Partners advancing funds to the Passaic County Workforce Development Board area, only a copy of the updated budget will be provided.
Budget Review and Reconciliation:
Upon receiving the adjusted budget, each Partner shall review both the updated budget and the cost documentation, reconciling any necessary budget offsets to the satisfaction of the Passaic County Workforce Development Board within fifteen (15) days of receipt.
Dispute Resolution:
Should any Partner raise concerns regarding the adjusted budget, they must communicate these disputes to the Passaic County Workforce Development Board in writing. The Passaic County Workforce Development Board will review the contested cost items and respond to the Partner within ten (10) days.
This process aims to ensure transparency and accountability among all Parties involved in the budgetary framework.
