• Follow the instructions here to submit a budget or project modification (e.g. budget realignment, administrative changes, statement of work changes, changes in key staff/contractors). The first step is to email EDD to consult options, see if a PMR is needed and if so, request the form.  Keep in mind the entire process takes up to 7-9 weeks.

• WSD19-05 – Monthly and Quarterly Financial Reporting Requirements
• Reports are due quarterly for all WIOA ESE grantees. Follow the instructions here.

• WSD17-08 – Procurement of Equipment and Related Services
• WSD16-16 – Allowable Costs and Prior Written Approval
• WSD16-17 – CalJOBS Cash Request
• Prior Written Approval Request Form

Prior Written Approval

Prior written approval is required for purchases that fall under categories listed in page 4 of Directive 16-16. Written approvals must be obtained by grantees prior to the purchase of procurement valued over $5,000. To obtain approval, grantees must complete the Prior Written Approval Request form and submit to the EDD project manager email no less than 30 days before procurement action is scheduled to occur. For those that fall under the contracts category, approval is only needed for contracts with vendors not named in grant agreements. If you have any questions on whether a purchase requires written approval, reach out to the EDD project manager.

Resources

• WIOA Discretionary Funding Monitoring Checklist Example. Note: This document serves solely as an example of a monitoring questionnaire for recipients of WIOA discretionary funding. Each program is provided with its own unique questionnaire tailored to specific programmatic needs. The sample questions featured here may not be exhaustive, and the actual questionnaire’s scope is likely to expand beyond the provided content.
• Sample Policies Templates for ESEs. Based on the list of policies outlined in the Monitoring Checklist Example above, REDF compiled templates of sample policies implemented by Local Workforce Development Boards for ESEs to adapt.

Expected Monitoring Process

• EDD’s compliance team sends subrecipients an engagement letter with a program-specific questionnaire, and ask for samples (e.g. procedures, record keeping, notes, expenditures) to be ready for the onsite review. Usually a virtual meeting occurs prior to the onsite visit.
• During the review week, EDD staff may interview grantee staff and has shifted their approach to providing onsite technical assistance in real time for staff to be compliant. EDD staff then have 25 days to release a report. If there are findings, the grantee has 25 days to respond and/or take corrective action.
• In 2024, WIOA discretionary subrecipient monitoring occurred between February through June, but this schedule is subject to change.

Other helpful resources:

• Navigating WIOA Compliance Monitoring – What to expect in the monitoring process. EDD, November 2023
• WSD22-02 – Standards for Oversight and Instructions for Substate Monitoring

The full list of directives is here (which we recommended you look through), but the directives and policies that are most relevant to ESEs are recommended below:

• List of policies for WIOA ESE Grantees (link forthcoming).