Welcome to Apprentix, your partner in managing apprenticeship programs that meet Inflation Reduction Act (IRA) requirements and Department of Labor (DOL) standards.
This guide walks you through:
How to set up Apprentix for your company
How to align payroll hours with training hours
How to maintain compliance for IRA projects
The Apprentix Mindset
At its core, Apprentix helps you translate payroll hours into training hours. If you pay an apprentice 40 hours in a week, the DOL expects you to document 40 hours of training in Apprentix.
Classroom Training: Learning activities without direct work (e.g., orientations, safety meetings, OSHA courses, manuals, videos).
On-the-Job Training (OJT): Hands-on work tasks (e.g., operating equipment, site prep, technical work).
📌 Key Mindset:
Every hour paid = every hour trained
Training plans are written broadly to apply across projects
Compliance = consistent documentation, not perfect categorization
Typical allocation: 3 hours classroom + 37 hours OJT per week over two years.
Steps to Get Started with Apprentix
1. Add Admins
Admins manage apprentices, training plans, and time entry.
Go to People > Add Member
Enter name + email, assign Admin role
Admin receives email to log in
Primary Admin responsibilities: oversee setup, manage statuses/hours, coordinate with Apprentix support.
2. Review & Customize Training Plans
Apprentix provides pre-approved plans for each trade. Review and adjust to fit your work.
Classroom (288 hrs / 2 yrs): Intro to Construction, Safety, Electives.
OJT (4,000–5,100 hrs / 2 yrs): Competencies like Safety, Tools & Equipment, Construction Maintenance.
Action:
Remove irrelevant tasks
Keep categories broad for flexibility
Notify Apprentix if you make major edits to ensure DOL approval
3. Add Apprentices
Go to People > Add Member
Select Apprentice as role
Set start date (today or forward, no backdating)
Enable digital signature for agreements
Submit to begin onboarding
Workflow:
Apprentice receives setup email
Completes profile + demographics
Signs Apprenticeship Agreement digitally
Status changes from Onboarding → Active
Registration:
Tech-Only clients: You register the apprentice
Fractional Sponsor clients: Apprentix registers with DOL (approval in 1 business day)
📌 Apprentix then issues a Davis-Bacon certificate and stores it in Company > Documents > Filed.
4. Set Up Wage Schedules
The wage schedule defines minimum apprentice pay as a percentage of journeyman rate (based on DOL prevailing wage).
Example (Craft Laborer):
0–1,000 hrs: 72%
1,001–2,000 hrs: 79%
2,001+ hrs: 86%
Action: Review wage schedule in Apprentix. Confirm it aligns with your pay practices. Apprentix notifies you when an apprentice reaches the next tier.
Maintaining Compliance
1. Track Hours Weekly
After payroll, log apprentice hours in Apprentix:
Average 3 classroom + 37 OJT hours per week
Hours must equal total payroll hours
How:
Go to Performance Tools > Time Tracking
Enter hours manually or import via template
Use pay period end date (e.g., Friday)
Add note: “Matches payroll MM/DD/YY – MM/DD/YY”
Tips:
Don’t overfill categories — spread hours across competencies
Use bulk entry or imports for efficiency
Approved hours must match payroll for compliance
2. Update Apprentice Statuses Every 30 Days
DOL requires updates every 45 days — Apprentix enforces 30 days for buffer.
Statuses:
Active → working and training
Suspended → temporarily inactive
Canceled → quit, fired, or removed
Completed → program finished
📌 Why it matters: Outdated statuses = non-compliance.
3. Additional Compliance Notes
Probationary period: First 1,000 hrs = easier cancellation rules
Davis-Bacon Certs: Provided for each apprentice; use in IRA project reporting
Journeyman Ratio: Maintain 1:1 ratio (one journeyman per apprentice per day)
Non-IRA projects: Apprentices can still log hours toward program completion
Audits:
DOL audits in years 1 & 3, and randomly
IRS audits ratios + wages (based on certified payroll)
Best Practices for Success
Start early → Add apprentices as soon as possible to avoid delays
Leverage existing processes → Count orientations, OSHA, safety meetings as classroom hours
Keep it simple → Use the 3:37 rule for allocations
Monitor progress → Track apprentice advancement in the Performance tab
Communicate changes → Notify Apprentix about new projects or reciprocity needs
Use support resources → Live chat, email [email protected], and help desk articles
Ongoing Checklist
Weekly:
Run payroll → log hours in Apprentix
Approve pending hours
Check wage increase notifications
Every 30 Days:
Review apprentice statuses
Update if canceled, suspended, or completed
As Needed:
Add apprentices
Adjust training plans
Download Davis-Bacon inserts for reporting
FAQs
Q: Can apprentices enter their own hours?
Yes, but admins should manage entries for accuracy.
Q: What if we don’t do a listed task?
Remove it from training plans; notify Apprentix for major changes.
Q: Do we need certified payroll for non-IRA projects?
No. Certified payroll is only required for IRA projects.
Q: What if an apprentice email is wrong?
Delete and re-add if no data logged. Otherwise, suspend or cancel — never delete apprentices with logged hours.
✅ Following this guide ensures your apprenticeship program is set up correctly, remains compliant with DOL and IRA requirements, and supports long-term apprentice success.