Wyoming DWS Internship Grant Guide

Your company must be registered and in good standing with the Wyoming Secretary of State. If it is not formed yet, use the WyoHub business registration guide or the official Secretary of State start-a-business page.

A business less than one year old also needs a support letter from a local economic development entity.

Get a federal Employer Identification Number before the workforce accounts. You will use the EIN for the DWS registration, payroll, tax filings, and new-hire reporting. It is free from the IRS.

Use the WyoHub EIN guide or apply directly through the official IRS EIN page.

Start at WYUI. Under Employer Services, choose Register New Business with DWS. This joint registration lets DWS determine your UI and workers' compensation status.

The WyoHub UI and workers' compensation guide explains what the two accounts do and what to keep after DWS reviews the registration.

After DWS activates an account and gives you reporting dates, submit every required quarterly report, including zero-payroll reports when DWS requires them. See the official reporting due dates.

After the joint DWS registration, create the employer account at HireWYO. DWS says HireWYO good standing may take another one to two weeks, especially if UI or workers' compensation records need updates. Your HireWYO, UI, and workers' compensation standing must all be resolved before the grant application.

Once the required accounts are ready, register in the DWS Grant Management System. DWS checks Secretary of State, UI, workers' compensation, WDTF, and HireWYO standing before approving access.

Search O*NETfor the work the intern will learn, such as marketing specialist or software developer. Do not search for an "intern" occupation.

Use Wyoming wage data, look near the lower end for an entry-level learning role, and save the required screenshots. DWS provides an O*NET screenshot guide.

Explain the work, skills the intern will learn, mentor's experience, meeting schedule, and benefit to the intern and Wyoming. One mentor may supervise no more than two active interns.

Use the DWS application instructions and sample questions to draft answers before opening the portal.

Choose a start date at least 15 days after submission. If DWS requests revisions, respond within two business days. Return the Letter of Agreement within five business days.

The grant is not active until DWS fully executes the agreement.

Write one clear posting with the pay, weekly hours, location, learning goals, mentor, and application deadline. You can recruit before approval, but do not start grant-funded work until the agreement is active.

• University of Wyoming Handshake is free for standard employer job and internship posts.
• Post on HireWYO. DWS employer recruiting services are available at no cost.
• LinkedIn allows a limited free job post. Paid promotion is optional.
• Most roles can be posted on Indeed for free, subject to its posting limits. Sponsorship is optional.

Once the posting is live, contact a college career-services office, relevant academic department, or professor and ask them to share it. Send the posting link and the pay, hours, location, learning goals, and deadline.

See DWS recruiting help for employers

The intern may be hired no earlier than 30 days before the application is submitted and no later than 60 days after the internship start date. Do not begin grant-funded work before the agreement is active.

Use payroll software to issue paystubs, withhold taxes, and file payroll reports. I use Gusto because it also handles much of the employee onboarding. QuickBooks Payroll is another option. Neither is required by DWS.

The WyoHub hiring and payroll guide covers the full employer setup. The grant still requires the same normal payroll work as any other employee.

Complete Form I-9 and Form W-4. Report the employee to the Wyoming New Hire Reporting Center within 20 days.

Submit the intern Attestation Form and Initial Meeting Form. DWS must approve both before you can submit paystubs. The business also needs an approved W-9 before DWS can issue reimbursement.

Pay the intern through payroll, then upload that month's paystubs through the Request Reimbursement task. DWS reimburses only the approved wage and eligible hours.

Submit the Mid-Term Evaluation when it appears in the portal. Keep mentor meetings and learning goals current.

Submit the Final Report within 45 days after the internship ends. Final reimbursement is processed after DWS approves the report and remaining documentation.