Member Timesheets

Member Timesheets1AgendaOnCorps Paper Documentation & Verification Why timesheets are important and what the OIG has to sayPutting Timesheet systems/processes in place for your program to avoid pitfalls

2OnCorps TimesheetsEach member is required to enter their timesheets at least twice a month into the OnCorps system Members will be completing paper timesheets at the host site, and the host site then approves and sends to the campus administrator for approval in OnCorps.Timesheets must be approved by the off campus site supervisor before you can approve the your member hours. Supervisor approval- three days after members submit their hours. Due dates are in handbookThe OnCorps timesheets serve as the official record of service as well as the paper documentation. Service Categories.The service categories: 1.Professional Development: ex. Orientation (Kick-off event), training, monthly sessions, and group meetings with Campus Administrators2.Youth Activities: Mentoring/life Skills:ex. mentoring the two incoming freshmen only3.Education: Tutoring/literacy Instruction: ex, boys and girls club, tutoring inside schools, helping children reading, writing, math, etc.4.Capacity Building: Program Development and Support:volunteering at programs where you are assisting as a support personal ex, volunteering in stepping stones5.Other: for service that doesn't nicely fit in any of the other categories.If you are unclear of any of the service categories, us know!For every entry students should write a general short description of what they did for all categories including other

Paper Documentation & Verification

Community Service Log-In Sheet Next Steps AmeriCorps members will need off-campus supervisors signatures to prove that members have completed their hours every two weeks. Students will fill out a Community Service Log-In Sheet, have it signed by their off-campus supervisor and then delivered to you- every two weeks. On a bi-weekly basis, the site supervisor will verify hours and sign to that effect Please remember that members may NOT deliver the timesheets the host site should scan and send, or snail mail, to the campus administrators.

Your ResponsibilityIt is your responsibility to review all timesheets to make sure no prohibited activities are taking placeIt is your responsibility to approve hours in a timely manner as well to make sure that all your students are submitting hours.

Highly EncouragedVisiting host sites to make sure members are serving according to their position descriptionTalking with members about their service to verify they are serving according to their position description

Why are Timesheets So Important?Upon member exit, your program is required to state the number of hours the member has servedThe full Education Award amount is awarded or not awarded based on the number of hours the member has servedProviding a false statement about the number of hours a member has served is FRAUDWhy are we having an entire training about nothing but timesheets?

Timesheets are an extremely important part of an AmeriCorps program. When your members exit service, your program is required to provide a certified statement as to the number of service hours they have completed. The members ed award and whether or not they receive the entire ed award is based on the number of hours they have served, and leads to them receiving or not receiving an education award paid for with public dollars.

Providing a false statement about the number of hours a member has served is fraud. It can lead to a member receiving funds that they may not be entitled to.9The Office of the Inspector GeneralOIG promotes economy, efficiency, and effectiveness in Federal Agency Programs and OperationsMost common AmeriCorps investigations:Misuse of Grant FundsEmbezzlementTime Sheet FraudThe Office of the Inspector General or the OIG is the government watchdog for many agencies.

The OIG considers time sheet fraud just as serious as stealing from a program.10Timesheet FraudService hours are not properly documentedMember hours are not reasonable or allowableProgram officials are not verifying the hours or type of serviceMultiple timesheets are prepared on the same dayMembers are allowed to serve from home11Timesheet Fraud has Consequences!

12Putting Systems in Place to Avoid Timesheet IssuesRegular Schedule for Submission of TimesheetsTraining for Members Process for Thorough Review of TimesheetsProcess to Verify Hours and Type of ServiceNow that we know all the bad stuff that can happen, how can we avoid it? Your program needs to put system in place to make sure that you avoid the common pitfalls of recording member service hours. 131. Regular Schedule for Submission of TimesheetsTimesheets are due every two weeksConsequences for members and host site/program staff! who do not submit/approve timesheets in a timely fashionIf timesheets are not submitted on time, students are at risk of being suspended from the program. First is the regular submission of member timesheets. Your members are required to submit timesheets once a month, and we STRONGLY recommend that you require them to be submitted at least every two weeks.

You also need to put in place consequences for members who do not submit their timesheets, and for staff or host site supervisors who do not review them in a timely fashion. Under CNCS guidelines you are allowed to withhold living stipends from members if they have not submitted a timesheet, and that can be a good incentive to get them to submit on time.

142. Training for Members on TimesheetsUnderstand what service categories to useWhen using Other, member describes activitiesWhen serving outside of normal hours, describes whyUnderstands disallowed service hoursRest periodsProhibited ActivitiesSecond, you need to train your members on using timesheets. When you set up your program timesheets, you will select which service and training categories your members will choose from. Members should understand which of these categories applies to their service.

You may allow the option for members to choose Other when choosing a service category in these cases, the members should use the comments field to describe the nature of their service. You must also require that members provide comments when they are serving outside of their normal hours. For instance, if a member typically serves from 8:30 4:30, but puts 8:30 7 p.m. on their timesheet, they should provide comments as to why they were serving past normal hours.

Finally, your members should understand which activities they may not earn service hours for, such as rest periods and any prohibited activities.153. System in Place for Thorough Review of Member TimesheetsTimesheet is reviewed in a TIMELY fashionWithin one week of member submissionAt least two people review each member timesheet:Direct SupervisorProgram Staff (Hillary and Daisy)Third your program should have a written procedure in place that allows for a thorough review of member timesheets.

The member timesheets should be reviewed in a timely fashion within one week of the member submitting. The more timesheets staff have to review at a time, the more mistakes they tend to make, so its very important that the supervisors and staff are regularly reviewing these.

At least two people should review each members timesheet the direct on-site supervisor, and a program staff member. If the member is required to be accompanied because all checks have not yet cleared, that person must sign off on the timesheet as well.163. Thorough Review of Member Timesheets (cont).Dates/Times Reviewed in DetailNot claiming hours before service start date/after service end dateNot claiming hours on holidays or weekends when no service was taking placeHours are entered correctly with no typos (check a.m. and p.m.!)Member not entering hours that havent been served yet

When your program staff reviews the timesheets, they should review them carefully to make sure there are no discrepancies.

174. System in Place to Verify Hours and Type of ServiceSTRONGLY recommend member sign-in sheets they are your best and most reliable backing documentation for member hours!Visiting host sites to make sure members are serving according to their position descriptionTalking with members about their service to verify they are serving according to their position descriptionYour program should also put in place written procedures to verify hours and verify the service that is taking place.

We strongly recommend that you require member sign-in sheets for all members when earning service hours. This is your most reliable backing documentation when verifying member service hours, and serves as a tool for your host site supervisors when it comes time for them to verify member timesheets.

You must regularly visit your host sites to make sure that your members are serving according to their position description, and should also be talking with your members on a regular basis not only is this a good retention practice, it is also one of the best ways to determine if something is amiss at one of the host sites.18REMEMBER:Your members activities must be within the scope of your approved AmeriCorps program grant!4. System in Place to Verify Hours and Type of Service (cont)If allowing members to earn hours away from their host site, you MUST: Document the location where the service took placeDocument the nature of the serviceDocument whether or not the member had access to vulnerable populationsObtain the signature of the on-site supervising individual verifying the service20REMEMBER:Members serving away from their host site should have it approved by the program BEFORE serving!21