Embedded Files
AmeriCorps Texas
RESOURCE
AmeriCorps Member Timesheet Slide Deck
View and follow along with all slides from our Member Timesheet trainings.
Overview & Requirements
Overview & Requirements
Strong systems for member timekeeping ensure that member eligibility for in-service and post-service benefits (including the education award) is thoroughly documented. It is important for programs to develop timekeeping systems that work for their program design, as well as robust policies and procedures for ensuring compliant member timekeeping.
Member Timesheet Requirements
Member Timesheet Requirements
Contains member signature and date
Contains service site supervisor signature and date
Documents total hours served per day
Prepared monthly, at minimum
Tracks/segregates hours separately for service, training, and fundraising
Professional Corps only: If following the timekeeping practices of its profession, certify that members have completed the minimum required hours, excluding sick and vacation days, and maintain written documentation of the Alternative Timekeeping System approved by OneStar and AmeriCorps.
Other Timesheet Must-Haves
Other Timesheet Must-Haves
The first day of service on timesheets aligns with the enrollment date in eGrants and the start date on the Member Service Agreement.
Similarly, the last day of service on timesheets aligns with the exit date in eGrants and the end of term date on the Member Service Agreement.
Changes to timesheets are documented electronically with an audit trail of revisions OR if not using electronic timesheets, initialed and dated by both member and staff.
APPLICABLE GRANT REQUIREMENTS
These regulations reflect the importance of being able to categorize member service as training, fundraising, and service as well as ensuring that member service hours do not exceed the percentage caps allowed for these aspects of service.
Creating a Policy & Procedure for Member Timesheets
Creating a Policy & Procedure for Member Timesheets
All programs must have a written member timekeeping policy and procedure by their second program year.
Best Practices
Best Practices
Ensure this document covers how members track time.
Clearly state who is responsible for approving member timesheets and expected timeframe for approval.
Be sure to include the expected timeframe for members to submit timesheets.
Include the consequences for not submitting a timesheet.
Include information outlining how timesheet audits are completed.
Electronic Timesheets
Electronic Timesheets
Electronic timesheets are a noted best practice for their ability to reduce errors in member service descriptions/categories, hours calculations, and revisions. They must include these features:
A secure, verifiable electronic signature system that identifies and authenticates a particular person as the source of the electronic signature.
A signature system that indicates signatory’s approval of the information contained in the electronic message.
No changes may be made once appropriate electronic signatures have been applied unless there is a clear, auditable record of the revision.
A written policy establishing the use of electronic timekeeping system as system of record.
RESOURCE
Member Timekeeping Policy & Procedure Template
Customize this sample member timekeeping policy and procedure to fit your program's particular systems.
Member & Site Supervisor Timesheet Training
Member & Site Supervisor Timesheet Training
Training members and site supervisors on the requirements of member timekeeping and the program’s policy and procedure for timesheet entry, review, approval, and auditing is essential to ensure compliance.
Member Timesheet Training: Tips & Best Practices
Member Timesheet Training: Tips & Best Practices
Provide examples or definitions of what constitutes service versus training.
Conduct a live walk through or demonstration of how to enter time on the timesheet.
Present scenarios to address how members log service depending on the service activity or when service occurs in more than one category in the same day.
Present scenarios to address when members do not log service or how to document days/hours when service does not occur (e.g., lunches, holidays, vacation).
Ensure that members check their use of AM/PM so they do not record 15 hours of service in error.
Ensure members do not record overlapping entries on the same day.
Ensure members understand how to completely fill out the timesheet (e.g. all dates within the period are accounted for, pay period interval dates are accurate).
Provide examples of time increments so members clearly understand how to record their time.
Site Supervisor Timesheet Training: Tips & Best Practices
Site Supervisor Timesheet Training: Tips & Best Practices
Provide examples or definitions of what constitutes service versus training for members.
Conduct a live walk through or demonstration of how to approve and reject member timesheets in the timesheet platform.
Practice reviewing a timesheet together.
Review information a site supervisor needs to verify prior to approving timesheets:
Are times correctly recorded as AM or PM?
Are member service hours accurate?
Have members provided written service descriptions? Are they accurate?
Are calculations accurate?
RESOURCE
Member Training Certification
Review the training topics that must be covered with your members and confirm delivery dates and methods. Programs are required to submit this certification during Pre-Award Risk Assessment.
Best Practices for Member Timesheets
Best Practices for Member Timesheets
Document service hours by the number of hours a member completes in a day rather than time in/out.
Total service hours by service categories in each pay period/timesheet submission.
Total service hours cumulatively in each service category in each pay period or monthly so members can easily see their progress.
Blackout days that members are not allowed to log service hours (e.g., before the first day of service, holidays).
Collect only one timesheet per pay period. Members should not create a second, additional timesheet to log service hours for training, for example.
Refrain from requiring that members write in service descriptions.
If using electronic timesheets, ensure that members don’t have the ability to log hours in multiple service categories for the same time period on the same day (e.g., member logs 3:00 PM-5:00 PM in service on May 5 and also logs 4:00 PM-5:00 PM in training on May 5).
Auditing Member Timesheets
Auditing Member Timesheets
Programs must have strong and accurate processes in place to capture actual time served by members. Programs should be conducting routine audits of member timesheets. It is recommended that a staff member that is not the member supervisor approving timesheets conduct an internal audit of member timesheets at least twice a year, including prior to exiting the member from service to ensure total hours are accurate.
OneStar monitors member timesheets as part of Member and NSCHC File Review. Member timesheets are subject to monitoring by AmeriCorps monitoring officials and the Office of Inspector General (OIG). If a program suspects fraudulent activity related to member timesheets, they should notify OneStar and the OIG immediately.
This video includes a walk through of how best to audit member timesheets and common issues to review during your audit.
RESOURCE
Timesheet Review Tool
Adapt this spreadsheet to audit your members' timesheets to ensure compliance with key requirements. OneStar uses this tool during our Member and NSCHC File Review monitoring activity.
Member Timesheet Example
Use this sample as a benchmark or model for structuring your own member timesheets.
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