TechMission Corps Timesheet Process for Members

Timesheet Process for TechMission Corps Members

Purpose of Timesheet System Each week you have to record the hours that you have served at

your site, so that TechMission Corps can review them, and they can be counted by AmeriCorps.

This is necessary so you can get your Ed Award at the end of your Term of Service.

Prior to TMC's review, though, the member's hours must be reviewed by your site director.

We've created an online system for you to log your hours, and submit them to your site director, and, ultimately, to TMC.

How It Works (Overview)1. Log into the timesheet system each day & record your hours.

◦ Record your hours daily, so you don't forget to count hours.

◦ Log your time in the appropriate service categories, as indicated on the following slide.

◦ Log your time in decimal format, not hours:minutes. Decimals should be rounded to the nearest quarter hour as follows:

◦ 15 minutes = 0.25

◦ 1 hour = 1.0 or just 1.

◦ 1 hour and 15 minutes = 1.25

◦ 1 hour and 30 minutes = 1.5

◦ 1 hour and 45 minutes = 1.75

If you serve 8 minutes or more, round up.

If you serve 7 minutes or less, round down.

2. When the week is over, log back in and go to the saved timesheet: a) Look over your hours to ensure they are correct.

b) Then type your name to sign, and submit to your site director for review.

How It Works (Overview)3. When you've submitted a timesheet, the site director will either approve

the timesheet, or send it back to you for correction.◦ It will only get sent back for correction if the site director disagrees with you

about the number of hours you served that week.

◦ If you need to make corrections, you can just edit the timesheet, then update the signature date at the bottom, and submit again.

4. Once the site director has approved the timesheet, TMC will review it.◦ If not approved, you will have to correct it, and resubmit.

◦ If approved, it will then show up as an approved timesheet.

5. You can check your progress toward your hour targets on the Home tab of the timesheet system.

◦ Members serving a full year must serve 1700 AmeriCorps hours; members serving a half year must serve 900.

◦ More detail on the categories which count toward your AmeriCorps hour target will be provided on the following slide.

Categories of Service HoursCategory Name

What Counts Notes Required for Ed Award

AmeriCorps Time

Youth Time Time spent directly serving youth (tutoring, mentoring); curriculum preparation, lesson planning; in-kind donations; community partnerships; data tracking; parent/teacher conferences

1700 for full year members,900 for halfyear (or members serving for a full year at half-time capacity)Fundraising Fundraising specifically for the

youth programMust be 10% or less of total AmeriCorps hours

Training Training in skills directly related to your service at the youth program

Must be 20% or less of total AmeriCorps hours

Volunteer Coordination

Recruiting & managing volunteers for the youth program

Unrestricted Time(Non-AmeriCorps)

Time in activities not permitted during AmeriCorps hours (faith activities, political action, capacity building)You are entitled by law to a lunch break, but this must count as unrestricted time.If on an overnight trip, sleep cannot count as service hours.

Not Applicable

How to Record Vacation and Sick Time

If you take a day off because your site has a holiday, you are on vacation, or you are sick, do not record that you have served any hours for that day.

◦ Put the reason for your day off in the Notes field of your timesheet, next to the name of the day (i.e., "Friday - Christmas holiday)

◦ Not having a comment will cause either your Site Director or TMC to ask for revisions to your week’s Timesheet.

Each site has a different policy on vacation and sick days – make sure you ask your Site Director what it is.

Steps to Use the Timesheet System

1. Access the System

a) Get username & password from email.

b) Go to TechMissionCorps.org to log in.

c) Enter your username & password.

d) (Recommended) Change password.

2. View Timesheets

3. Create a New Timesheet

4. Submit a Timesheet to your Site Director

5. View an Already-Submitted Timesheet

6. Request Corrections on a Submitted Timesheet

7. Make Corrections to a Timesheet

8. Log out of the Timesheet System

Each of these steps will be explained on the following slides.

1a. Get username & password from email.

Your initial username & password are in an email that you will receive, at the email address TechMission Corps has on file for you.

Your username is the email address to which the email was sent.

You can change your password, but not your username.

The email has a link to log in, but you can also log in from the TMC website, as seen on the following slides.

1b. Go to TMC website to log in.

1. Click on the "Members" link in the top menu.

1b. Go to TMC website to log in.

2. Click on "Timesheet System Login" under "Member Timesheet System".

1c. Enter your username & password. After clicking the link on the

TMC site, you will be on the login screen for the timesheet system.

Enter your username & password, as they were assigned in the original email.

If you don't know your password, you can request for it to be reset, and a new temporary password will be sent to your email address.

Once you've entered your username & password, you will have access to create & submit timesheets.

1d. (Recommended) Change password.

The password you receive in your email is automatically generated.

We recommend that you change your password to something you can remember.

You can do this after you log in for the first time, as shown on the following slides.

1d. (Recommended) Change password.

1. Once logged in, click the "My Profile" on the left-hand side of the page.

1d. (Recommended) Change password.

2. From the My Profile page, click Change My Password.

1d. (Recommended) Change password.

3. Enter your current password, then the new password twice.

◦ Note that your password must contain both letters & numbers, and be more than 7 characters long.

2. View Timesheets

At any time after logging in, you may click either the "Home" tab or the View Timesheets link on the left-hand sidebar to see the View Timesheets page.

This page is also the first page that will show up when you log in.

On it, you can see all the timesheets that have been submitted, and where they are in the process of getting approved.

It also shows you statistics on your progress as a TechMission Corps member.

2. Create a New Timesheet

1. Click on the "New Timesheet" link at the top of the View Timesheets page, which you will see when you first log in.

• You could also click on the New Timesheet tab at the top, or on the New Timesheet link on the left-hand side of the screen.

3. Create a New Timesheet

2. Select the week of service for which you are entering time.

◦ The starting date for the timesheet will be set based on the service week.

◦ Usually the week of service will just be the Current Service Week from the View Timesheets page, unless you are behind in recording your hours.

◦ If you have already been using our previous timesheet system, we'll let you know which week to start with.

3. Create a New Timesheet

3. Enter your hours served in decimal format, in increments of 0.25. For example, 4 ½ hours of youth time would be 4.5, and 15 minutes of unrestricted time would be 0.25.

◦ Track your hours according to the service categories described on slide 4 of this presentation. It is especially crucial that you track non-AmeriCorps hours correctly, since no faith activities can count as AmeriCorps time.

◦ If you serve 7 minutes or less in a specific service category, you may round down. If it is above 7 minutes, you should round up to 15.

3. Create a New Timesheet

4. When you are done entering your hours, click "Save to Submit Later".

◦ Fill out your timesheets daily, so you don't forget hours.

◦ Then go back at the end of the week, and review your totals before submitting.

4. Submit Timesheet to Site Director

1. To view a timesheet you haven't yet submitted, click on the "Week #" link under Unfinished Timesheets on the View Timesheets page.

2. Once you are viewing it, you will be able to sign and submit to the site director.

4. Submit Timesheet to Site Director

3. Make sure that all time is accurate, checking on the Total AmeriCorps Hrs. column, and Total Hrs. by Category row, especially for Unrestricted Time (in red).

◦ You should be serving 35-40 AmeriCorps hours per week in order to complete your term on time and receive your Ed Award.

4. Submit Timesheet to Site Director

4. Enter Notes for any weekdays (Mon-Fri) where you served no hours.

◦ You should provide put in at least the name of the day, and why you did not serve hours.

◦ See the "How to Record Vacation and Sick Time" slide for more information.

◦ If you are a half-time member, and you are not scheduled for certain weekdays, you don't need to include a comment for each, as long as your site director knows your schedule.

5. Type your name in the Member Signature box.

◦ Note that this is a legally-binding signature.

6. Click on the Member Signature Date box and a calendar will pop up, or else click the date link to the right of the box to automatically fill in today's date.

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4. Submit Timesheet to Site Director7. Click the "Submit to Site Director"

button if you are sure all information is accurate.

◦ Your site director will then review the timesheet, and if he or she believes it is accurate, will send it off for TMC to review.

◦ If he or she doesn't believe it is accurate, it will be sent back to you to edit, with comments on the corrections needed.

◦ These corrections can be made according to the process described in Step 7, later in this presentation.

5. View an Already-Submitted Timesheet

1. To view a timesheet that has been submitted to the site director, or which the site director has approved & sent to TMC, click on the "Week #" link for it on the View Timesheets page.

5. View an Already-Submitted Timesheet

2. Note that you will not be able to edit any hours, though you can see the comments made by the site director and TMC (if any).

3. If you do need to edit hours, see the instructions on the next slide.

6. Request Corrections on a Submitted Timesheet

1. When viewing a submitted timesheet, click on the "Request Access for Correction" button if you need to edit any of the hours, or add additional Notes explaining them.

a) If the site director still needs to approve the timesheet, an email will be sent to the site director (and cc'd to the TMC team).

b) Otherwise, an email will be sent to the TMC team (and cc'd to the site director).

2. The site director or TMC team will then need to click the Request Corrections button on the timesheet to send it back to you for changes.

7. Make Corrections to a Timesheet

Timesheets can need correction for three possible reasons:

◦ The site director doesn't agree with you on the number of hours served.

◦ TMC doesn't accept the number of hours served, or notices some other error with the timesheet.

◦ You made a mistake in entering your hours, but only noticed it after submitting the timesheet.

If corrections have been requested, the timesheet will show in the Timesheets Needing Correction section on the View Timesheets page.

Click on the Week # link to see the timesheet.

7. Make Corrections to a Timesheet When you are viewing a timesheet with

requested corrections, they will show above where you would sign and date, in the Site Director Comments and TMC Comments fields.

Either adjust your hours or put in notes that respond to the requested corrections, then update the Member Signature Date, and click "Submit to Site Director".

If you are not in agreement with the site director or TMC, do not submit the timesheet again.

◦ Discuss the issue with your site director, preferably in person, if he or she is requesting corrections.

◦ If you are not in agreement with TMC, email or call the TechMission office to request further clarification.

8. Log Out of the Timesheet System

Every page of the timesheet system has a Logout link in the upper right-hand corner of the screen.

You should log out after using the timesheet system, so that no one else can access your timesheets.

This is especially important if you are on a shared computer (like a lab computer at your program site).