Member Timesheets

Agenda OnCorps Paper Documentation & Verification Why timesheets are important – and what the OIG has to say Putting Timesheet systems/processes in place for your program to avoid pitfalls

OnCorps Timesheets Each 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 handbook The 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 Administrators 2. Youth Activities: Mentoring/life Skills: ex. mentoring the two incoming freshmen only 3. 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 stones 5. 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 supervisor’s 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 Responsibility It is your responsibility to review all timesheets to make sure no prohibited activities are taking place It is your responsibility to approve hours in a timely manner as well to make sure that all your students are submitting hours.

Highly Encouraged Visiting host sites to make sure members are serving according to their position description Talking 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 served The full Education Award amount is awarded – or not awarded – based on the number of hours the member has served Providing a false statement about the number of hours a member has served is FRAUD

The Office of the Inspector General OIG promotes economy, efficiency, and effectiveness in Federal Agency Programs and Operations Most common AmeriCorps investigations: Misuse of Grant Funds Embezzlement Time Sheet Fraud

Timesheet Fraud Service hours are not properly documented Member hours are not reasonable or allowable Program officials are not verifying the hours or type of service Multiple timesheets are prepared on the same day Members are allowed to serve from home

Timesheet Fraud has Consequences!

Putting Systems in Place to Avoid Timesheet Issues 1. Regular Schedule for Submission of Timesheets 2. Training for Members 3. Process for Thorough Review of Timesheets 4. Process to Verify Hours and Type of Service

1. Regular Schedule for Submission of Timesheets Timesheets are due every two weeks Consequences for members – and host site/program staff! – who do not submit/approve timesheets in a timely fashion If timesheets are not submitted on time, students are at risk of being suspended from the program.

2. Training for Members on Timesheets Understand what service categories to use When using “Other”, member describes activities When serving outside of normal hours, describes why Understands disallowed service hours Rest periods Prohibited Activities

3. System in Place for Thorough Review of Member Timesheets Timesheet is reviewed in a TIMELY fashion Within one week of member submission At least two people review each member timesheet: Direct Supervisor Program Staff (Hillary and Daisy)

3. Thorough Review of Member Timesheets (cont). Dates/Times Reviewed in Detail Not claiming hours before service start date/after service end date Not claiming hours on holidays or weekends when no service was taking place Hours are entered correctly with no typos (check a.m. and p.m.!) Member not entering hours that haven’t been served yet

4. System in Place to Verify Hours and Type of Service STRONGLY 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 description Talking with members about their service to verify they are serving according to their position description

REMEMBER: 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 place Document the nature of the service Document whether or not the member had access to vulnerable populations Obtain the signature of the on-site supervising individual verifying the service

REMEMBER: Members serving away from their host site should have it approved by the program BEFORE serving!