Frequently Asked Questions for the Oregon GEAR UP Event & Cost Share Tracker

1. FAQ:
Events & Cost Share Tracker
Top ten frequently asked questions – and answers!

2. Instructions
•To view the entire tutorial, click through to each slide.
•To view the tutorial in full screen, click on the icon on the
bottom right of the control panel.
•If you are looking for the answer to a specific question, advance to
the next slide to see a Table of Contents. Enter the slide number in
the box on the control panel to jump directly to that slide.
•You can also download the tutorial and view as a Power Point
presentation on your desktop. Click on the “View in SlideShare” on
the bottom left of the control panel, then click “Download” on the
top menu.
2

3. Table of Contents
Frequently Asked Question Slide # Frequently Asked Questions Slide #
Is there a way to change an individual’s 4 Is there a way to delete timesheets? 9
username?
Can you enter someone else’s timesheet when 9
Do I have to enter events for different grant 5 logged in as an Org Admin?
years in different sections/subsections on the
website? Is it a requirement that ALL timesheets be 10
printed, signed, and kept on file by the school, or
Can I enter events that are funded by a different 6 only upon request? Do we need copies of all of
grant? their timesheets submitted when the school
What about something like ASPIRE tutoring? 7 submits cost share?
Does that still need to be an event in order to Where do I find the current volunteer pay rate? 11
count the kids? What if they have tutoring every
day of the year, do I have to create a different How do I enter indirect costs? 12
event for each day?
Additional Questions 13
Is there a way to uncheck students if you already 8
added them to the student report, before you
click “generate report”?
3

4. FAQ
Is there a way to change an individual’s username?
No, it is set when the user’s record is created and can’t
be changed.
4

5. FAQ
Do I have to enter events for different grant years in
different sections/subsections on the website?
No. Events, timecards, etc. are by date, not by grant
year. There is only one place to add and access
records; there is not a separate place in the program
for things like events in different grant years.
5

6. FAQ
Can I enter events that are funded by a different
grant?
Yes, you can enter events that are funded by other
grants (and indicate how many students/ educators/
parents attended), so long as they support the goals
of GEAR UP. You just can’t count cost share from
those events if they are federally funded.
6

7. FAQ
What about something like ASPIRE tutoring? Does
that still need to be an event in order to count the
kids? What if they have tutoring every day of the
year, do I have to create a different event for each
day?
Yes, those should be entered as events, or multi-day
events. Multi-day events can be up to 20 days long,
must be on consecutive days, and the same group of
students must have attended each day.
7

8. FAQ
Is there a way to uncheck students if you already
added them to the student report, before you click
“generate report”?
Yes, uncheck the student name you don’t want to
include in the report, and that student will not be
included.
8

9. FAQ
Is there a way to delete timesheets?
No, just enter 0 in hours for timesheets that should
be deleted.
Can you enter someone else’s timesheet when
logged in as an Org Admin?
No, it’s not a feature the Org Admin has.
9

10. FAQ
Is it a requirement that ALL timesheets be printed,
signed, and kept on file by the school, or only upon
request? Do we need copies of all of their timesheets
submitted when the school submits cost share?
Yes, the school needs to print user timesheets, have the
person sign them, and hold onto them in case of an
audit. You do not need to submit a copy of the
timesheets with your monthly cost share report.
10

11. FAQ
Where do I find the current volunteer pay rate?
The following link has an estimated dollar amount for
volunteer time that is updated each year:
http://www.independentsector.org/programs/research/
volunteer_time.html
If the rate is not yet available for the year, use the most
recent rate. Feel free to use the rate for anyone who
volunteers, who is not a school employee or who is not
providing a specialized service, including students.
11

12. FAQ
How do I enter indirect costs?
The indirect rate will populate automatically, and
calculate indirect based costs on the direct costs. If
you wish to add an indirect rate for the year, please
contact the GEAR UP office and send a copy of the
approved federal indirect rate agreement. Your
district/organization must have an agreement in
place for the current fiscal year in order to claim
indirect. You are allowed to claim your indirect
rate, up to a maximum of 8%. 12

13. The End!
Please refer to the Table of Contents on the third slide to go
back to specific issues you might have, or contact a GEAR UP
staff member.
View additional tutorials, such as the Events and Cost Share
Tracker User Guide, available at gearup.ous.edu/cst/faq.php.
13