TechMission Corps Timesheet Process for Members

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Explains the regulations around recording time served for TechMission Corps AmeriCorps members, and how to record it in our online system.

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TechMission Corps Timesheet Process for Members

  1. 1. Timesheet Process for TechMission Corps Members <br />
  2. 2. Purpose of Timesheet System<br />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.<br />This is necessary so you can get your Ed Award at the end of your Term of Service.<br />Prior to TMC's review, though, the member's hours must be reviewed by your site director.<br />We've created an online system for you to log your hours, and submit them to your site director, and, ultimately, to TMC.<br />
  3. 3. How It Works (Overview)<br />Log into the timesheet system each day & record your hours.<br />Record your hours daily, so you don't forget to count hours.<br />Log your time in the appropriate service categories, as indicated on the following slide.<br />Log your time in decimal format, not hours:minutes.<br />Decimals should be rounded to the nearest quarter hour as follows:<br />15 minutes = 0.25<br />1 hour = 1.0 or just 1.<br />1 hour and 15 minutes = 1.25<br />1 hour and 30 minutes = 1.5<br />1 hour and 45 minutes = 1.75<br />If you serve 8 minutes or more, round up.<br />If you serve 7 minutes or less, round down.<br />When the week is over, log back in and go to the saved timesheet: <br />Look over your hours to ensure they are correct.<br />Then type your name to sign, and submit to your site director for review.<br />
  4. 4. How It Works (Overview)<br />When you've submitted a timesheet, the site director will either approve the timesheet, or send it back to you for correction.<br />It will only get sent back for correction if the site director disagrees with you about the number of hours you served that week.<br />If you need to make corrections, you can just edit the timesheet, then update the signature date at the bottom, and submit again.<br />Once the site director has approved the timesheet, TMC will review it.<br />If not approved, you will have to correct it, and resubmit.<br />If approved, it will then show up as an approved timesheet.<br />You can check your progress toward your hour targets on the Home tab of the timesheet system.<br />Members serving a full year must serve 1700 AmeriCorps hours; members serving a half year must serve 900.<br />More detail on the categories which count toward your AmeriCorps hour target will be provided on the following slide.<br />
  5. 5. Categories of Service Hours<br />
  6. 6. How to Record Vacation and Sick Time<br />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.<br />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)<br />Not having a comment will cause either your Site Director or TMC to ask for revisions to your week’s Timesheet.<br />Each site has a different policy on vacation and sick days – make sure you ask your Site Director what it is.<br />
  7. 7. Steps to Use the Timesheet System<br />Access the System<br />Get username & password from email.<br />Go to TechMissionCorps.org to log in.<br />Enter your username & password.<br />(Recommended) Change password.<br />View Timesheets<br />Create a New Timesheet<br />Submit a Timesheet to your Site Director<br />View an Already-Submitted Timesheet<br />Request Corrections on a Submitted Timesheet<br />Make Corrections to a Timesheet<br />Log out of the Timesheet System<br />Each of these steps will be explained on the following slides.<br />
  8. 8. 1a. Get username & password from email.<br />Your initial username & password are in an email that you will receive, at the email address TechMission Corps has on file for you.<br />Your username is the email address to which the email was sent.<br />You can change your password, but not your username.<br />The email has a link to log in, but you can also log in from the TMC website, as seen on the following slides.<br />
  9. 9. 1b. Go to TMC website to log in.<br />Click on the "Members" link in the top menu.<br />
  10. 10. 1b. Go to TMC website to log in.<br />2. Click on "Timesheet System Login" under "Member Timesheet System".<br />
  11. 11. 1c. Enter your username & password.<br />After clicking the link on the TMC site, you will be on the login screen for the timesheet system.<br />Enter your username & password, as they were assigned in the original email.<br />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.<br />Once you've entered your username & password, you will have access to create & submit timesheets.<br />
  12. 12. 1d. (Recommended) Change password.<br />The password you receive in your email is automatically generated.<br />We recommend that you change your password to something you can remember.<br />You can do this after you log in for the first time, as shown on the following slides.<br />
  13. 13. 1d. (Recommended) Change password.<br />Once logged in, click the "My Profile" on the left-hand side of the page.<br />
  14. 14. 1d. (Recommended) Change password.<br />From the My Profile page, click Change My Password.<br />
  15. 15. 1d. (Recommended) Change password.<br />Enter your current password, then the new password twice.<br />Note that your password must contain both letters & numbers, and be more than 7 characters long.<br />
  16. 16. 2. View Timesheets<br />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.<br />This page is also the first page that will show up when you log in.<br />On it, you can see all the timesheets that have been submitted, and where they are in the process of getting approved.<br />It also shows you statistics on your progress as a TechMission Corps member.<br />
  17. 17. 2. Create a New Timesheet<br />Click on the "New Timesheet" link at the top of the View Timesheets page, which you will see when you first log in.<br /><ul><li>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.</li></li></ul><li>3. Create a New Timesheet<br />Select the week of service for which you are entering time.<br />The starting date for the timesheet will be set based on the service week.<br />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.<br />If you have already been using our previous timesheet system, we'll let you know which week to start with.<br />
  18. 18. 3. Create a New Timesheet<br />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.<br />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.<br />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.<br />
  19. 19. 3. Create a New Timesheet<br />When you are done entering your hours, click "Save to Submit Later".<br />Fill out your timesheets daily, so you don't forget hours.<br />Then go back at the end of the week, and review your totals before submitting.<br />
  20. 20. 4. Submit Timesheet to Site Director<br />To view a timesheet you haven't yet submitted, click on the "Week #" link under Unfinished Timesheets on the View Timesheets page.<br />Once you are viewing it, you will be able to sign and submit to the site director.<br />
  21. 21. 4. Submit Timesheet to Site Director<br />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).<br />You should be serving 35-40 AmeriCorps hours per week in order to complete your term on time and receive your Ed Award.<br />
  22. 22. 4. Submit Timesheet to Site Director<br />Enter Notes for any weekdays (Mon-Fri) where you served no hours.<br />You should provide put in at least the name of the day, and why you did not serve hours.<br />See the "How to Record Vacation and Sick Time" slide for more information.<br />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.<br />Type your name in the Member Signature box.<br />Note that this is a legally-binding signature.<br />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.<br />4<br />5<br />6<br />
  23. 23. 4. Submit Timesheet to Site Director<br />Click the "Submit to Site Director" button if you are sure all information is accurate.<br />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.<br />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.<br />These corrections can be made according to the process described in Step 7, later in this presentation.<br />
  24. 24. 5. View an Already-Submitted Timesheet<br />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.<br />
  25. 25. 5. View an Already-Submitted Timesheet<br />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).<br />If you do need to edit hours, see the instructions on the next slide.<br />
  26. 26. 6. Request Corrections on a Submitted Timesheet<br />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.<br />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).<br />Otherwise, an email will be sent to the TMC team (and cc'd to the site director).<br />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.<br />
  27. 27. 7. Make Corrections to a Timesheet<br />Timesheets can need correction for three possible reasons:<br />The site director doesn't agree with you on the number of hours served.<br />TMC doesn't accept the number of hours served, or notices some other error with the timesheet.<br />You made a mistake in entering your hours, but only noticed it after submitting the timesheet.<br />If corrections have been requested, the timesheet will show in the Timesheets Needing Correction section on the View Timesheets page.<br />Click on the Week # link to see the timesheet.<br />
  28. 28. 7. Make Corrections to a Timesheet<br />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.<br />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".<br />If you are not in agreement with the site director or TMC, do not submit the timesheet again.<br />Discuss the issue with your site director, preferably in person, if he or she is requesting corrections.<br />If you are not in agreement with TMC, email or call the TechMission office to request further clarification.<br />
  29. 29. 8. Log Out of the Timesheet System<br />Every page of the timesheet system has a Logout link in the upper right-hand corner of the screen.<br />You should log out after using the timesheet system, so that no one else can access your timesheets.<br />This is especially important if you are on a shared computer (like a lab computer at your program site).<br />

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