TechMission Corps Timesheet Process Training for Site Directors

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Explains the purpose of the TechMission Corps timesheet system, the categories of hours in which members can serve, and how to login and use the online timesheet system to review members' timesheets.

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TechMission Corps Timesheet Process Training for Site Directors

  1. 1. Timesheet Process for TechMission Corps Site Directors <br />
  2. 2. Purpose of System<br />Each week members have to submit the hours that they have served to TechMission Corps, so ultimately they can be counted by AmeriCorps.<br />Prior to TMC's review, though, the member's hours must be reviewed by their site director.<br />We've created an online system for doing this review.<br />
  3. 3. How It Works (Overview)<br />Member logs in & records hours, either daily or at the end of the week. <br />We've told the members to do it daily, to keep better track.<br />You receive email notifying you of a new timesheet for review.<br />You log in, and go to the timesheet.<br />You verify the hours in three categories (Total AmeriCorps, Training, Fundraising), then type your name to sign, and submit to TMC.<br />If you don't believe the member's hours are accurate, write a note explaining why, and request correction.<br />See the next slide for an explanation of the categories of hours.<br />TMC reviews the timesheet, either approving or requesting member correction.<br />If approved, it will then show up as an approved timesheet.<br />
  4. 4. Categories of Service Hours<br />
  5. 5. Process Steps<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 the List of Timesheets & See Member Progress<br />Review a Timesheet & Submit to TMC<br />Request Corrections on a Timesheet<br />When Hours Are Wrong<br />When Member Hasn't Put Explanation for Days with 0 Hours<br />View an Already-Submitted Timesheet<br />Log out of the Timesheet System<br />
  6. 6. 1a. Get username & password<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 slide.<br />
  7. 7. 1b. Go to TMC website to log in.<br />Click on the "Sites" link in the top menu.<br />
  8. 8. 1b. Go to TMC website to log in.<br />2. Click on "Timesheet System Login for Site Directors" under "Member Timesheet System".<br />
  9. 9. 1c. Enter your username & password.<br />This is 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 review member timesheets.<br />
  10. 10. 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 />
  11. 11. 1d. (Recommended) Change password.<br />Once logged in, click the "My Profile" on the left-hand side of the page.<br />
  12. 12. 1d. (Recommended) Change password.<br />From the My Profile page, click Change My Password.<br />
  13. 13. 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 />
  14. 14. 2. View the List of Timesheets & See Member Progress<br />When you first log in, you will be on the Review Timesheets page.<br />This page shows all the timesheets submitted by the members that you manage, grouped by category.<br />The ones that you need to approve will be in the orange Timesheets Needing Site Director Approval box at the top.<br />If there are none, then there is nothing you need to do at this time.<br />At the bottom of the screen, you can see statistics on the progress of the members you manage.<br />
  15. 15. 3. Review a Timesheet & Submit to TMC<br />Click on the Week # link for the timesheet in the Timesheets Needing Site Director Approval section.<br /><ul><li>This will take you to the page where you can review and approve the timesheet. </li></li></ul><li>3. Review a Timesheet & Submit to TMC<br />Enter the total number of hours that you believe the member served in the Training, Fundraising, and Total AmeriCorps Hrs. categories.<br /><ul><li>These must match the member's own totals, unless you are requesting that they correct the timeshet.
  16. 16. The member's totals are directly above, in bold.
  17. 17. See Slide 4 for an explanation of what types of service count in each category.</li></ul>3<br />4<br />5<br />
  18. 18. 3. Review a Timesheet & Submit to TMC<br />If you approve the timesheet, type your name in the Site Director Signature box.<br /><ul><li>Note that this is a legally-binding signature.</li></ul>Click on the link next to Site Director Signature Date to automatically fill in the current date, or else click in the box to select from a pop-up calendar.<br />Click the "Submit to TMC" button to submit the timesheet to TechMission Corps for review.<br />3<br />4<br />5<br />
  19. 19. 4. Request Corrections on a Timesheet<br /><ul><li>You can request corrections on a timesheet for two possible reasons:</li></ul>You don't agree with the number of hours that the member reported that he or she served this week.<br />There are weekdays (Monday-Friday) where the member recorded no hours, but didn't write a reason why in the Notes section of the timesheet.<br /><ul><li>If either of these are true, do not click Submit to TMC when reviewing the timesheet.
  20. 20. Instead follow the process described on the next four slides.
  21. 21. Slides 19-20 describe case A, slides 21-22 describe case B.</li></li></ul><li>4a. Request Corrections on a Timesheet<br />If you disagree with the member on the total hours served, or on how those hours should be categorized, make sure your totals in the Site Director Totals row are different than theirs.<br />Then, write a note to the member in the Requested Corrections box explaining why your totals are different, and for which days.<br /><ul><li>Make your note as clear as possible, or else the member will have to clarify it with you personally.</li></ul>Do not put anything in the Signature or Date boxes, since you've not yet approved the hours.<br />1<br />2<br />3<br />4<br />
  22. 22. 4a. Request Corrections on a Timesheet<br />Finally, click "Request Member Correction" to send the timesheet back to the member to edit.<br />When they've finished editing, it will come back to you to approve.<br />Make sure to delete any comments that are no longer applicable before approving.<br />1<br />2<br />3<br />4<br />
  23. 23. 4b. Request Corrections on a Timesheet<br />If you want the member to give an explanation of weekdays (Mon-Fri) where no hours were served, then leave the Site Director Totals at 0.<br />Then, write a note to the member in the Requested Corrections box explaining what Notes that you wish them to add to explain these days.<br /><ul><li>If you are supervising a half-time member who is scheduled to only come in on certain weekdays, an explanation from the member is not needed as long as you both are aware of the schedule.</li></ul>Do not put anything in the Signature or Date boxes, since you've not yet approved the hours.<br />1<br />2<br />3<br />4<br />
  24. 24. 4b. Request Corrections on a Timesheet<br />Finally, click "Request Member Correction" to send the timesheet back to the member to edit.<br />When they've finished editing, it will come back to you to approve.<br />Make sure to delete any comments that are no longer applicable before approving.<br />1<br />2<br />3<br />4<br />
  25. 25. 5. View an Already-Submitted Timesheet<br />To view a timesheet that you have already approved, click on the "Week #" link for it on the Review Timesheets page.<br />
  26. 26. 5. View an Already-Submitted Timesheet<br />Note that you will no longer be able to edit the number of verified hours you entered, or the comments that you made to the member.<br />You will also be able to see any corrections that TMC requested, if you are looking at a timesheet that a member still needs to correct.<br />Click "Review More Timesheets" to go back to the Review Timesheets page.<br />
  27. 27. 6. 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 the 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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