OnCorps Paper Documentation amp Verification Why timesheets are important and what the OIG has to say Putting Timesheet systemsprocesses in place for your program to avoid pitfalls OnCorps Timesheets ID: 645323
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Slide1
Member TimesheetsSlide2
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 pitfallsSlide3
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. Slide4
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 otherSlide5
Paper Documentation & Verification Slide6
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. Slide7
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. Slide8
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 descriptionSlide9
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 FRAUDSlide10
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 FraudSlide11
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 homeSlide12
Timesheet Fraud has Consequences!Slide13
Putting Systems in Place to Avoid Timesheet Issues
Regular Schedule for Submission of Timesheets
Training for Members
Process for Thorough Review of Timesheets
Process to Verify Hours and Type of ServiceSlide14
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. Slide15
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 ActivitiesSlide16
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)Slide17
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 yetSlide18
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 descriptionSlide19
REMEMBER:
Your members’ activities must be within the scope of your approved AmeriCorps program grant!Slide20
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 serviceSlide21
REMEMBER:
Members serving away from their host site should have it approved by the program BEFORE serving!