Timesheet User Guide

Transcription

1 Napa County Office of Education Community Programs OnCorps Reports Timesheet User Guide AmeriCorps Members

2 Table of Contents 1. Member Login for the First Time... 3 a. Forgot Your Password?... 4 b. Changing Your Password... 4 c. Logging Out of Your Account Timesheets... 5 a. Process... 5 b. Entering Timesheets... 5 i. Gray Box Description... 6 ii. Categories... 6 iii. Description Box... 7 c. Total Hours Year-To-Date... 8 i. End of the Year Hour Requirements Tips and Troubleshooting P a g e

3 1. Member Login for the First Time a. Go to ca.oncorpsreports.com b. Locate the log-in button in the upper right hand corner and click submit. (Make sure to double check that you are in See highlighted below.) c. Choose which program you are under and choose AmeriCorps Member VIP Service Enterprise d. Once you are on the Login Screen, please fill in your username and password. i. You should receive your username and password during the enrollment process. If you are missing your login information, get in contact with CalSERVES staff. Contact Heather Whitacre: hwhitacre@napacoe.org e. As soon as you click login you will be prompted to change your password, please do so before continuing 3 P a g e

4 a. Forgot Your Password? If you forget your password, you just simply enter your address into the second section of the login page for OnCorps Reports. The program with then automatically send you a new password. If this does not work, please contact Heather Whitacre at hwhitacre@napacoe.org. She can reset your password for you. b. Changing Your Password To change your password, you will need to log into your account and in the blue navigation bar, go to: Directories My Profile c. Logging Out of Your Account To log out of your OnCorps Account, click the Logout link at the top right corner of the page. 4 P a g e

5 2. Timesheets a. Process Once a member has filled out his/her own timesheet and submitted it, it will then go to their immediate Supervisor for approval.* *NOTE: Once the timesheet has been submitted, it will then be locked and members can no longer revise or make edits at that time. If you need your timesheet unlocked, please contact your Supervisor or OnCorps Troubleshooting contact. An will be sent to the member s Supervisor, notifying them that they have a timesheet ready for approval. Once a Supervisor logs in and reviews the member s timesheet, the Supervisor has a couple of options: i. Approve the timesheet (all Supervisors that received the timesheet must approve independently before the hours are officially approved and be added to your Year to Date- Total Hours.) ii. Reject the timesheet. Supervisors are required to enter in a reason as to why it was rejected and sent back to the member for edits. 1. An will be sent to the member and a notice will appear on their Home Page. Once rejected, the timesheet will automatically become unlocked. 2. Member will then need to make corrections to rejected timesheet and then resubmit to their Supervisors, and the process will repeat. b. Entering Timesheets To open a timesheet period, you will need to go to your top blue tool bar: Click the dropdown for Time Tracking Choose Enter Timesheets Choose the date range for the timesheet you want to edit, in the drop down menu then click choose. Once the proper timesheet period is chosen, the timesheet will appear below with a table laying out the 15 days in that time period and the categories of time available for 5 P a g e

6 your program. Note: You can only enter hours into your timesheet in quarter hour increments (Hours must end in either:.00;.25;.5;.75). Saving your hours: to save your hours in your timesheet so you can come back and add/edit them without having to submit them, you can click the Save button. Once you have completed your timesheets and are ready to submit, check the box at the bottom of the page indicating that you certify that your hours reported above DO NOT INCLUDE any lunch or breaks taken in the time periods, and that you have completed the timesheet accurately and completely. Once you are ready, click the Authorize and Submit button to finalize and send your timesheet to your Supervisor for approval. After your timesheet has been submitted for approval to your Supervisor, you will be able to view the timesheet for that time period, but it will be locked to prevent changes. A locked timesheet will display a padlock icon in the upper right corner of the timesheet. i. Gray Box Description The gray box that appears at the top of your timesheet selections displays your basic information about your hours and time. Here you can see the following: o How many hours you need to complete over your term (enrolled: XXXX). o How many hours left in your term to reaching your requirement (Hours left: XXXX)* o When you are expected to finish your required hours (Expected End Date: 00/00/0000) o Break out of your hours, how many hours you have in each of your categories * *NOTE: Your hours will not appear in this category until they are officially approved (by all of your Supervisors). ii. Hour Categories Expanded Learning Mentors o Fundraising: Please DO NOT input any hours in the fundraising category. o Training: 900 hour members need to complete exactly 105 hours of training hour members need to complete exactly 175 hours of training. Please input any hours that include time spent participating in trainings, conferences, or meetings. (If you are scheduled to observe a teacher or co-worker for professional development, this will also count as training time). o Direct Service: Please input all of your hours that do not fall within training. 6 P a g e

7 VIP & VIP Service Enterprise o Fundraising Capacity: Members need to complete anywhere from 100 to 170 total fundraising hours in order to meet their contract requirements. Your goal is to raise at least $2,000 in combined cash and in-kind donations to meet your volunteer program s needs. o Training and Development: Members need to complete exactly 170 total training hours. Please input any hours that include time spent participating in trainings, conferences, or meetings. (If you are scheduled to observe a teacher or co-worker for professional development, this will also count as training time). o Volunteer Infrastructure/ Capacity Building: Members will complete 45% (appx 765hrs) of total hours in the Volunteer Infrastructure/ Capacity Building category. With this time, you will develop and implement a volunteer program, including the development of position descriptions, assessments and training programs. If you are a VIP-Service Enterprise Fellow, you will also spend time in the category assisting your agency in incorporating Service Enterprise practices. o Volunteer Recruitment: Members will need to complete 35% (appx 595) of total hours under the Volunteer Recruitment category. Any time used to bring in volunteers will be categorized here. Some examples of this include: tabling events to recruit community members, making presentations, creating and distributing flyers for volunteering etc. iii. Description Box In the description box at the bottom of each timesheet (or within each day for some) please use this box to explain your hours if needed. It is also helpful to those who review your timesheet if your description is concise (ex: Nov 5 th served 6-8pm at Parent Night). 7 P a g e

8 c. Total Hours Year-To-Date Members Year-to-Date table will show the status of all hours that they have entered into their timesheets as a whole. To view this table, go to: Time Tracking Choose Member Total Hours Year To Date i. End of the Year Total Hour Requirements for 1700-hour members Expanded Learning: Categories that you will input hours into are: o Fundraising: 0 hours o Training and Coaching: 900 hour members: 105 hours 1700 hour members need 175 hours o Direct Service: 900 hour members: 795 hours 1700 hour members need 1525 hours VIP & VIP Service Enterprise: Categories that you will input hours into are: o Fundraising Capacity: Between 100 and 170 hours o Training and Development: exactly 170 hours o Volunteer Recruitment: 595 hours o Volunteer Infrastructure/ Capacity Building: 765 hours **Please note, members with a 900-hour contract have different hours requirements. Refer to your contract or talk to your supervisor if you need additional information about required hours. 8 P a g e

9 3. Tips and Troubleshooting How do I get my timesheet unlocked so I can fix a mistake? In order to unlock your timesheet, you will need to your Supervisor and request them to reject your timesheet and explain the reason for your request. Recommended Web Browsers Google Chrome Mozilla Firefox Internet Explorer* *Internet Explorer 10, the menu bar will not drop down, unless you are running in compatibility mode. If you are using Internet Explorer 11, there is a problem with the password fields in the member record that forces you to change the password. This is a known issue on many sites with IE 11. To resolve this, go to Settings > Internet Options > Content and there will be a section labeled "AutoComplete" click settings, and then uncheck "Usernames and passwords on forms" and it will resolve the issue. Alternatively, you can use another browser such as Firefox or Google Chrome and it is not an issue in those browsers. 9 P a g e