Introduction to OnCorps Portal, Timesheets and Invoice Process November 17, :00-1:30 p.m.

Transcription

1 Introduction to OnCorps Portal, Timesheets and Invoice Process November 17, :00-1:30 p.m. Cole Forstedt, MS Student Ambassador Program Manager Carly Smith Civic Engagement Specialist Alecia Larson, PHR Senior Human Resources Generalist

2 Participating Colleges Woodland Community College

3 Using Zoom To submit questions, use the chat panel, type your question and press enter. Questions will be answered at the end of the presentation. Presentation materials and webinar recording will be available at If you have any technical issues, you can

4 Site Supervisor Training Series Program Orientation Part I: This training will introduce the AmeriCorps program. Oct 16, :00-1:30 p.m. Member Recruitment and Onboarding: This training will cover tools and processes for member recruitment and onboarding and introduce egrants. Oct 24, :00-1:30 p.m. Program Orientation Part II: This training will cover the site supervisor and site data collection roles and reporting requirements of the program. Oct 27, :00-2:30 p.m. Work-Based Learning Focus (only attend if your members will work in this focus area) Oct 31, 2017, Part 1: 11:00 a.m.-12:00 p.m. and Part 2: 1:00-2:00pm Health and Wellness (only attend if your members will work in this focus area) Nov 7, :00-1:30 p.m. TODAY OnCorps Portal Overview: This training will introduce the portal used for timesheets and tracking member service hours. Nov 17, :00-1:30 p.m.

5 Agenda General Program updates Recruitment Process Reminders Member time sheets: OnCorps system introduction Supervisor/Data Administrator time sheets Invoicing/Reimbursement process overview Questions and next steps

6 General Program Updates URGENT if you have not, please: Submit Work Plan Reply to with contract process information so we can move the contract process with your college forward OTHER: Resources for recruitment Budgets/provisions Contracts coming soon

7 Recruitment Process Reminders o Once selected, direct students to complete application in the My.AmeriCorps portal and select/apply to the CCC Student Ambassador Program o References must be completed in application o Please allow enough time, this process can take several days to be approved and applicants must use the system to have two references complete required information o Alert Foundation staff by ing americorps@foundationccc.org with applicant name and so we can expedite processing of application and background check requirements

8 OnCorps Portal Member time sheets

9 OnCorps Overview Members will use OnCorps system to track hours under specific categories Member time sheets due by the 15 th and last day of the month Supervisors will be responsible for approving time sheets twice per month five days after member time sheet due dates EX: student completes time sheet for 12/1-12/15 and submit for review on 12/15. Supervisor must approve timesheet by 12/20. Overview today with specific written instructions for students and supervisors coming soon Specific weblink and login credentials will be sent to both supervisors and members

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18 Supervisor/Data Administrator Timesheets

19 Supervisor time sheet will be provided by Foundation staff and must be used to demonstrate both billable hours and required match hours Submit three months of time sheets (signed by supervisor) with each quarterly invoice (first one due January 10, 2018 accounting for October, November and December 2017) Other documentation will be required to show your employment and billable rate corresponding with time sheet Overview today, additional written instructions will be provided with time sheet template

20 AmeriCorps Student Ambassador Program Time Record Form - Site Supervisor and Data Administrator Month/Year Name Title Department/Division College or Organization: Instructions: For the month, please fill in the number of hours you spent on the AmeriCorps Student Ambassador Program allowable activities (as per your contract or similar written description). A B C D Day Total Hours Worked (#) Total Billable Hours Total Match Hours TOTAL Total Billable Hours Total Match Hours I certify that documented time represents only allowable activities as detailed in the AmeriCorps Student Ambassador Program contract or other written description. Signature of Staff Date Signature of Supervisor Date

21 Introduction to Invoice Process

22 Invoices due quarterly to Foundation We ll communicate instructions, provisions and work with you to ensure all is correct Track both billable hours and match requirements in same invoice You ll be able to see progress towards match requirements and remaining budget amounts available You may not go over budget and may not go under match requirements for full year Required back-up documentation: Original receipts Supervisor and data administrator time sheets Proof of salary Student Records for Course Fee match requirement (more details to be provided)

23 AmeriCorps Student Ambassador Program Name of College: Invoice Support Schedule for the month of: October FCCC Coding AmeriCorps Student Ambassador Program College Reimbursement Form CONTRACT BUDGET TOTAL CURRENT EXPENDITURES YEAR-TO-DATE EXPENDITURES REMAINING BALANCE AmeriCorps Supervisor $18, $0.00 $0.00 $18, Administrator for data collection/reporting $4, $0.00 $0.00 $4, Supplies $1, $0.00 $0.00 $1, Training materials/support $2, $0.00 $0.00 $2, Supervisor background checks $ $0.00 $0.00 $ Outreach/recruitment costs $ $0.00 $0.00 $ Total Amount of Reimburesment $26, $0.00 $0.00 $26, FCCC Coding AmeriCorps Student Ambassador Program College Reimbursement Form MATCH REQUIREMENT CURRENT MATCH EXPENDITURES YEAR-TO-DATE MATCH EXPENDITURES REMAINING MATCH BALANCE AmeriCorps Supervisor $13, $0.00 $0.00 $13, Fee/ Fee Waivers $ $0.00 $0.00 $ Total Amount of Reimburesment $14, $0.00 $0.00 $14,040.00

24 Foundation for California Community Colleges Student Services AmeriCorps Student Ambassador Program College Reimbursement TO: Foundation for California Community Colleges Attn: AmeriCorps Manager 1102 Q Street, Suite 3500 Sacramento, CA FROM: Claim is for the month of Claim Request No. (1-12) Date: Funds Requested: mm/dd/yy Final Claim Yes x NO Accounting Contact Person Match Amount: Total Match %: 0% Address Phone Number Certification: I certify to the best of my knowledge that this report is correct and that all expenditures are for the purposes set forth and approved in the Grant Award Comments: Campus Project Coordinator/Director Signature and District Financial Office or Designee Signature

25 Summary Semi-Monthly o Member time sheets submitted and approved in OnCorps by supervisor Quarterly o Quarterly Invoice o Supervisor and Data Collection Administrator time sheets and other required invoice back up documentation (receipts, other match required documents, etc) o Logs for member activities, volunteer recruitment, attendance at fairs/events as requested (template to be provided) o Additional narrative data as requested such as great member stories or program success stories o Other

26 Communication We will communicate with you as items are due to the Foundation o These requirements are subject to change as this pilot year continues o Our goal is to make this program in general and reporting requirements as easy as possible for you and the Student Ambassadors o We are here to help: when in doubt, please communicate with us

27 Questions? To submit questions, use the chat panel on the bottom of your screen. Type your question and press enter.

28 Next Steps Recruit your members and initiate background check process by November 30 Budget information and contract to you soon Member training resources for supervisors coming soon Save the Date: December 7 from 1:30-3:00pm for a Student Ambassador AmeriCorps member webinar hosted by the Foundation for California Community Colleges Phone check-in over next few weeks Site visit and in person help ASAP

29 Thank you. Please direct questions to Review previous webinars and view slides at: