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Common Mistakes When Documenting Time and Attendance

Common Mistakes When Documenting Time and Attendance. Problem #1: Incorrect percentage of staff time charged to grant. Problem #2: Incorrect percentage of staff time charged to grant. Problem #3: Staff time sheet reflects budgeted rather than actual time.

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Common Mistakes When Documenting Time and Attendance

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  1. Common Mistakes When Documenting Time and Attendance

  2. Problem #1: Incorrect percentage of staff time charged to grant

  3. Problem #2: Incorrect percentage of staff time charged to grant

  4. Problem #3: Staff time sheet reflects budgeted rather than actual time.

  5. Problem #4: Staff time sheet not signed by staff or supervisor (or both).

  6. Problem #5: Staff time sheet does not reflect non-grant activities of the staff.

  7. Fundraising Refresher • Senior Corps project staff whose salaries and benefits are 100 percent charged as direct costs to the federal grant may not engage in “organized fundraising” on behalf of the sponsor organization. • “Organized fundraising” includes all efforts to obtain funds to cover capital or operating costs, or to solicit in kind contributions. The OMB circulars on allowable costs do not apply to funds that are not included in the grant as either costs to be reimbursed by grant funds or matching costs financed by the sponsor.

  8. Fundraising Refresher • A project director who needs to spend 5 percent of his or her time on fund raising activities would charge 95 percent of his or her time on the budget and FFR (either as federal costs or required non-federal share). • Another project staff member, who might spend 15 percent of their time writing grant applications, would allocate 85 percent of his or her time on the FFR, the other 15 percent would be paid from excess non-federal funds, or other funds available to the sponsor.

  9. Fundraising Refresher • Examples of organized fundraising include: • Conducting a financial campaign or endowment drive • Soliciting specific gifts or bequests • Applying for grants • Applying for support from local community foundations, such as the United Way (any that renew annually) • Preparing the Year 1 Senior Corps application

  10. Problem #6: Volunteer time sheet not signed by staff or supervisor (or both).

  11. Sample Timesheets

  12. Problem #7: Volunteer time sheets are inaccurate.

  13. Sample Timesheets

  14. Problem #8: Mileage and meal reimbursements are inaccurate.

  15. Sample Timesheets

  16. Problem #9: In-Kind vouchers for meals submitted by stations are inaccurate.

  17. Policy on RSVP Timesheets • Sponsors are required to ensure that timesheets are maintained that display the actual hours served by each volunteer. The timesheets must be signed by the individual volunteer and the responsible volunteer station supervisor. Timesheets may be individual or group timesheets (such as volunteer station sign-in/sign out sheet) and may be maintained by the project in its volunteer records or by volunteer stations. If it is not maintained by the project, the individual volunteer’s project record must contain a notation indicating the location of the timesheet. • RSVP grantees are required to establish a timesheet system that displays the actual hours served by each volunteer. • The RSVP volunteer and the responsible volunteer station supervisor must sign the timesheet - either by hand or electronically. • Group sign in/sign out timesheets are acceptable. Volunteers may sign in and out on the group timesheet as they come and go, and the responsible station supervisor can sign once at the bottom of the group timesheet to verify that all of the volunteers listed on the timesheet served during the hours indicated. • Once the RSVP volunteer timesheet is signed by the volunteer/s and the responsible station supervisor, they may be kept at the volunteer station. • If the RSVP grantee opts to allow the timesheet to be kept at the volunteer station, the grantee must make a note stating the location of the timesheet and place the note in the volunteer’s individual record.

  18. Electronic Timekeeping • The requirements for electronic timekeeping are spelled out for RSVP but could be extended to FGP and SCP and/or staff of any project. • Electronic Timesheet Requirements: • Each RSVP volunteer must be assigned a personal identification number (PIN) or private password to use when entering their hours; • The system must also operate on a secure server, so that information is protected from public view; • The RSVP volunteer station supervisor must also use a PIN or private password to access and review the hours entered by the RSVP volunteers, and electronically approve them in the system; and • The system must be capable of storing and retrieving the RSVP volunteer hours and supervisor approval. In this way, the use of a PIN or private password by both the RSVP volunteer and the RSVP volunteer station supervisor is the equivalent of hardcopy signatures. The system’s ability to retrieve certified records for review substitutes for notes placed in the individual volunteer’s file.

  19. Resources • Fundraising: http://www.seniorcorps.gov/for_organizations/manage/fundraising.asp • Sample Volunteer Timesheets: http://www.nationalserviceresources.org/forms-timesheets • Sample Staff Timesheets:

  20. Questions • Clarifications? • Thank You!

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