Policy: TCN Member Management
(Timesheets, Changes to Records, Suspensions, etc.)
All forms must be kept in the individual member files and everything must be documented! It is extremely important that Subgrantees comply with all Policies, Regulations and Terms & Conditions from AmeriCorps and The Corps Network to run successful AmeriCorps Programs. AmeriCorps monitors all programs and the eGrants Portal member records closely so if you are not in compliance, it effects on our entire grants and could jeopardize future funding.
Member Orientation
All members must attend an AmeriCorps Orientation which can be separate or incorporated into your general Corps Orientation. This can take place before the member’s start date (hours would not count towards term of service) or at the beginning of their service. Length can range from one – three days (or more) depending on each program’s agenda, which could include First Aid/CPR training or other trainings.
This must be documented either on the member’s timesheet, an Orientation Sign-in Sheet or TCN’s Orientation Verification Form. See Section V that form and AmeriCorps and TCN’s requirements.
C. Supervising Members
C. 2. Must a grantee conduct a member orientation, and if so what should be included?
The grantee must conduct an orientation for members. This orientation should be designed to enhance member security and sensitivity to the community. Orientation should cover member rights and responsibilities, including the Program’s code of conduct, prohibited activities (including those specified
in the regulations), requirements under the Drug-Free Workplace Act (41 U.S.C. 701 et seq.), suspension and termination from service, grievance procedures, sexual harassment, other non-discrimination issues, and other topics as necessary.
While it is TCN’s goal for all members to have a chance to earn the education award, it is the Subgrantee’s responsibility to ensure that their members have every opportunity to successfully complete their term and earn the full award.
Timekeeping and Timesheets
V. SUPERVISION AND SUPPORT
H. Timekeeping. The recipient is required to ensure that time and attendance recordkeeping is conducted by the AmeriCorps member’s supervisor. This time and attendance record is used to document member eligibility for in-service and post-service benefits. The recipient must have a timekeeping system that is compliant with 2 CFR § 200.430.
Timesheets
- Are kept weekly, bi-weekly, semi-monthly, monthly or the 1 st -15th and 16th -30/31st and should align with the Subgrantee’s payroll schedule.
- Members begin accruing hours on date of enrollment written on Enrollment form and not before, providing the Member Service Agreement has also been signed, NSOPW search and Criminal History Checks completed and reviewed before that enrollment/start date. If any documents are dated after the start date then hours don’t begin to accrue until that later date.
- While members are not allowed to be paid on an hourly basis, hourly timesheets must be kept.
- Subgrantees MUST separate training and service hours on the timesheets.
- Labor laws require programs to ensure all Members who work more than half a day take a ½ hour lunch break. This ½ hour does not count towards their term of service. This MUST be reflected on the timesheets. Examples:
o Member clocks in at 7:00am and out at 3:30pm (8½ hrs.) and logs 8 hours total for that day.- Member clocks in at 7am, out at noon, in at 12:30, out at 3:30pm – same total, 8 hrs.
If your members work 8 ½ hours every day and you write 8 hours total on the timesheet each day
you need a disclaimer at the top or bottom of the page stating something like “total hours reflected
here do not include the ½ hour lunch taken by all members and not counted towards their term of
service.”Use the TCN Sample Timesheets in this Section of the Manual which have a column to log the ½
hour lunch not counted in the total hours.
- Member clocks in at 7am, out at noon, in at 12:30, out at 3:30pm – same total, 8 hrs.
- The only exception is if the lunch time includes service learning activities, which must be documented on the timesheet and may not occur more than twice a month.
- The total member hours less the time for lunch MUST be evident to a reviewer/auditor when they are reviewing timesheets.
- Timesheets should also include the cumulative total and programs may not include more than one member on a timesheet.
- The timesheets must be signed/dated by both the member and supervisor and submitted according to your payroll schedule.
- Timesheets must be signed in order to receive a paycheck (living allowance/stipend) and count the hours towards the award*
*Subgrantees should strive for 100% member exits with awards. However, if that is not possible, TCN does not want members exited with 0 hours. If a member is enrolled and then serves at least one hour (whether orientation, training or service), the time must be recorded on a signed/dated timesheet. Under the special circumstance when the member is not available to sign/date as well, the staff signature/date alone is allowed. The staff must also sign/date an affidavit (provided in this section of the Manual) attesting to the member hours served and attach it to the timesheet prior to exiting the member with no award. Both documents must be kept in the member’s file.
- Electronic timesheets are also allowed – see FAQ below.
- If you don’t have a timekeeping database you must have a system for tracking all member’s monthly hours, a cumulative total to date and number of hours left.
C. 8. May I use an electronic timekeeping system as my system of record?
The Government Paperwork Elimination Act of 1998 (GPEA) states that electronic records and related electronic signatures are not to be denied legal effect, validity, or enforceability merely because they are in electronic form. (Pub. L. 105-277, Title XVII).
CNCS policy allows AmeriCorps State and National grantees to use electronic timekeeping systems as the system of record. It also provides minimum standards that such systems must meet.
MINIMUM STANDARD FOR ELECTRONIC TIMEKEEPING SYSTEMS:
Electronic timekeeping systems are allowed as the system of record when three conditions are met:
- A written policy is in effect establishing the use of electronic timekeeping system as your system of record; and,
- A secure, verifiable electronic signature system (a) identifies and authenticates a particular person as the source of the electronic signature; and (b) indicates such person’s approval of the information contained in the electronic message.
- Once appropriate electronic signatures have been applied, no changes may be made unless there is a clear, auditable record of the revision.
All current grant provisions including access restrictions, security, privacy, and retention of paper records, also apply to records maintained in an electronic timekeeping system.
The use of regular e-mail to communicate approval is not a secure, verifiable electronic signature system.
Training Plan
All Subgrantees must create a Training Plan on how they will to adhere to the 20% training rule for their Corps. Members are not required to spend the entire 20% of their term in training/education but cannot exceed 20%. Guidance is in the Manual. You must create separate Training Plans for each of your granted programs if you have more than one with TCN. The training plan is included in the Supplemental Documents form in Form Assembly which is submitted as soon as the Grant Agreement is signed.
Change of Term of Service
- You may only change a member to a lower term within the first 30 days of service. Changes to a lower term are only allowed in cases of data entry error or extreme circumstance. If the data entry error is not discovered until after 30 days, contact your TCN Program Director before creating the Change of Term form for a member. Be sure to also use the appropriate Change of Term form in Manual and keep it in the member’s file.
- Members may change to a higher term within 90 days of their start date. They must complete a Change of Term form (in the Manual) to be kept in their file. If it is past 90 days, the system will allow you to save the form but not approve it. It will prompt you to contact someone – you must contact your TCN Program Director to approve the change to a higher term or escalate the request to the Program Office depending on circumstances.
Before changing a member to a higher term make sure:
- The member has enough time left to complete that new term (the end date does not change unless the member has been suspended and reinstated, therefore extending their term by that amount of time.
- For EAP* – you have an unfilled standard slot available to move the member into. If not, do not use a refill slot, contact your TCN Program Director for an additional slot or conversion.
- For OYSI or other funded grants – you have an unfilled standard slot or a refill slot available to move the member into. If not, contact your TCN Program Director for availability of an additional slot or conversion.
- If you cannot fill the vacated lower slot, you must contact The Corps Network immediately
Remember – This is a two part process. Go into the member’s record in eGrants
- Click on Change Term (if the member is in EAP, choose “without living allowance”)
- “Save” the form
- Go to the S&N Workbasket and click on Status Change Requests and find your member
- Click on the name and “Approve” the change.
You can approve this form yourself as long as the “change date” is not more than 90 days past the start date. If it is longer, contact TCN for assistance. Our Program Officer will not approve late forms.
Change of Status – Suspension
Suspensions should be used for extended medical problems, family issues, jury duty, annual National Guard service, disciplinary issues or other “compelling personal circumstances”. They are not intended for a one two day suspension if a member does not show up for whatever reason. A certain amount of “off” days should be scheduled into each term of service. See Enrollment Policy-Term of Service for guidance. If your member has a special circumstance, please contact your TCN Program Director.
- If a member leaves the program for a “compelling personal circumstance” with the intent on
returning to the Corps, you must:- Complete the Suspension/Reinstatement Form (in the Manual) and keep it in the member’s file.
- Create a Change of Status/Suspension Form in eGrants. Once a suspension form is approved, it’s a done deal, you cannot re-open it without contacting our Trust Officer who may or may not reopen it, depending on the circumstance. You approve these forms yourself.
- You have 30 days to suspend the member so if you think the member will be out for a day or two and this won’t affect their total hours, then do not suspend them. If they require a longer absence for a compelling circumstance, then you can go into eGrants and suspend them starting on the first day they did not earn hours towards the award.
- If a member has been “suspended” for more than one of month, you must contact them to check the status of their return at least once a month. Use the Suspension Follow-up Form in the Manual to note when they plan to return. If they do not plan to return, you need to decide whether you are able to exit them with a partial award or no award based on the circumstance for the early exit. If exiting with a partial award, make sure that you have appropriate documentation. Either way, you must reinstate the member before exiting. The member should self-exit but be sure staff are able to complete the exit within the 30 days allowed.
Suspensions and the Living Allowance
For more information see the “Suspension & Leave Policy”
Refilling EAP Slots*
- EAP programs may not refill any slots even though some may be available on their Slot Info chart in eGrants.
- Always check the Slot Info chart prior to enrolling inviting members to enroll to ensure you have sufficient “standard” slots available and you won’t inadvertently fill a refill slot.
- EAP refill slots do not count as a slot filled. We can only fill refill slots if, and only if all granted slots across the entire EAP have been filled.
- Contact your TCN EAP Program Director for additional slots if needed.
Reinstatement/Reactivation
- When the member is ready to be reinstated, you must complete the Reinstatement section at the bottom of the Suspension Form and then reinstate them in eGrants as well. This process automatically extends the members’ term by the number days/weeks they were out.
- You cannot reinstate a member after an extended period of time in order to exit them with a partial award for “meaningful employment”. Refer to the guidance in Section IX.
Mid-Term and End of Term Evaluations
Most Subgrantees have their own Member Evaluations/Performance Reviews. That is fine but you must either incorporate the AmeriCorps requirements into your form or use the Mid-Term and End of Term Evaluation forms in Section II of the Manual. The forms are to be completed after a one-on-one meeting with the member. Full-time, Three-Quarter Time, Part/Half-time and Reduced Half-time members must have a mid-term evaluation and ALL members must have an end of term evaluation regardless of their term of service and if a member exits early with or without an award (even if they served only a couple days) – – they must have an End of Term evaluation.
The mid-term form should be done exactly as it says, once the member is half way through their term of service and if the member is not on track with their total hours to date or service requirements, this is the perfect time to assess and create an action plan to get them back on track to earn the full award in the time allotted.
The end of term form can be done within the last two weeks of the program, preferably as close to the end as possible. It has a section at the bottom for staff to add the required information once the member has actually completed the term. See “Member Evaluation Policy” is in Section II of the Manual.
V. SUPERVISION AND SUPPORT
G. Performance Reviews.
The recipient must conduct and keep a record of at least a midterm and an end-of-term written evaluation of each member’s performance for full-time members and an end-of-term written evaluation for all less-than-full-time members. The end-of-term evaluation should address, at a minimum, the following factors:
- Whether the member has completed the required number of hours;
- Whether the member has satisfactorily completed assignments; and;
- Whether the member has met other performance criteria that were clearly communicated at the beginning of the term of service.
C. 75. What is the requirement for EAPs regarding member evaluations?
EAPs are required to comply with the member evaluation regulation, which is designed to ensure that members are evaluated sufficiently to determine eligibility for a subsequent of service. Here is the regulation:
45 CFR § 2522.220 What are the required terms of service for AmeriCorps participants, and may they
serve for more than one term?
(c) Eligibility for second term. A participant will only be eligible to serve a subsequent term of service if that individual has received satisfactory performance review(s) for any previous term(s) of service in accordance with the requirements of paragraph (d) of this section. Mere eligibility for a second or further term of service in no way guarantees a participant selection or placement.
(d) Participant performance review. For the purposes of determining a participant’s eligibility for a second or additional term of service and/or for an AmeriCorps educational award, each AmeriCorps program will evaluate the performance of a participant mid-term and upon completion of a participant’s
term of service. The end-of-term performance evaluation will assess the following:
- Whether the participant has completed the required number of hours described in paragraph (a) of
this section; - Whether the participant has satisfactorily completed assignments, tasks or projects; and
- Whether the participant has met any other performance criteria which had been clearly communicated both orally and in writing at the beginning of the term of service. Is there a standard format for mid-term and final member evaluations?
The minimum requirements for mid-term and final evaluation are stated in the regulation, above. Grantees may determine the format and contents of their evaluation to meet their needs and the needs of their members as long as these minimum requirements are in place.
How should programs document that member evaluations occurred?
Programs should maintain written documentation that the member received the mid-term and final evaluation as described in the regulations, i.e. whether the participant has completed the required number of hours; satisfactorily completed assignments, tasks or projects; and has met any other performance criteria which had been clearly communicated both orally and in writing at the beginning of the term of service.
Are programs required to conduct mid-term evaluations for members that serve less than half time?
No. Programs are not required to conduct mid-term evaluations for members that serve less than halftime.
Are programs required to determine the results of a member’s evaluation from a previous term of service?
It is important to ensure that a member who served previously is eligible to serve in your program, and you should make a reasonable effort to gather that information. If the member received an education award, you may assume the member served satisfactorily in the previous term. If the member was
released for cause without receiving an education award, and you do not check with the program with which the member formerly served, you run the risk of enrolling an ineligible member. In this case some or all of the costs associated with that member can be disallowed. The My AmeriCorps Portal includes evidence of member’s past service.
Transferring Members
- To a different AmeriCorps Program (not part TCN’s grants)
Further guidance may be found in the “Managing Members in the Portal” in the Manual.
Please contact The Corps Network for any clarification needed on transferring members.
Changes to the Member’s Home Page in eGrants
Members may make changes to their basic information themselves in My AmeriCorps before or after they have exited from the program.
C. 6. What must a program do to enable members to complete their terms of service?
A program should make every effort to enroll members so that each member has a reasonable expectation of completing his/her term of service by the end of the program’s project period. Should a program not be renewed, a member who was scheduled to continue in a term of service may either be placed in another program where feasible, or a member may receive a prorated education award if the member has completed at least 15% of the service hour requirement. Serving less than 15% of a full term of service does not count as a term of service.
Other
C. 1. Are AmeriCorps members employees?
AmeriCorps members are not employees of the AmeriCorps program or of the federal government. The definition of “participant” in the National and Community Service Act of 1990 as amended applies to AmeriCorps members. As such, “a participant (member) shall not be considered to be an employee of the organization receiving assistance under the national service laws through which the participant (member) is engaged in service” (42 U.S.C. 12511(30) (B)). Moreover, members are not allowed to perform an employee’s duties or otherwise displace employees.
For the limited purposes of the Family and Medical Leave Act of 1993, the member may be consideredan eligible employee of the project sponsor. The Family and Medical Leave Act’s requirements as they apply to AmeriCorps Programs are contained in 45 CFR 2540.220(b). AmeriCorps members are not employees of the AmeriCorps program or of the federal government. The definition of “participant” in the National and Community Service Act of 1990 as amended applies to AmeriCorps members. As such, “a participant (member) shall not be considered to be an employee of the organization receiving assistance under the national service laws through which the participant (member) is engaged in service” (42 U.S.C. 12511(30) (B)). Moreover, members are not allowed to perform an employee’s duties or otherwise displace employees.
For the limited purposes of the Family and Medical Leave Act of 1993, the member may be considered an eligible employee of the project sponsor. The Family and Medical Leave Act’s requirements as they apply to AmeriCorps Programs are contained in 45 CFR 2540.220(b).
C. 3. Should the grantee encourage members to register and vote?
The grantee should encourage all eligible members to register and vote. However, the grantee is prohibited from requiring members to register or to vote, and from attempting to influence how members vote. Members who are unable to vote before or after service hours should be allowed to do so during their service time without incurring any penalties. The site supervisor should determine the length of absence.
C. 4. May an AmeriCorps member serve on jury duty?
The grantee must allow AmeriCorps members to serve on a jury without being penalized for doing so. During the time AmeriCorps members serve as jurors, they should continue to receive credit for their normal service hours, a living allowance, health care coverage and, if applicable, child care coverage regardless of any reimbursements for incidental expenses received from the court.