Timesheets

Owned by Mackenzie Bolger (Unlicensed)
Last updated: Feb 05, 2024 by Ariadna Hernandez
3 min read

Timesheet Submission

To track Fellow hours, CivicSpark uses OnCorps, an AmeriCorps-focused report tracking system.

Fellow timesheets are due every Friday. Fellows should update and save their timecards at the end of each day and submit on a weekly basis each Friday so their Regional Coordinator has time to review, ask for edits, and approve by the following Monday. Failure to submit on time may cause delays to Fellows receiving their living stipend on time.

Logging into OnCorps

  1. Fellows will need to access OnCorps by state:

    1. California: https://ca.oncorpsreports.com/

    2. Colorado: https://co.oncorpsreports.com/

    3. Washington: https://wa.oncorpsreports.com/

  2. Go to the right hand side, make sure the 2023-24 program year is selected, and click “Submit”.

  3. You will look for CivicSpark, and click where it says "AmeriCorps Member". 

  4. Your login should be your first name initial and last name (ex: ahernandez for Ariadna Hernandez), and the password is "civicspark". You will be prompted to change this upon your first login. If you have any trouble accessing this, please let Ariadna (ahernandez@civicwell.org) know as soon as possible.

    1. For those of you with hyphenated names, we only used your first last name. If you prefer to change that, let us know.

Logging Hours

  1. Within OnCorps, go to the blue tab section and hover over "Time Tracking", then click on "Enter Timesheets". 

  2. You'll select the week you're logging hours for and click "Choose". 

  3. For Orientation week, there will be a "start" date for which you can begin to log hours depending on when you were cleared on our side to begin, so you will see that when you first look at your timesheet.

  4. You will log your time in and out, and to the appropriate Category and Sub-Category (they're in the same dropdown), the correct project code, and provide a brief description for each activity. Be sure to use the Hours Cheat Sheet the first few months to make sure you’re completing your timesheets correctly.

    1. Keep the descriptions short but descriptive. Where possible use only the words listed in the Hours Cheat Sheet and if necessary add additional context (e.g. the name an event or location).

    2. If traveling, include the activity/event and destination.

    3. See the bottom of this page for an example of a timesheet.

  5. Be sure to log your hours on a daily basis, then click "Save" at the bottom and return to it the next day. Once you're done logging hours for the week, you will click "Authorize & Submit", and you're all set!

Important Reminders

Hours recorded CANNOT include:

  • Commute time to or from your service site for regular work days. You can log travel time for non-commute travel (travel to events, community engagement, etc.)

  • Meal times - a minimum of 30 minute-break must be taken for any meals taken during a service day - we encourage you to take a one-hour break if possible!

    • Lunch should be taken on a daily basis if serving 5+ hours that day (although if a Fellow only serves 6 hours that day, they may “waive” their lunch break).

    • For events in which the Fellow is traveling all day, or if the Fellow is at a multi-day event, they should also take a break for breakfast and/or dinner if their service hours fall between those times.

  • Time spent obtaining or researching benefits (e.g. Loan Forbearance research, calling SNAP office, etc.). This should happen on your own time.

  • Social time for activities that are NOT part of a structured CivicSpark event put on by staff.

    • A structured event is one approved by CivicSpark staff that happens during Orientation, Graduation, or Regional Trainings/Meet-Ups.

    • Events not set up by CivicSpark staff cannot be logged as service time (e.g. alumni events, picnics, Fellows going camping together, etc.).

  • Time spent on any fundraising or advocacy activities.

  • Descriptions that include the terms “administration,” “administrative,” “policies,” “policy-making”, “grant-writing”, etc.

  • Any events/activities in which alcohol was consumed.

  • Any other activities not directly tied to a specific program- or project-related activity (e.g. checking into hotel, packing / unpacking items for travel, etc.).

 

See below for an example of a timesheet that includes the Category > Subcategory > Project > Description > Hours.