OnCorps Timesheet Instructions for KEYS Members
2016-2017
THE TIMESHEET PROCESS SUMMARIZED
1)
The member enters hours in a timesheet and submits it to their site supervisor(s).
2)
The supervisor(s) reviews the timesheet and either approves it or rejects it. Only one supervisor
has to reject it for it to be rejected by all supervisors.
3)
Once it has been approved by the site supervisor(s), KEYS staff will also review the timesheet and
either accept it or unlock it.
4)
If at any stage the timesheet is rejected/unlocked, the member has to correct the timesheet and
resubmit it to start the process again.
LOGGING IN
1) Access OnCorps Reports via http://pa.oncorpsreports.com/
Tip: You should add this url to your favorites or bookmarks tab on your computer.
2) Select “2016 – 2017” as the program year and press submit.
3) Locate KEYS Service Corps under participating programs, and click on “AmeriCorps member.” If you
select something other than AmeriCorps member, your log in info will not work.
4) On the login page, enter your username and password and click the Login button. Your username will
be your first initial followed by your last name. Your password will be the same. After you login for the
first time, you will be prompted to change your password for security reasons.
VERIFYING YOUR PROFILE INFORMATION
1)
Find the Directories tab, and click on “My Profile”
2)
Ensure that the information listed in your profile is correct. If you make changes, press the Save
button. The email address is important because this is where notifications about rejected
timesheets will be sent.
ENTERING TIMESHEETS
1)
Go to the Time Tracking tab and select “Enter Timesheets”
2)
Go to Select a Period, select the timesheet that you would like to open, and click the Choose
button. (Note: The Sample Period timesheet is a demo timesheet to experience the timesheet
approval process. It is not to be used for recording legitimate service hours.)
3)
Select the supervisor(s) who supervised you during this time period. This will only be an option
if you have multiple site supervisors assigned to your account. It’s easiest if you only have one
supervisor assigned to your account, but if you need more than one, please contact us to set up
multiple site supervisors.
4)
Enter your hours using the drop down menus. Round your times to the nearest quarter of an
hour (i.e. 8:53 - 9:07 rounds to 9:00am, 9:08 – 9:22 rounds to 9:15, 9:23 – 9:37 rounds to
9:30am, 9:38 – 9:52 rounds to 9:45).
5) Choose the category of service the best describes your service activity.
SERVICE





Capacity Building: Program Development & Support – Time spent working on reports for KEYS
or other activities at your host site that are not directly hands on with youth
Community Building: Service Projects - Time spent participating in extra hours projects,
planning/ implementing your community service project, or doing KEYS service events (i.e. MLK
Day, AmeriCorps Week, or another member’s service project)
Education: Lesson Planning - Time spent developing lesson plans or site activities.
Education: Tutoring – Time spent tutoring youth.
Youth Activities: Mentoring/Life Skills – Time spent mentoring youth.
TRAINING

Professional Development – Time spent in Pre-Service Training, at member meetings, or at
meetings/trainings at your host site.
FUNDRAISING

Fundraising – Time spent raising funds or in-kind donations.
6) Choose the Service Site where you performed your service activity. The default will be your host
site. You should change this to “KEYS Service Corps” if you are at a KEYS meeting or “Off Site” if you
are at an extra hours project.
7)
There is Description/Activity text box next to each entry. This box only should be used to explain
activities outside of your typical realm of duties. Comments should be brief.
Use this box for:
8)
-
Days that are longer than 12 hours
-
Non-Standard Hours
-
Time logged on holidays
-
Extra Hours projects
To save your hours so you can come back and edit the timesheet later, click the “Save” button.
(Note: If you press Save, your timesheet has NOT been submitted.)
9) When you are ready to submit your timesheet, click the “Authorize and Submit” button to send
the timesheet to your supervisor(s) for approval. Click OK to send the timesheet to your supervisors
or click Cancel to return to editing your timesheet.
Timesheets that have been submitted or approved are locked to prevent changes, though they may
still be viewed and will have a padlock icon in the upper right corner.
10) If your timesheet was rejected by either the site supervisor or KEYS, you will receive an email and a
notice will appear on your home page for OnCorps. Please correct it promptly and resubmit it.
11)
You can use the List Timesheets feature under the Time Tracking tab to check on the status of
your timesheets. You can either use the Select a Period drop down menu or Select a Timesheet
Status drop down menu. Click the View button next to an unapproved timesheet to view that
timesheet in a pop-up window. If a timesheet has been approved, you can download a PDF of that
timesheet for your records
Sample Time Sheet
UNDERSTANDING THE HOURS BANK
The Member Hours Year-To-Date table shows the status of all hours that have been entered into a
member timesheet. Each column of the table is defined below.
• Status/Hrs: The number of hours a member committed to serve
• Days Served: The number of days that a member has served.
• Approved: The total hours that have been approved by all supervisors
• Pending: The total hours entered into timesheets that have not been approved by supervisors
(includes hours in timesheets that have been submitted for approval but have not been approved yet
and hours saved in timesheets that have not been submitted to supervisors yet)
• Pre: Pre OnCorps Hours (hours that were approved using a different timekeeping system before
members began using OnCorps timesheet system) (KEYS will not be using this feature)
• 1, 2, 3, 4: Number of hours in each of the four possible subcategories of Training and Service hours
that have been entered into OnCorps.
• Tot: (Pre + 1, 2, 3, 4) for each type of hours (Fundraising, Training, and Service)
• The remaining columns are defined directly beneath the chart.
PLEASE NOTE:
At this time, OnCorps does not allow us to input holidays or account for the fact that we expect you to
serve fewer hours during pre-service training than the rest of your term.
Use the chart on the back of this form in conjunction with the OnCorps Hours Year-To-Date tool to make
sure you are on track with your hours to successfully complete by your end date.