Destiel Timesheet Policy

This Timesheet Policy outlines the standards and expectations for all volunteers at Destiel regarding the accurate and timely submission of timesheets. This policy ensures transparency, accountability, and accurate verification of volunteer efforts.

1. Purpose

To ensure accurate tracking of volunteer hours and activities, supporting accountability, transparency, and effective operation of Destiel’s programs.

2. Stated Weekly Commitment

Volunteers will declare their weekly availability and commit to a specified number of hours per week.
Volunteers should establish a regular schedule specifying the days and times they will be available each week.
A week is defined as Sunday through Saturday for the purposes of tracking and reporting volunteer hours.

3. Timesheet Logging Requirements

Requirement

Volunteers must use the timesheet system to clock in and clock out daily.
Detailed descriptions of tasks performed must be entered into the timesheet system for each logged session.
Using the timesheet system is a mandatory requirement in addition to fulfilling the hours commitment.

Accuracy

Volunteers must ensure that all timesheets are accurate and truthful.
Any discrepancies should be reported to the supervisor immediately.

Submission

Timesheets must be submitted at the end of each shift.
Failure to submit timesheets in a timely manner may result in inaccurate recording of hours and could affect volunteer status verification.

4. Monitoring and Compliance

All activity across Destiel.org and Office 365 is monitored to ensure compliance with organizational policies.
Supervisors will review timesheet entries daily to ensure compliance with the stated commitment and accuracy of the work performed.
Volunteers who fail to log their stated hours per week for two consecutive weeks or who fail to use the timesheet system will receive a warning.
Verbal claims of work performed that are not documented via the timesheet system will not be accepted. If a correction is needed, volunteers can submit a "Modify Timesheet Request."

5. Work Rating and Supervisor Comments

Managers will rate the work performed by volunteers based on their daily timesheet entries.
Supervisors may add comments to provide feedback, highlight achievements, or address any issues observed in the work performed.

6. Impact on Volunteer Recognition Program and VVS

Accurate and timely logging of hours in the timesheet system will affect the points earned in the Volunteer Recognition Program.
The Volunteer Verification System (VVS) will display the grand total of volunteer hours, making daily timesheet entries crucial for maintaining accurate records.

7. Non-Compliance Procedure

First Incident

The volunteer will receive a written warning and a reminder of their stated commitment and the requirement to use the timesheet system.
The volunteer will be required to meet with their supervisor to discuss any issues and develop a plan to meet the commitment.

Second Incident

If the volunteer fails to log the required hours or use the timesheet system for another consecutive week, they will receive a final written warning.
Another meeting with the supervisor will be scheduled to reassess the volunteer’s ability to meet the commitment.

Third Incident

Continued failure to log the required hours or use the timesheet system for a third consecutive week will result in disciplinary action as detailed in the standalone termination policy.

8. Termination Policy

Volunteers who are terminated due to non-compliance with the stated commitment policy will receive a formal termination notice.
All organizational files stored on personal devices must be transferred to SharePoint and deleted from personal devices upon exit.
Volunteers must return any organizational property and complete the Volunteer Exit Form.

9. Flexibility and Adjustments

Volunteers may discuss and agree on a different weekly contribution if their availability changes, but they must inform their supervisor promptly.
Any adjustments to the agreed contribution must be documented and approved by the supervisor.

10. Use of Technology

All files related to volunteer activities, recognition, and rewards must be stored on SharePoint.
Volunteers are instructed not to store any organizational files on their personal computers or OneDrive.
Daily communications and collaborations will be conducted through Microsoft Teams to ensure consistent and open communication.

11. Modify Timesheet Request

If a volunteer forgets to log a task, they can submit a "Modify Timesheet Request" to their supervisor.
The request should include the date and time of the task, a description of the task performed, and an explanation for the omission.
Supervisors will review the request and make the necessary corrections if the claim is verified.