Destiel Timesheet Usage Guidelines

These Timesheet Usage Guidelines ("Guidelines") are established to ensure accurate tracking of volunteer hours and activities, supporting accountability, transparency, and effective operation of Destiel’s programs.

1. Purpose

The purpose of the timesheet system is to track the daily contributions and hours of volunteers to ensure transparency, accountability, and accurate verification of volunteer efforts.

2. Scope

These Guidelines apply to all volunteers at Destiel, covering the use of the timesheet system for logging hours and activities.

3. Requirements

Mandatory Usage

All volunteers are required to use the timesheet system to clock in and clock out daily.

Detailed Entries

Volunteers must provide detailed descriptions of tasks performed for each logged session.

Timely Submission

Timesheets must be submitted at the end of each shift, no exceptions.

Week Definition

A week is defined as Sunday through Saturday for the purposes of tracking and reporting volunteer hours.

4. How to Use the Timesheet System

Clocking In

Login: Access the timesheet system through the Destiel volunteer portal.
Clock In: Click the "Clock In" button at the beginning of your volunteer shift.

Clocking Out

Clock Out: Click the "Clock Out" button at the end of your volunteer shift.
Make Detailed Notes: Make notes of the tasks you performed in detail.
Review: Review your recorded tasks and ensure all information is accurate.
Submit: Submit your timesheet for the day.

5. Task Recording

Detailed Descriptions

Provide detailed descriptions of the tasks you performed during your shift.

Time Allocation

Allocate the time spent on each task accurately.

6. Detailed Task Descriptions

Volunteers must provide a detailed description of the tasks performed during each logged session.
Task descriptions should include specific activities, objectives, and any outcomes achieved.

7. Accuracy and Integrity

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

8. 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.

9. Importance of Accurate Timesheets

Transparency

Accurate timesheets ensure that volunteer contributions are transparent and verifiable.

Accountability

Helps maintain accountability and track the progress of volunteer efforts.

Recognition

Accurate records contribute to recognizing and rewarding volunteer efforts.

10. 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.
Verbal claims of work performed that are not documented via the timesheet system will not be accepted.

11. Non-Compliance

Grounds for Termination

Failure to submit daily timesheets accurately reflecting tasks performed.
Inaccurate or falsified timesheet entries.
Failure to accurately clock in and clock out.
Not listing tasks in detail as required.

Non-compliance with these Guidelines may result in disciplinary action up to and including termination of volunteer service.
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.
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.

12. 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.

13. 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.

14. 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.

15. Troubleshooting

If you encounter any issues with the timesheet system, please contact your supervisor.

16. Acknowledgment and Acceptance

By signing below, the volunteer acknowledges that they have read, understood, and agree to adhere to the Timesheet Usage Guidelines.

Volunteer Name:
Date: October 3, 2024

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Timestamp

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September 24, 2024 2:53 am CDT

Destiel Timesheet Usage Guidelines Uploaded by Team Destiel - IP 108.92.171.89