Using OnCorps

OnCorps is the timekeeping system for Iowa AmeriCorps programs. Timesheets need to be submitted and approved two times per month (every 12th and 27th of the month, supervisors have 2 days to approve the sheets). Pay dates are on the 15th and 30th of each month.

Resources Below

Accessing your account

Go to ia.oncorpsreports.com >
Select your Program year from the drop down menu
Scroll down to "Habitat for Humanity of Iowa"
Select "Member" or "Supervisor"
Usernames and Passwords:
- Usernames are your first letter of your first name and your last name. Example: Katie Zellmer is kzellmer
- Passwords are all temporarily set to “Building1”

Submitting a timesheet

Sign into OnCorps using the links at the top of the page (ia.oncorpsreports.com).
Select a current timesheet
Enter your hours served into each date. Separating training hours from direct service hours.
Leave the comment selection “BLANK”
Click "Authorize and Submit"

You must submit your hours to the nearest 15 minutes.
- 45 Minutes = 0.75; 30 Minutes = 0.5; 15 Minutes = 0.25
Types of hours (Service, Training, and Fundraising)
- Service hours: majority of the hours served
- Training hours: time when being trained on something, cannot exceed 20% of your total maximum hours
- Fundraising hours: allowable in only rare circumstances and require prior AmeriCorps Approval

Supervisors Approving a timesheet

Supervisors need to review and approved timesheets twice per month. Supervisors are looking for accurate and timely timesheets. The time it takes for review is monitored in the OnCorps system.

Each time a member submits a timesheet, a supervisor will receive an email with a link for approving
Sign into OnCorps using the correct link above
Select: Time Tracking > Member Service Hours > APPROVE or REJECT Member Timesheets

Supervisors Rejecting a timesheet

If a timesheet needs to be rejected due to errors, a supervisor must take action first. This can only be completed before it has been approved. If not, a supervisor will have to ask the program director to unlock the timesheet.

Click "Time Tracking" tab
Click "Member Service Hours"
Click Filter Member Service Hours
Select your member
After that, supervisors will see all the timesheets and have the ability to Reject them.
Member must fix and resubmit their timesheets
Supervisors must re-approve

Common mistakes on timesheets:

Hours on holidays or weekends
Same number of hours each day. Example 8 hours every day for multiple weeks
Missing training hours from training or learning activities

Unlocking an already approved timesheet

If a timesheet needs to be rejected after it has been approved by a supervisor, a supervisor or member may ask to have it removed. Timesheets can be unlocked no more 90 days in the past. Any mistakes older than 90 days will remain and could be removed by authorities in the future.

Notify the program staff of the incorrect timesheet with 90 days of the mistake
Answer why the timesheet needs to be fixed
If applicable, provide any supporting proof of the change

Timesheet Mistake Examples:

Hours were accidently placed on a Sunday instead of Monday.
All hours were placed in the training column instead of direct service column
Member served on a Saturday for a big project but forgot to put in those hours

Suspicious timesheet activities:

Hours added to timesheet after completing service
Timesheets ending in exactly the hours required 1700, 450, 400 etc.
Timesheets with same hours every day exactly
Changes requested with no explanation

Supervisor In-Kind Time Tracking

Video tutorial linked above

Written instructions here

For this grant period, supervisors are required to record and turn in hours spent supervising and/or participating in the AmeriCorps program. These hours are very important to the grant because they are used as in-kind match. The federal AmeriCorps grant requires a 50% match to pull down any federal funds that are used to pay the member living allowance, benefits, administration of the program, and pay of staff.

Each supervisor must provide a letter on organizational header with their worth in the form of an hourly dollar amount. This number includes - hourly wage, FICA, and benefits. This is shared with fiscal staff only for grant purposes.
Each pay period, supervisor will submit an electronic time tracking form through the OnCorps System.

Common Supervisor Activities:

Collect data and/or review data on member project/service results
Communicate with member(s) via email/phone
Communicate with sub-site supervisor on member progress/performance
Create/edit position description
Evaluate member(s) on project progress
Meet 1:1 with member(s)
Meet with Habitat Iowa staff about member progress/performance/hours
Meet with other staff about member progress/performance/hours
Plan a training session/event for member(s)
Recruit/interview/onboard new member(s)
Staff meeting (not regularly held but unique for member service)
Timesheet review/approval
Train member(s) on service-relevant topic
Time being trained by Habitat Iowa staff
Time doing activities for Habitat Iowa staff for the grant

Unallowable AmeriCorps Supervisor Activities to count as hours

Work alongside member
Hold regularly scheduled staff meeting where AmeriCorps members attend alongside regular staff
Make fundraising calls
Non-AmeriCorps activities/responsibilities
AmeriCorps prohibited activities such as advocacy and religious instruction

Taking time off

Some flexibility is built into the calendar to accommodate sick and personal leave. Members are ultimately responsible for ensuring they complete all service hour requirements.

Members should make every effort to maintain a regular service schedule. Personal appointments and time off should be scheduled around set service schedule and holiday breaks as much as possible. Members will be encouraged to stay on track to meet the minimum hours required per the member service agreement.

STEP FOR TAKING TIME OFF:

Follow the policy outlined by the member’s host site. If not policy is available, follow this policy

You are required to request TIME OFF at least 7 days in advance of the requested time off, unless it is due to illness or an emergency. You need to contact your supervisor for approval. Approved time off is subject to supervisory approval, department staffing needs and established departmental procedures
Members must also provide the supervisor with a screenshot or print out of the current hour status in OnCorps using the Benchmark planner report. Instruction located below. Members must show that they are on track to complete their contracted hours before the end date. This report can be provided by Habitat Iowa staff as an excel if requested.

Accessing your account

Submitting a timesheet

Approving timesheets

Taking time off

Unlocking

Superviso Time

Checking Hours

Checking Hours on OnCorps

In Order to stay on track with member hours, members and supervisors should regularly check the member accounts on OnCorps, which uses a new system called the Benchmark Planner to show served and projected schedules.

Log into OnCorps
Click "Time Tracking" at the top menu
Click "Benchmark Planner"
If not already entered, enter your typical projected schedule at the top.
- Example: 8 hours a day for Tuesday - Saturday
Hit update grid
Remove any days you know you will be out
- Example: gone for the week of July 4th
Now view at the bottom if you are on track or not for completing hours.