Entering Volunteer Time

This document is only about entering time into the system and does not cover checking volunteers in, or refunding volunteers.

Policies

• Volunteer time sheets are to be turned in after every shift or as is practical and entered as soon as practical.
• To reduce confusion while entering, each time sheet is only to be used for one day (Thursday, Friday, Saturday, or Sunday only) with the only exception being shifts that cross midnight.
• When a volunteer returns their time, if the time is not entered right away, slips are to be stored together in a designated envelope or box to keep them from getting lost.
• As is practical, the Volunteer department is to enter time sheets into the reg system.
• As is practical, the Registration department is to review all the time sheets that were entered.
• Absolutely all slips must have the time entered and reviewed by two separate people before they are considered completed and refundable.
• Multiple slips may be paper-clipped or binder-clipped together but must never be stapled or taped together (rips may be fixed with tape).

Procedure

The basic procedure is that Volunteers enters the time and Registration verifies it.

Requirements

• The entering person must have the proper permissions in the BACON system to be able to access AtCon and enter volunteer time
• Volunteer Department will need a computer connected to the staff wifi, either from the Volunteer desk, or by using an available computer at registration.
• Registration Department will need an inbox for entered volunteer slips and an envelope to put completed forms.

Required Materials

• Customized "Entered" date stamp

Steps

Pt. 1: Volunteers Department

1. Open the At-Con registration system using either a computer at the volunteer station, or borrowing one from the registration area.
2. If someone else is logged in, make sure to click their name in the upper-right hand corner and log them out.
3. Log in as you using your username and password for the registration system / BACON
4. Click "Volunteers" in the top menu
5. Enter the badge number or name of the volunteer you're entering time for
6. Click on the correct user that comes up
7. Enter the time into the registration system (better steps needed here')
8. Make sure your date stamp has today's date on it
9. Stamp slip as entered
10. Repeat steps 5-9 until all slips are entered.
11. Put all entered forms into the volunteer slip inbox at reg (or give to a registration manager if no inbox exists)

Pt. 2: Registration Department

1. Take forms from inbox or other interim storage location
2. Open up that person's volunteer time
3. Review each entry carefully and correct as needed
4. Make sure the total passes a reasonableness test

• • Are there any negative amounts?
  • Are there any unreasonably long hours?

1. If changes are required, use the volunteer system to make them. (This may require an admin)
2. Stamp the form as completed
3. Put form in "Completed Volunteer Slips" envelope/box/folder.

Questions on Time

Sometimes volunteers don't put down all the information needed to determine the time. Either they don't write down AM/PM or a date, or their handwriting isn't legible. While it is the responsibility of the volunteers department and the signing managers to make sure the slips are correct, sometimes things get past people.

If you are not part of the volunteers department

1. Contact the volunteers department to ask about the volunteer.

As much as practical, only the volunteers department should investigate and correct incomplete slips.

If you are part of the volunteers department

1. Contact the manager that signed off on the time to ask about that volunteer. Does the manager know the answer to your question? If so, skip to step 4.
2. Contact the volunteer. Can they answer your question (they should be able to)? If so, skip to step 4.
3. Make your best guess after consulting with the Volunteer department head. If head is unavailable, consult with head on duty, a Registration Admin, or HR (in that order).
4. Record steps taken on a post-it note(s) and attach to the sheet so we know what happened.