Case Management Hub

This document outlines the step-by-step process for receiving, completing, and submitting bi-weekly timesheets for AARP trainee staff. It ensures accurate record-keeping, compliance with program requirements, and timely submission of hours worked.

Frequency

·         Bi-Weekly – Timesheets are due at the end of each pay period.

·         End Date – Always recorded as the Friday ending the pay period.

Step 1: Receiving Timesheets

1.       Timesheets are received via email bi-weekly for each participant.

2.       Save or print the timesheets for processing.

Step 2: Completing Timesheets

1.      Hours Allowed

·         Trainees may work up to 20 hours per week, not to exceed 40 hours per pay period.

2.      Filling in Hours

·         On each day worked, fill in the circle corresponding to the number of completed hours.

·         Ensure total hours do not exceed the weekly or pay period maximum.

3.      Supervisor Hours Box

·         Enter the total number of hours worked for the pay period in the Supervisor Hours box.

 Step 3: Obtaining Trainee Signatures

1. Have the trainee sign and date the timesheet.

2. Always date the form with the Friday ending the pay period.

3. Ensure signatures are legible and dates are correct.

Step 4: Supervisor Review & Signature

1. Review the timesheet for accuracy.

2. Sign and date the timesheet as the supervisor, using the same Friday date.

Step 5: Providing Copies to Trainees

1. Make a copy of the signed timesheet for the trainee’s personal records.

2. Provide the copy directly to the trainee before submission.

Step 6: Submitting the Timesheets

1. Scan the completed timesheets.

2. Save the scanned files to your computer.

3. Email the scanned timesheet to:

   • timesheets@aarp.faxlogic.com

   • Subject Line: Enter the File Number listed on the timesheet.

   • Do not include any additional message in the body of the email.