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AMERICORPS MEMBER TIMESHEET OUTLINE

This outline is a training tool designed to help new AmeriCorps program staff create a member timesheet. It will be most helpful 

when used alongside the Grant Terms and Conditions, AmeriCorps Regulations, and other AmeriCorps-specific guidance. The 

outline is for reference only; it does not contain citations for all AmeriCorps grant or program requirements. Additional information 

can be found on AmeriCorps State and National grantee pages on AmeriCorps.gov under Resources – “Manage Members”.

Guidance documents referenced in this outline: 

• AC = AmeriCorps State and National Grants Program Specific Terms and Conditions 

• General = AmeriCorps Grants General Terms and Conditions 

• 45 CFR = AmeriCorps Regulations 

Annual General and Program Specific Terms and Conditions can be found on AmeriCorps State and National grantee pages on 

AmeriCorps.gov under Resources – “View Terms and Conditions”.

Complete and accurate timesheets are required to document each AmeriCorps member’s service. They provide the evidence to 

support the member’s eligibility for benefits during and after the term of service, including the post-service education award. 

Timesheets must be stored per the grant agreement recordkeeping requirements and available for inspection by AmeriCorps staff 

and the AmeriCorps Office of Inspector General as part of routine monitoring, audits, or investigations. 

SECTION REQUIREMENTS RECOMMENDATIONS/BEST PRACTICES

OVERALL • The program is 

required to ensure that 

time and attendance 

recordkeeping is 

conducted by the 

AmeriCorps member’s 

supervisor. This time 

and attendance record 

is used to document 

member eligibility for 

in-service and post-

• Include the AmeriCorps logo on the timesheets to build affiliation 

with the national service network. 

• Provide member timesheets that tally service hours automatically 

for each service period and for the term of service overall. This will 

eliminate individual math errors and allow both members and 

program staff to closely monitor the progress towards successful 

completion of the term of service.

• Include training for program staff on timekeeping policies and 

procedures before the AmeriCorps members begin service. 
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service benefits. The 

recipient must have a 

timekeeping system 

that is compliant with 2 

CFR § 200.430 (AC 

V.F). 

• The program must 

retain records and 

make them available 

to AmeriCorps and the 

Office of Inspector 

General (General K.3). 

• Provide instructions for completing the timesheet with the 

document and training on completing the timesheets for both 

members and their supervisors. Include the process and timeline 

the AmeriCorps program staff will use to check and verify all 

member timesheets in writing and in training for members and 

supervisors.

• Programs may use electronic record-keeping systems to track 

members’ service hours (AC IX.A). 

• Programs may store records electronically. 

• AmeriCorps policy allows AmeriCorps State and National grantees 

to use electronic timekeeping systems as the system of record. It 

also provides minimum standards that such systems must meet.

• Minimum standard for electronic timekeeping systems: 1. A written 

policy is in effect establishing the use of electronic timekeeping 

system as your system of record; 2. A secure, verifiable electronic 

signature system (a) identifies and authenticates a particular person 

as the source of the electronic signature; and (b) indicates such 

person’s approval of the information contained in the electronic 

message; and 3. Once appropriate electronic signatures have 

been applied, no changes may be made unless there is a clear, 

auditable record of the revision. 

AMERICORPS MEMBER 

NAME 

• N/A • Provide the full legal name of the member. This should match the 

name provided in the Member Portal.

MEMBER SUPERVISOR 

NAME AND JOB TITLE

• N/A • Insert the full name and job title of the member’s supervisor.

SERVICE SITE NAME • N/A • Insert the name of the member’s site, if relevant for the program 

design.
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DATES OF SERVICE 

PERIOD

• N/A • Include all days/dates within the current service period.

LOCATION OF SERVICE • N/A • Provide the address of the assigned service location (program or 

site address). In some timekeeping systems, it may be sufficient to 

insert a city and state.

TIME-IN • N/A • This will be the time that the member starts their service hours for 

the particular date.

LUNCH BREAK LEAVE 

AND RETURN

• N/A • There may be local or state requirements about time required for 

breaks. Be sure to confirm what is required for members before the 

program starts.

TIME-OUT • N/A • This will be the time that the member ends their service for the 

particular date.

TOTAL DAILY HOURS • N/A • Provide a timekeeping system that tallies the total service hours for 

the member automatically to reduce individual errors and speed 

up the timesheet completion process.

ACTIVITY HOURS:

TRAINING

DIRECT SERVICE

FUNDRAISING

• Be sure to capture the 

service activity in the 

appropriate required 

category.

• No more than 20% of 

the aggregate of all 

AmeriCorps member 

service hours in your 

program, as reflected 

in the member 

enrollments in the 

• Clearly separate the hours for each activity, as appropriate for the 

program design and particular service period.

• Note that fundraising activities are not applicable to all program 

models. This line can be deleted from the timesheet if it is not 

relevant.
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National Service Trust, 

may be spent in 

education and training 

activities (45 CFR 

§2520.40). 

• An AmeriCorps 

member may spend 

no more than 10% of 

his or her originally 

agreed upon term of 

service, as reflected in 

the member 

enrollment in the 

National Service Trust, 

performing 

fundraising activities 

(45 CFR §2520.40). 

TOTAL HOURS FOR 

SERVICE PERIOD

• N/A • Total hours served within a designated service period. This may 

be weekly, bi-weekly, or monthly depending on the program’s 

needs and timekeeping system.

TOTAL SERVICE HOURS 

TO DATE

• N/A • Provide a timekeeping system that tallies the total service hours 

throughout the service year.

MEMBER SIGNATURE 

AND DATE

• N/A • Provide space for the member to sign and date each timesheet.

• Include a statement attesting to the accuracy and validity of the 

timesheet.

• Consider including a statement that affirms that the member is 

aware of and adhered to the AmeriCorps restrictions on 

prohibited activities (AC V.C); provide a space for member 

initials.
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SUPERVISOR 

SIGNATURE AND DATE

• N/A • Provide space for the member’s direct supervisor to sign and 

date each timesheet.

• Include a statement attesting to the accuracy and validity of the 

timesheet.

• Include a final signature/initial space for the AmeriCorps 

program supervisor to indicate the timesheet has been 

reviewed and verified for accuracy. This documentation will be 

most easily completed at the end of each service period, and it 

will be important to demonstrate the program has closely 

monitored and verified all AmeriCorps members’ service hours.

NOTES • N/A • Allow a small field for notes related to the service period and 

member hours.