[User Guide] Federal Grants Staff Timesheets and Stipends

The Federal Grants Timesheets process allows teammates to enter how they spent their time throughout a grant reporting period, and then sends that timesheet for approval by their School Leader or manager. 

Quick Links:

• Grant DocuSign Upload Generator: Workspace for the Grants team to build DocuSign bulk upload CSVs.
• Timesheet Tracking Dashboard: Displays and aggregates timesheets that are pending submission and approval.

In this article:

• For Grants Managers: Generating a DocuSign Bulk Upload
• For Everyone: Tracking Completion

Grants Manager Workflow: Generating a DocuSign Bulk Upload

Step 1 — Create a new tab

Navigate to the Grant DocuSign Upload Generator. From the Grants menu at the top of the spreadsheet, select the tab type for the round you're setting up:

• New Timesheet Tab
• New Regular Stipend Tab
• New Quarterly Stipend Tab
• New CSP Tab

Name the tab when prompted (e.g. Spring_26_Timesheet). The sheet will be created with the correct columns and color-coding for that document type.

Step 2 — Enter employee numbers

In the employee_number column, enter the KTAF Employee Number for each person in the round (note: this is different than ADP payroll file numbers, which are not unique across entities).

As you type each number, the mint-green columns to the right will auto-fill with the employee's name, email, site, job title, and other info from the staff roster. Check that the name looks correct before moving on.

Step 3 — Complete the remaining columns

Fill in the blue columns for each row. The fields vary by tab type but include things like grant strand, program code, percent of grant, certification period, and approver information. Hover over a column header to see a note describing what each field expects.

If any row has an issue — a missing required field or an employee not found in the roster — it will be flagged in red on that row. Resolve any flags before generating the CSV.

Step 4 — Generate the DocuSign CSV

When all rows are complete, go to Grants > Generate DocuSign CSV. The script will build the bulk upload file and save it automatically to the DocuSign Uploads folder in Drive. A confirmation dialog will appear with the filename, recipient count, and a clickable link to open the folder.

Step 5 — Upload to DocuSign

Log in to DocuSign. Navigate to the appropriate Federal Grant template and click "Use".

Select "Advanced Edit" then "Bulk Send" and upload the .csv from the DocuSign Uploads folder.

DocuSign will give you a preview of the info. Check that everything looks as expected, and hit Save.

Step 6 — Send

You're ready to send! DocuSign will do a "mail merge" of all the info you uploaded to fill out the top of the template with the teammate's name, title, entity, grant, employee number, program code, certification period, and percent of work on the grant.

Tracking Completion

The Timesheet Tracking Dashboard displays teammates at your school or entity, depending on your role, so that you can track completion and follow up as needed. It will show how many DocuSign "envelopes" were sent, whether the teammate has signed, and whether the approver has signed.