[User Guide] Federal Grants Timesheets

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:

• Federal Grant Timesheet Tracking Workbook: [Access Restricted] Workspace for the Compliance Team to enter teammates and their grant programs and allocations.
• Timesheet Tracking Dashboard: Displays and aggregates timesheets that are pending submission and approval.

In this article:

• For Compliance: Setting up a Round
• For Everyone: Tracking Completion

Compliance + Data Team Workflow: Setting up a Round

Step 0 

Contact Data Team to set up a worksheet for the upcoming round (about two weeks of lead time before the round start is ideal).

Data Team notes: Duplicate the tab from last round, then change the formulas in columns F and G to the appropriate round start and end dates. Then change the references on the docusign_upload_template to the new season's tab.

Step 1

Navigate to the Federal Grants Timesheet Tracking worksheet. Use the tab named with the appropriate "season_YR_roster" for the round. Examples below use "spring_25_roster"

Step 2

Fill out columns A - D with appropriate info, including Employee Number from the staff roster (note: this is different than ADP payroll file numbers, which are not unique across entities).

Step 3

The docusign_upload_template tab should auto-fill based on what you've entered in the worksheet. Check the data and then download your bulk upload template to .csv. Don't make any changes to the columns or values here, it will fail when trying to upload to Docusign in the next step. (If anything looks not as expected, contact Data Team)

Step 4

Log in to Docusign. Navigate to the Federal Grant Timesheet template and click "Use".

Select "Advanced Edit" then "Bulk Send" and and upload the .csv you just created.

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

Step 5

You're ready to send! Docusign will do a "mail merge" of all the info you uploaded to fill out the top of the timesheet 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 approve has signed.