New York State Commission on
National & Community Service

New York State Commission on
National & Community Service

David A. Paterson

Governor

Susan K. Stern

Commission Chair

Mark J. Walter

Executive Director

Members Time Record

Dear AmeriCorps Program Directors,

Once again, congratulations on your 2008-09 AmeriCorps grant! I hope you are all having a wonderful summer and I am looking forward to working with you in what is sure to be an exciting year for national service and volunteering in New York State!

I wanted to update you on the status of the new, electronic reporting system that all 2008-09 AmeriCorps Programs in New York will be required to use as the Web Based Reporting System (WBRS) is phased out by the Corporation in fall 2008.

In addition, I have provided some guidance below to help your organization prepare a system to manage AmeriCorps member time records in the absence of WBRS.

Additional information and technical support on both these changes will be provided in detail at the upcoming New Project Director’s Training (August 12th in Rensselaer, NY) and at the Annual Project Director and Fiscal Management Training (October 1-3 in NYC).

  • We have every expectation that the Contract Management System (CMS), which will replace the fiscal and programmatic reporting features in WBRS for all New York State Americorps Programs, will be finalized and on-line for use beginning this fall. A detailed overview of this system and working session to explain its functions is scheduled for the October 1-3 Project Director and Fiscal Management Training in New York City.
  • With the phase out of WBRS, all 2008-09 AmeriCorps Programs will be required to establish their own time record system to track and monitor AmeriCorps member service hours. Member time management will not be a feature provided in the new Contract Management System and the State Office will not provide a universal system for programs to use. However, programs will still be required to establish and maintain an approved member time record system.

I have attached several documents that provide detail on why WBRS is being phased out, guidance on the Corporation’s requirements for developing an AmeriCorps member time record system, and sample member timesheets for program use. Please note that all time record systems must be reviewed and approved by your Program Administrator at the Commission State Office. I strongly encourage new AmeriCorps grantees, or continuing programs that were using WBRS to track member service hours, to review the attached documents and contact your Program Administrator with any questions. It is required that all AmeriCorps Programs have a member time management system (other than WBRS) in place prior to the start of your program year.

As always, your Program Administrator can provide you with any technical guidance and support you need to develop an effective system and answer any questions you may have. Thank you in advance for your patience as we work through this transition together and if I can ever be of assistance, please feel free to contact me.

-Mark Walter