Top ten frequently asked questions – and answers!

FAQ: Events & Cost Share Tracker

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Instructions

•To view the entire tutorial, click through to each slide.•To view the tutorial in full screen, click on the icon on the bottom right of the control panel.•If you are looking for the answer to a specific question, advance to the next slide to see a Table of Contents. Enter the slide number in the box on the control panel to jump directly to that slide.•You can also download the tutorial and view as a Power Point presentation on your desktop. Click on the “View in SlideShare” on the bottom left of the control panel, then click “Download” on the top menu.

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Table of Contents

Frequently Asked Question Slide #

Is there a way to change an individual’s username?

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Do I have to enter events for different grant years in different sections/subsections on the website?

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Can I enter events that are funded by a different grant?

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What about something like ASPIRE tutoring? Does that still need to be an event in order to count the kids? What if they have tutoring every day of the year, do I have to create a different event for each day?

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Is there a way to uncheck students if you already added them to the student report, before you click “generate report”?

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Frequently Asked Questions Slide #

Is there a way to delete timesheets? 9

Can you enter someone else’s timesheet when logged in as an Org Admin?

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Is it a requirement that ALL timesheets be printed, signed, and kept on file by the school, or only upon request? Do we need copies of all of their timesheets submitted when the school submits cost share?

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Where do I find the current volunteer pay rate? 11

How do I enter indirect costs? 12

Additional Questions 13

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FAQ

Is there a way to change an individual’s username?

No, it is set when the user’s record is created and can’t be changed.

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FAQ

Do I have to enter events for different grant years in different sections/subsections on the website?

No. Events, timecards, etc. are by date, not by grant year. There is only one place to add and access records; there is not a separate place in the program for things like events in different grant years.

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FAQ

Can I enter events that are funded by a different grant?

Yes, you can enter events that are funded by other grants (and indicate how many students/ educators/ parents attended), so long as they support the goals of GEAR UP. You just can’t count cost share from those events if they are federally funded.

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FAQ

What about something like ASPIRE tutoring? Does that still need to be an event in order to count the kids? What if they have tutoring every day of the year, do I have to create a different event for each day?

Yes, those should be entered as events, or multi-day events. Multi-day events can be up to 20 days long, must be on consecutive days, and the same group of students must have attended each day.

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FAQ

Is there a way to uncheck students if you already added them to the student report, before you click “generate report”?

Yes, uncheck the student name you don’t want to include in the report, and that student will not be included.

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FAQ

Is there a way to delete timesheets?

No, just enter 0 in hours for timesheets that should be deleted.

Can you enter someone else’s timesheet when logged in as an Org Admin?

No, it’s not a feature the Org Admin has.

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FAQ

Is it a requirement that ALL timesheets be printed, signed, and kept on file by the school, or only upon request? Do we need copies of all of their timesheets submitted when the school submits cost share?

Yes, the school needs to print user timesheets, have the person sign them, and hold onto them in case of an audit. You do not need to submit a copy of the timesheets with your monthly cost share report.

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FAQ

Where do I find the current volunteer pay rate?

The following link has an estimated dollar amount for volunteer time that is updated each year:http://www.independentsector.org/programs/research/volunteer_time.htmlIf the rate is not yet available for the year, use the most recent rate. Feel free to use the rate for anyone who volunteers, who is not a school employee or who is not providing a specialized service, including students.

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FAQ

How do I enter indirect costs?

The indirect rate will populate automatically, and calculate indirect based costs on the direct costs. If you wish to add an indirect rate for the year, please contact the GEAR UP office and send a copy of the approved federal indirect rate agreement. Your district/organization must have an agreement in place for the current fiscal year in order to claim indirect. You are allowed to claim your indirect rate, up to a maximum of 8%.

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The End!

Please refer to the Table of Contents on the third slide to go back to specific issues you might have, or contact a GEAR UP staff member.

View additional tutorials, such as the Events and Cost Share Tracker User Guide, available at gearup.ous.edu/cst/faq.php.