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Appendix
C. PHA Staff Timesheets
Instructions
for Completing Time Sheet
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This
timesheet is intended to assist you in accurately reporting the
activities that you complete in a day. We suggest that you stop
working several times a day to record your activities over the
last several hours. Recording your activities at different times
during the day will help you recall what you were working on and
how long you spent on that particular task.
Please use
the following instructions for accurately completing the Time
Sheet
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Employee
Identifier
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Enter
your name, badge number, or other assigned employee identifier
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Date
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Enter
the date for which you are recording activities
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Recording
Activities:
Customer
interaction:
(applicants, participants, owners, etc.) Record time under the
specific task that caused the interaction. Examples include:
Requesting
additional documents from applicants for income = "Verify
income, assets, deductions, household composition, preferences
if applicable"
Requesting
birth certificate from participant at annual reexamination =
"Non-Income Eligibility Tasks"
Speaking
with owner in lobby about abatement = "HQS Enforcement"
Reception
and front/common desk time:
should be included in specific tasks as indicated for customer
interaction.
File
correction from quality control reviews:
(file or otherwise) should be included in a specific task. For
example, if the quality control review indicated that the income
was calculated incorrectly, and you have to re-calculate the
income and enter into the System of Record, you would record the
time you spent re-calculating under "Calculating Annual
Income" and the time you spent data entering under "System
of Record Data Entry."
Each
task has a descriptive list of activities. If you cannot find a
place for your activity, please make a descriptive note on the
sheet and enter your time there.
Non-Programmatic
Time:
You will find a place to record non-programmatic time, such as
lunch, breaks, and Non-HCV related activities. It is important
that you include those times for each day.
Research
Administrative Tasks:
At the end of each day, include how much time you spent filling
out the Time Sheet in the "Research Administrative Tasks"
activity. Also include any time you spent on training or
asking/answering questions regarding the Time Sheet.
Notes:
On the last page, you will find a section to write notes
regarding your daily tasks. This is solely for you to keep track
of your completed tasks each day.
Total
Time:
For each section, please add up all the time for your tasks and
report it in the total time at bottom of each section. This will
ensure that you are recording the correct amount of time each
day.
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Initial
Occupancy
Activities
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Time
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Regular
Time
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Overtime
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Hrs.
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Min.
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Hrs.
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Min.
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Waiting
List/ Selection
Waiting
List Management
(includes selecting applicants, administrative tasks such as
schedule appts, prepare and send letters, make files, make
copies, updating WL status(es))
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Verify
income, assets, deductions, household composition, preferences
if
applicable (request third party, tenant supplied documents
relating to adjusted annual income, make phone calls, send and
receive faxes, etc.)
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Other
Eligibility Tasks
Prepare
for interviews
(includes first, second and third appointments for new
admissions, may include file preparation, room preparation,
etc.)
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Conduct
interview
(includes first, second and third appointments for new
admissions, call them in, complete and collect documents, make
copies, discuss program, request additional applicant docs,
etc.)
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Non-Income
Eligibility Tasks
(Send notices of ineligibility, update system(s), Criminal
background request and return processing, process ineligibility
notifications)
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Issuance
Prepare
for briefing
(schedule, send notices, update system(s) and files, prepare
voucher, rent burden and packets)
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Unit
Approval & Leasing
RFTA
Processing
(receipt, checking, logging, calling with questions, etc.)
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Scheduling
Inspections
(arranging inspections, sending notifications, calls and
inquiries regarding inspection date/time, rescheduling)
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Rent
Reasonableness
(conducting comparability reviews for initial move ins,
negotiating rent with owner, receiving and approving/denying
rent increases, documenting file and updating systems)
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Entry
of Tenant Data
(enter all relevant tenant data related to initial lease-up,
including income information, RFT, inspection, HAP contract etc.
in tenant file and data systems).
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Reviews
Processing
Informal Review Requests
(receive request and approve or deny, notify applicant of
approval/denial, document file(s) and system(s), schedule
hearing if approved and sending appropriate notifications)
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Customer
Service (Initial Occupancy)
Customer
Complaint Resolution
(researching and resolving/responding to complaints from owners,
tenants and other community members, includes complaints about
inspections that are NOT related to abatement, may include
reception desk time)
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Customer
Inquiry Resolution
(responding to non-complaint inquiries, primarily requests for
information not related to complaint or specific tenant or owner
based transaction, may include reception desk time)
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Community
Meetings
(attendance at meetings with local service providers such as the
VA, DCFS, Legal Aid, etc., customer service meetings including
community forums, program information sessions, etc., onsite
meetings at public housing developments)
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Other
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Supportive
Services to Special Allocations
(case management services provided to participants in special
allocation programs such as FUP and VASH. Does not include FSS,
Homeownership, other stand-alone programs)
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TOTAL
TIME
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Ongoing
Occupancy
Activities
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Time
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Regular
Time
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Overtime
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Hrs.
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Min.
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Hrs.
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Min.
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Annual
Recert Mail or Interview
Prepare
for interviews
(includes first, second and third appointments for annual
reexams and other interviews, may include file preparation, room
preparation, etc.)
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Conduct
interview
(includes first, second and third appointments for annual
reexams and other interviews, call them in, complete and collect
documents, make copies, discuss program, request additional
applicant docs, etc.)
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Verify
income, assets, deductions, household composition, preferences
if applicable (request third party, additional tenant supplied
documents relating to adjusted annual income, make phone calls,
send and receive faxes, etc.)
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Other
Eligibility Tasks
Non-Income
Eligibility Tasks
(Existing Tenant Search, send notices of ineligibility, update
system(s), Criminal background request and return processing,
process ineligibility notifications)
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Moves
Receive
and Process Move Requests
(receive phone calls and letters, walk in participants making
initial request for move, determine if eligible to move and
notify family of PHA decision, includes requests for port out)
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Prepare
for briefing
(schedule, send notices, update system(s) and files, prepare
voucher, rent burden and packets)
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RFTA
Processing
(receipt, checking, logging, calling with questions, re-issuing,
etc.)
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Rent
Reasonableness
(conducting comparability reviews for unit transfers and rent
increases, negotiating rent with owner, receiving and
approving/denying rent increases, documenting file and updating
systems)
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Entry
of Tenant Data
(enter all relevant tenant data following an annual exam,
interim reexam, inspection, abatement etc. in tenant file and
data systems).
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Terminating
Assistance
(reviewing file and circumstances leading to decision to
terminate assistance including inspection results, sending
notification of pending termination action)
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Processing
Informal Hearing Requests
(receive request and approve or deny, notify applicant of
approval/denial, document file(s) and system(s), schedule
hearing if approved and sending appropriate notifications)
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Interims
Receive
and Process Interim Requests
(receive phone calls, walk in participants making initial
request for interim reexamination or requesting follow up
information, conduct interim interviews, conduct verifications
of income (even if changes are not made), includes income review
120 days after new admission and/or historical adjustment)
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Customer
Service (Ongoing occupancy)
Customer
Complaint Resolution
(researching and resolving/responding to complaints from owners,
tenants and other community members, includes complaints about
inspections that are NOT related to abatement, may include
reception desk time)
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Customer
Inquiry Resolution
(responding to inquiries that are not complaints, primarily
requests for information not related to complaint or specific
tenant or owner based transaction, may include reception desk
time)
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Community
Meetings
(attendance at meetings with local service providers such as the
VA, DCFS, Legal Aid, etc., customer service meetings including
community forums, program information sessions, etc., onsite
meetings at public housing developments)
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Inspections
Scheduling
Inspections
(arranging inspections, sending notifications, calls and
inquiries regarding inspection date/time, rescheduling)
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Supportive
Services to Special Allocations
(case management services provided to participants in special
allocation programs such as FUP and VASH. Does not include FSS,
Homeownership, other stand-alone programs)
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TOTAL
TIME
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Special
Programs (FSS, Homeownership, Other)
Activities
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Time
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Regular
Time
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Overtime
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Hrs.
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Min.
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Hrs.
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Min.
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Development
of Partnerships
Working
with other agencies to identify families for targeted vouchers
including developing MOUs or other protocols and processes to
assist vulnerable families.
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Housing
Search Assistance
Working
with partner agencies to assist hard-to-house families find
suitable units, including outreach to landlords, connecting
applicants to organizations that provide security deposits and
other services, etc.
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Marketing
& Enrollment
FSS
Marketing
(outreach and/or information sessions, informational/promotional
flyer preparation, conducting sessions, recruiting potential
participants)
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FSS
Enrollment (meeting with potential participant, describing
program, establishing ITSP/goals, completing Contract of
Participation)
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Homeownership
Marketing
(outreach and/or information sessions, informational/promotional
flyer preparation, conducting sessions, recruiting potential
participants)
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Case
Management
Ongoing
Individual Case Management (supportive
services including referral, linkage, direct case management,
updating goals, collecting paperwork and documentation, group
case management including financial management, job training,
job clubs, etc.)
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Escrow
Monitoring
(calculating monthly escrow credit, reviewing accounts to ensure
accuracy, updating accounts, disbursing interest)
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Pre-Purchase
Tasks
(supportive services to prepare participant for homeownership,
includes credit counseling, financial management, etc.)
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Exit
or Termination
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Other
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TOTAL
TIME
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Field
Inspections
Activities
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Time
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Regular
Time
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Overtime
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Hrs.
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Min.
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Hrs.
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Min.
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Pre-Inspection
Activities
(time in office before daily itinerary starts, time at home
downloading itinerary/schedule, any review activities needed
before inspections)
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Drive
time
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Inspections
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Post-Inspection
Activities
(completing HUD 52641, uploading results from handheld, mileage
reimbursement sheets, etc.)
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TOTAL
TIME
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Program
Monitoring
Activities
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Time
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Regular
Time
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Overtime
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Hrs.
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Min.
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Hrs.
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Min.
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HAP
Payment Authorization
(reviewing HAP register prior to check run, researching and
correcting any discrepancies)
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Monitoring
PIC
(comparing PIC to system of record, correcting fatal errors and
re-submitting records)
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EIV
Required Reports
(running and monitoring deceased tenants, identity verification,
immigration, income discrepancy, multiple subsidy and new hires)
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Fraud
Investigations(following
up and resolving reports of program fraud)
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Recovery
of Overpaid HAP
(calculating overpaid HAP, preparing and entering into RPA with
participant and/or owner, collecting funds)
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Quality
Control of Tenant Files
(reviewing
tenant files to ensure program requirements are met, including
the required QC sample under SEMAP)
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Monitoring
Utilization (ongoing
monitoring of lease-up and HAP expenses to determine financial
position of PHA and whether or not PHA should lease-up or reduce
costs).
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Complete
SEMAP Certification and associated activities
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TOTAL
TIME
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Supervisory
Activities
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Time
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Regular
Time
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Overtime
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Hrs.
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Min.
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Hrs.
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Min.
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Case
Review (working with direct report on their assigned cases)
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Staff
Evaluations
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Meetings
with managers
as
a group (planning, issue status and resolution, etc. regular or
ad hoc)
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Individual
meetings with managers (issues resolution, status of action
items, feedback, coaching, planning, etc.)
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Meetings
with teams, work
groups, or all staff (regular or ad hoc)
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Executive
level meetings, preparation for board meetings, board meetings,
etc.
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Evaluation
and interpretation of HUD regulations and guidelines; draft
procedures, processes, job
instructions
and develop solutions to accomplish scope of work required
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Review
& approval of invoices; monitoring budget to actual costs
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Review
and analysis of data and reports
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HR
activities – outreach, interviews, actions relating to
performance or other personnel issues
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Staff
training and orientation
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Infrequent
activities such as review of payment standard, admin plan,
utility allowance, application for new funding
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Public
relations, community meetings, troubleshooting issues with
elected officials and others
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TOTAL
TIME
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Non-Programmatic
Time
Activities
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Time
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Regular
Time
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Overtime
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Hrs.
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Min.
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Hrs.
|
Min.
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Non-HCV
Related Activities
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Paid
Time Off
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Staff
Meetings
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Research
Administrative Tasks
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Lunch
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Breaks
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Training
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Filing
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Mail
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Payroll
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TOTAL
TIME
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Notes
Abt
Associates Inc. Appendix C. PHA Staff Timesheets 11
File Type | application/msword |
File Title | Appendix E |
Author | FinkelM |
Last Modified By | Meryl Finkel |
File Modified | 2011-08-08 |
File Created | 2011-08-05 |