Many sites are now using VSP5 to record their volunteer hours. It is each department’s responsibility to maintain daily records for all volunteers. If VSP5 is not available you may report hours in the format shown below.

Departments/Divisions that have more than ten volunteers, and are not using VSP5, must report this information in electronic format. Microsoft Excel is the most common format, but any spreadsheet program will work. If you use a word processor please make sure your report is in a table format. Departments/Divisions with less than ten volunteers may submit information in paper format.

The Volunteer Time Report requires the following mandatory items of information. Again this is for departments not using VSP5, which is the preferred means of recording and reporting time.

• Volunteer ID Number (VOL_ID) To avoid misspellings, nicknames, etc. use the regular service volunteer’s 3- or 4-digit ID number as assigned by Volunteer Services.  All Event or Short-Term volunteers are assigned an ID number of ‘0.’  Information as to name, address, etc, for these volunteers is kept only at the Department/Division level.
• Work Site (Location) The 8-digit number, which designates the Department/Division for which the volunteer worked.
• Month worked (Month_Yr) Column that shows the summary for a specific month. Write as mm/yyyy (e.g. 03/2004)
• Hours (Hours) for each volunteer are summarized under Month_Yr column. Round the hours to the next higher tenth of an hour.  (e.g.: 2 hours and 15 minutes is rounded to 2.3 hours)

Sample Reporting Format

NOTES: Information for each individual volunteer is to be placed in a single row, not a column.

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