School Solutions JP Tutor Resources

This is an overview. For details and examples, see the next section.

Your attendance sheet, and invoice billing sheet should be completed before 9 pm on the last day of each month. If tutoring ends for you before the last day of the month, PLEASE send in your attendance and invoice on the last day of tutoring for you that month instead of waiting until the 30th/31st. Prompt submission of your hours means we can process the billing and get your payments out quicker.

1. Download an attendance sheet template by making a copy from this link. You will only need to do this once, and then you can reuse your same template each month by saving your file with the new month name. By default, the file saves on your Google My Drive, but you can save it to your computer, if you wish, by using the File > Download > option that you prefer.

2. On YOUR new attendance sheet, add your name where shown and the current month/year where shown. Add your students (first and last name) in the left column. As you go through your tutoring month, each day:
- add the students' hours, noting an X for attendance, and the amount of time each day (for example, 2X for two hours of tutoring attended that day.
- If a student was absent, mark the day with an A in the box, colored RED please.
- If the student is 10 minutes or less late, count it for the entire hour, but put a T on the attendance sheet, instead of an X, so that we have a record of this student's pattern with punctuality, but still charge for the whole hour.

3. Download an invoice sheet template by making a copy from this link. You will only need to do this once, and then you can reuse your same template each month by saving your file with the new month name. By default, the file saves on your Google My Drive, but you can save it to your computer, if you wish, by using the File > Download > option that you prefer.

4. On YOUR new invoice sheet, add your name in the Contractor Name box (line 3) and the current month/year in the Billing Period box.
- In the Rate/Hour column amount, change the rates shown in that section to your rate per hour based on the Compensation table, if yours are different. This box is here to be a reminder/key for you when adding your hours to invoice through the month.
- As you go through your tutoring month, each day, in the appropriate column add: the date, student name, G (2, 3, or 4) or I to indicate a Group of 2, 3, 4, or Individual (I) tutoring, *brief* description of work, and the hours tutored. Be sure the Rate/Hour column amount is correct for your G2, G3, G4, or I rate you have contracted. The Amount column should automatically update with your rate times hours for that day. The Total Balance Due (at the bottom) should also keep a running total for you.
NOTE: If you have group tutoring, be sure you have not duplicated the same billing for more than one student. You can either choose to add all student names on the same line with the one group rate noted, or you can list students on individual lines but note $0.00 on the 2nd, 3rd, and/or 4th student.

5. At the end of each month, for your ATTENDANCE sheet:
- In the right hand columns, add up the number of Tardy days, Absent days, and Present days, and then note the total amount of time in the final column. The Total Tutoring Hours box at the bottom should auto-calculate.
- Save a PDF of the month's attendance sheet. Click File > Download > PDF, then check the print preview to make sure it looks correct, and then click the blue EXPORT button and save it with Attendance and the month and year as the filename, to your computer.

6. At the end of the month, for your INVOICE sheet:
- Double check that you have added all your students and hours correctly, and that your rate(s) are correct in the Rate/Hour column, and that the total amount calculated at the end of your spreadsheet.
- Save a PDF of the month's invoice sheet. Click File > Download > PDF, then check the print preview to make sure it looks correct, and then click the blue EXPORT button and save it with Invoice and the month and year as the filename, to your computer.

7. Email the Attendance and Invoice PDFs (in one email, please) to: coxschoolsolutionsllc@gmail.com. Send in your attendance and invoice, if applicable, ON OR BEFORE 9 pm on the last day of each month.

8. Save a new copy of your Attendance and Invoice sheet for the next month. You can clear out the previous month's data by using your mouse to select all the data boxes, and then clicking your Backspace button. (You likely will want to keep the student names on the Attendance sheet so you don't have to retype them all, so do not select that column.) Be sure to ONLY select the boxes that are specific to the previous month. Do not erase data on column headers.