Reporting Hours

Report Your Volunteer & Training Hours

Accurate, timely reporting helps our chapter maintain good standing and show our impact. Please submit all hours by the end of each month. If you can’t however, you do have the ability to log them within 45 days of the activity. Please get in touch with Marianne Marugg if you’d forgotten to log hours and you are past your 45 day window.

1) Report Your Hours in VMS

Use the Texas Parks & Wildlife Volunteer Management System (VMS) to enter your hours.

  • Log hours here: Texas Parks & Wildlife Volunteer Management System
    VMS Login Link

Need help? See the step-by-step instructions below, plus tips and downloadable tracking forms.

2) Quick Start: How to Log Hours in VMS

  1. Sign in to VMS.

  2. Choose Add Hours (or Report Hours).

  3. Select the Project/Activity that best matches your service or Advanced Training (AT).

  4. Enter Date, Start/End time (or total time), and a brief Description (what you did, where, who benefited).

  5. If applicable, split time between Service and AT, or between multiple projects.

  6. Click Save/Submit.

Deadline: Hours must be reported within 45 days of the opportunity.

3) Tips for Logging Hours

  • Use clear descriptions: Who, what, where, and the impact (e.g., “Guided bird walk at Abilene SP; 22 attendees; habitat/ID basics”).

  • Choose the best code/project: Match the activity to the most specific approved project or AT entry available.

  • Round thoughtfully: Record time to the nearest 0.25 hours (15 minutes).

  • Split when needed: If one outing includes multiple activities (e.g., outreach + trail work), split time across the correct projects.

  • Keep notes: If you’re unsure which code fits, jot a note in the description and contact us (we’ll help you recode if needed).

  • Late entries: If you missed the 45-day window, contact the Hours Coordinator before entering.

4) Downloadable Tracking Forms

Prefer to track first, then enter later? Use these:

Pro tip: Keep a copy in your car or phone so you can record right after activities.

5) What Counts? (At-a-Glance)

  • Volunteer Service (VS): Chapter-approved activities benefiting natural resources, education, outreach, stewardship, citizen science, etc.

  • Advanced Training (AT): Education that increases your knowledge or skills to improve future service.

For detailed definitions, examples, and chapter-specific rules (e.g., what to include/exclude, recoding, annual minimums), see our Chapter Operating Handbook and Chapter Management & Operations Protocols.
(Link these to your documents.)

6) Frequently Asked Questions

Q1: I can’t find the right project code. What do I do?
Choose the closest approved project and explain in the description, or stop and email us—we’ll confirm the correct code and help recode if needed.

Q2: I did one event with both Service and AT. How do I enter it?
Create separate entries for each type (e.g., 1.5 hrs Service; 0.5 hr AT) and describe each accordingly.

Q3: Should I include preparation or materials time?
Follow chapter/state guidance in the Operating Handbook. When in doubt, ask before logging.

Q4: I missed the 45-day deadline. Can I still report?
Contact the Hours Coordinator for guidance before submitting late entries.

Q5: I volunteered with a partner organization. Can I log it?
If the activity aligns with BCMN goals and is approved, yes—select the matching project or request approval first.

7) Contact for Help

For assistance with logging or coding hours:
Julia Tinney — [email protected]