Grant-funded work needs hours tied to people, dates, projects, and cost objectives. Everhour keeps those records organized.
Enter your time in and out for each day. Overtime and gross pay are calculated automatically.
| Day | Time In | Break Start | Break End | Break | Time Out | Total |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
You are here to turn NGO work into records a finance manager, grant officer, auditor, or payroll reviewer can use. A useful entry ties hours to a person, date, project or grant, activity, cost objective, and functional category. That structure supports reimbursement requests, cost sharing, budget checks, and board-level reporting without asking staff to reconstruct a month from calendars and memory.
For a U.S. NGO with federal awards, personnel charges need records that accurately reflect work performed, fit the organization's internal controls, and become part of official records. Staff who split time between awards, non-federal work, direct activities, indirect activities, or unallowable activities need entries that show the distribution. Covered nonexempt employees also need daily hours worked and total hours worked each workweek for FLSA recordkeeping.
Start each entry with person, date, total hours, project or grant, task or activity, cost objective, and functional category. Add notes only when they explain the work enough for review, such as client intake, community workshop prep, grant reporting, finance administration, or fundraising outreach. For covered employees subject to FLSA minimum wage or overtime provisions, records must include hours worked each workday and total hours worked each workweek.
A clean NGO day can have several lines. On March 5, 2026, a program coordinator records 4.5 hours to a federal outreach grant under direct program work, 2 hours to shared administrative support under management/general, and 1.5 hours to donor event planning under fundraising. The full 8-hour day stays visible, and each line has a purpose that matches the payroll, grant, or financial statement use.
Budget percentages are useful for planning, but they do not stand alone as final support for federal award salary charges. Interim estimates need a system that approximates actual work, captures significant changes promptly, and adjusts final charges so they are accurate, allowable, and properly allocated. A staff member budgeted 50% to one award and 50% to another still needs records that reflect the work actually performed.
Shared personnel costs need the same discipline. Salaries or wages used as cost sharing or matching must be supported in the same manner as reimbursed labor. Third-party volunteer services can count as federal cost sharing or matching only when the services are integral and necessary to an approved project or program and valued at appropriate comparable rates. Keep paid staff time, volunteer match, unallowable work, and indirect activity separated.
A free one-off record is enough for a small grant closeout, a weekly volunteer recap, or a quick payroll check. A managed workflow becomes necessary when staff work across several awards, funders ask for backup, supervisors approve timesheets, or finance needs budget status before month-end. The goal shifts from collecting totals to maintaining a system of record that shows who worked, where the time went, and why it was chargeable.
Everhour Project Budgeting fits that longer workflow by connecting tracked grant hours to hour-based or money-based budgets, recurring budget periods, and threshold email alerts. Budget protection can stop extra logging after a budget is exceeded, while expense inclusion controls and client-level budgets help finance teams watch a whole funder relationship instead of checking one project at a time.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A complete entry includes the worker, date, hours worked, project or grant, activity or cost objective, and functional category such as program, management/general, or fundraising. Covered employees subject to FLSA minimum wage or overtime provisions also need records showing hours worked each workday and total hours worked each workweek.
Budget estimates can support interim accounting only under tight conditions. The system must approximate actual work, record significant changes promptly, and review and adjust final charges so the amounts are accurate, allowable, and properly allocated. Final support needs records that accurately reflect work performed, not only the original payroll budget.
Use the activity and functional category fields to separate program service work, management/general work, and fundraising work. IRS Form 990 Part IX uses those functional expense categories for section 501(c)(3) and 501(c)(4) organizations, and U.S. GAAP nonprofit statements under FASB ASU 2016-14 require expense analysis by natural and functional classification.
Volunteer match needs enough detail to show the service, date, hours, program, and valuation basis. Third-party volunteer services, including professional, technical, consultant, skilled, and unskilled labor, may count toward federal cost sharing or matching when they are integral and necessary to an approved project or program and valued at appropriate comparable rates.
Federal award financial and supporting records are generally retained for three years from submission of the final financial report, with exceptions for litigation, claims, audit issues, and specific retention rules. Under FLSA rules, employers must keep payroll records for at least three years and basic time and earnings records for at least two years.
Everhour Project Budgeting lets NGOs set hour-based or money-based budgets for grant projects, use recurring budget periods for ongoing awards, and send email alerts at 75%, 90%, 100%, or custom thresholds. Budget protection can stop timers and prevent additional logging after a budget is exceeded.
Everhour Reporting turns logged time, budgets, costs, and project data into reports with columns, grouping, filters, date ranges, and conditional formatting. Saved reports can be exported as CSV, Excel/XLSX, or PDF for spreadsheet work, funder backup, or board packets.
Everhour Project Budgeting connects tracked hours to time and money budgets, recurring periods, threshold alerts, and budget protection, giving NGOs a cleaner way to manage grant limits before reporting deadlines.
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