Grant-funded staff time needs clean allocation across programs, awards, and fundraising. Everhour tracks hours against budgets and projects.
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 |
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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.
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You came to record nonprofit time in a way that can survive payroll review, funder questions, and internal allocation work. A useful setup separates employee hours from volunteer hours, then tags employee time by program, award, cost objective, and functional category. The finished record should show who worked, the date, the time or duration, the activity, and the funding or reporting category tied to that work.
For U.S. covered employers, the FLSA does not require one specific timekeeping form, app, or clock system. It does require accurate records for nonexempt workers, including hours worked each workday and total hours worked each workweek for employees covered by the FLSA minimum wage or overtime provisions. Nonprofit grant and accounting needs add another layer because the same hour can affect payroll, an award budget, and functional expense reporting.
Start with fields that match the decisions you need to make later. A staff entry should include employee, date, start and stop time or total duration, project or program, grant or funding source if applicable, activity description, functional category, and approval status. For payroll use, keep wages and rate information in U.S. dollars for U.S. records. For volunteer operations, track person, date, activity, program, and hours separately from employee wage records.
A practical weekly entry can stay simple: a program coordinator records 4 hours to Youth Literacy, program service, Federal award A, curriculum planning, then 1.5 hours to Annual Gala, fundraising, event preparation. That split matters because Form 990 Part IX uses program service, management and general, and fundraising columns, while Federal award salary support focuses on the work performed and the cost objective charged.
Grant codes and functional expense categories answer different questions. A Federal award code identifies the funding source or cost objective. A functional category explains whether the labor supports program service, management and general, or fundraising. A single program can have both Federal and non-Federal funding, and one employee can work across several programs or supporting activities during the same pay period.
For U.S. Federal awards, recipients and subrecipients charging salaries or wages must support those charges with records that accurately reflect work performed, backed by internal controls and official records. Personnel records must reasonably reflect total compensated activity up to 100%, cover Federal and non-Federal activity on an integrated basis, and support distribution across awards, programs, or cost categories. Salaries used as cost sharing or matching need the same support.
A one-off tracker is enough for a small volunteer event, a quick internal estimate, or a single weekly summary that does not feed payroll, award billing, or financial reporting. Recurring staff allocation needs a managed workflow. Nonprofits that charge salaries to Federal awards, prepare Form 990 functional expense lines, or review covered nonexempt employee hours need consistent categories, approvals, retention, and a reliable record trail.
Everhour Project Budgeting fits that ongoing workflow by connecting tracked time to hour-based or money-based project budgets. A nonprofit can use recurring budget periods for ongoing programs, threshold email alerts as budgets approach limits, and budget protection when extra time should stop. That creates a clearer handoff from staff time to program budget review, grant monitoring, and accounting work.
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Set categories that match the reports you need to produce. Common staff categories include program, grant or funding source, cost objective, activity, and functional expense class. For Form 990 and nonprofit financial reporting, the functional classes are program service, management and general, and fundraising. Employee wage records and volunteer service records should stay distinct because they serve different operational and compliance purposes.
Yes, for U.S. nonprofits and other recipients or subrecipients charging salaries or wages to a Federal award. Personnel records must reasonably reflect the employee's total compensated activity, cover Federal and non-Federal activities on an integrated basis, and support distribution among specific activities or cost objectives. That requirement prevents a grant timesheet from showing only reimbursed award work while ignoring the rest of the employee's paid time.
Volunteer hours should be tracked separately from employee payroll records. Employee records support wages, hours worked, approvals, and payroll review. Volunteer records usually support program operations, reporting, and planning. AmeriCorps and U.S. Census Bureau data show that 28.3% of Americans formally volunteered through an organization in the year ending September 2023, contributing an estimated 4.99 billion hours, so clean volunteer records matter at scale.
Yes, if the method is complete and accurate. The FLSA requires covered employers to keep accurate records for nonexempt workers, but it does not mandate a specific timekeeping system. For employees covered by the FLSA minimum wage or overtime provisions, records must include hours worked each workday and total hours worked each workweek, along with required wage and identifying information.
Using grant or project codes without functional categories distorts labor expense reporting. Form 990 Part IX requires section 501(c)(3) and 501(c)(4) organizations to report total expenses, program service expenses, management and general expenses, and fundraising expenses. Compensation and other salaries and wages appear on functional-expense lines, so staff time needs a basis that connects labor to those functions.
Everhour Project Budgeting lets a nonprofit set hour-based or money-based budgets for projects, grant periods, or ongoing programs. Recurring resets and threshold email alerts at 75%, 90%, 100%, or custom points show managers when tracked time is nearing a limit, so budget review happens before the period closes.
Everhour Timesheets collect weekly project hours and working hours by person, then let managers approve, reject, or partially approve submitted time. Submitted and approved time is locked for regular members unless withdrawn or rejected, which gives nonprofit payroll and accounting teams a clearer approval trail before using time records.
Connect staff hours to project budgets before funder reports or payroll reviews. Everhour Project Budgeting tracks time and money limits, recurring periods, and threshold alerts for clearer nonprofit budget control.
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