Grant-funded work needs defensible time records by award and activity. Everhour keeps project hours organized for reporting and review.
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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Grant-funded teams track time to show which award, program, activity, or cost objective received the benefit of each person's work. A usable record identifies the employee, date, total compensated activity, project or award ID, and the activity performed. For U.S. federal awards, salary and wage charges must rest on records that accurately reflect work performed and support that the charge is accurate, allowable, and properly allocated.
This workflow matters most when one person works across multiple grants, a federal and non-federal award, direct and indirect activities, or allowable and unallowable work. The record must support the distribution across those activities or cost objectives. A weekly entry such as "Grant A, outreach, 18 hours; Grant B, reporting, 10 hours; administration, 12 hours" gives finance staff a clearer allocation basis than a single project total.
Federal award payroll support must reasonably reflect 100% of an employee's compensated activities, not more than 100%. That requirement keeps grant time from becoming a partial log that covers only reimbursed work. Staff who split time need records for the full compensated period, including non-grant work and cost-share activity when it supports the same payroll allocation decision.
Cost share uses the same support standard as salaries and wages claimed for reimbursement. If a program manager charges 24 hours to a federal award and uses 8 hours as required cost share on the same award, both sets of hours need source support. For covered nonexempt employees, FLSA records also require hours worked each workday and total hours worked each workweek.
Pre-work budget estimates do not by themselves support salary or wage charges to federal awards. A budget can guide temporary allocations when the system makes reasonable approximations, but after-the-fact review must adjust the final charges to match work performed. Teams that leave payroll distributions on the original budget split create a weak record when staffing, duties, or project mix changes during the period.
A practical review compares planned effort with time records before financial reports go out. Federal financial reports are collected at least annually and generally no more often than quarterly, with annual reports due within 90 calendar days, quarterly or semiannual reports within 30 calendar days, and final recipient reports within 120 calendar days after the period of performance.
A simple weekly time total works for a small, short grant when one person works on one award and finance only needs a clean export. The record still needs enough detail to identify the award, activity, date, and total compensated activity. Recipients and subrecipients must retain federal award records and supporting documentation for three years from submission of the final financial report, with extensions for unresolved audits, claims, litigation, or agency instructions.
A managed workflow fits teams with split-funded employees, recurring cost share, quarterly reporting, or multiple funding sources. Continuous tracking by award, project, and activity gives finance a consistent source for payroll allocation, reports, and audit support. Everhour can carry tracked time into reports, budgets, timesheets, and exports, so grant managers spend less time reconstructing work after the reporting period closes.
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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Grant-funded teams should record the person, date, hours, award or project ID, activity, and cost objective. For U.S. federal awards, salary and wage records must reflect work performed and support accurate, allowable, properly allocated charges. Split-funded staff also need records that cover total compensated activity across grants, non-grant work, direct work, indirect work, and cost share.
A grant budget cannot replace actual time records for federal award salary and wage charges. Budget estimates made before work is performed are not sufficient by themselves. A system may use reasonable temporary approximations, but after-the-fact review must adjust final charges to the work employees actually performed.
Split-funded employees should track time by each award, non-federal activity, indirect activity, and other cost objective that benefited from the work. The distribution should match the relative benefits received. A single weekly total does not show which funding source received the work, so it fails to support payroll allocation when the employee serves more than one activity.
Covered nonexempt employees need FLSA records showing hours worked each workday and total hours worked each workweek. For federal-award salary and wage charges, nonexempt employee support also includes total hours worked each day. Exempt employees on federal awards still need personnel records that reasonably reflect total compensated activity and the distribution across awards or activities when time is split.
Recipients and subrecipients must retain federal award records, including financial records and supporting documentation, for three years from submission of the final financial report. The period can extend when litigation, claims, audits, or written agency instructions remain unresolved. Covered employers also need to preserve payroll records for at least three years under FLSA recordkeeping rules.
Everhour Reporting turns logged time, budgets, costs, and project data into customizable reports with 45+ columns. Grant managers can group and filter records by project, member, date range, billable status, labor cost, and integration fields, then export reports as CSV, Excel/XLSX, or PDF for review files.
Everhour Timesheets collect weekly project hours and working hours by person before payroll, billing, or reporting review. Managers can approve, reject, or partially approve submitted time, and approved time stays locked for regular members so later edits do not change the reviewed record.
Track award hours before reporting pressure hits. Everhour turns project time into customizable reports and exports, giving grant-funded teams a clearer record for payroll allocation and audit support.
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