Nonprofit hours affect grants, payroll, and functional expenses. Everhour keeps task and project time organized for 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 |
|---|
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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Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
A nonprofit time record should connect each entry to a person, date, project, program, grant, or supporting activity. For paid staff, the record also needs enough detail to support payroll review and wage-and-hour recordkeeping. For covered nonexempt workers under the FLSA, employer records must include hours worked each workday and total hours worked each workweek.
Grant-funded work needs another layer. U.S. recipients and subrecipients charging salaries or wages to a Federal award must support those charges with records that accurately reflect work performed. Records also need internal controls and official support, so a vague weekly total for "admin" creates weak evidence when one employee splits time across a Federal award, unrestricted program work, and fundraising.
Nonprofit time tracking works best when categories match the reports the organization must prepare. Form 990 Part IX separates expenses into total expenses, program service expenses, management and general expenses, and fundraising expenses for section 501(c)(3) and 501(c)(4) organizations. Staff time allocation affects compensation lines and other salaries and wages in those functional expense columns.
Federal award personnel records must reasonably reflect total compensated activity up to 100%, including Federal and non-Federal activities on an integrated basis. A development coordinator who spends Monday on grant reporting, Tuesday on donor outreach, and Wednesday on a program site visit should not leave those hours in one undivided bucket. The record should support the distribution across specific activities or cost objectives.
Paid employee time and volunteer time serve different recordkeeping jobs. Employee hours support payroll, grant salary charges, cost sharing or matching, and functional expense allocation. Volunteer hours support program operations, board reporting, community impact summaries, and staffing decisions. AmeriCorps and U.S. Census Bureau data reported that 28.3% of Americans formally volunteered through an organization in the year ending September 2023, contributing an estimated 4.99 billion hours.
The common mistake is mixing volunteer hours into payroll-style records or treating volunteer logs as salary support. Employee salaries and wages used as cost sharing or matching on a Federal award need the same type of support as salaries and wages claimed for reimbursement. Volunteer logs can show service delivered, but paid staff allocations need records tied to compensated activity and the organization's official time process.
A one-off weekly time total is enough for a quick internal check when one person needs to summarize recent program work. A small nonprofit can also use it to review last week's hours by grant, program, or volunteer activity. The result should still name the person, dates, categories, and totals clearly enough for someone else to review later.
A managed workflow fits better when time feeds grant reimbursement, payroll review, functional expense allocation, or board reporting every period. Everhour Time Tracking lets employees use timers or manual entries against tasks and projects, then routes time into timesheets, reports, budgets, invoices, and payroll review. Admins can use approvals, locked periods, reminders, and timer rules to protect the record after review.
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A useful weekly record separates program service, management and general, fundraising, and grant or project-specific work when those categories affect reporting. Federal award salary records also need to reflect total compensated activity up to 100% when one employee works across Federal and non-Federal activities, multiple awards, programs, or cost objectives.
The FLSA does not require a particular record format for covered U.S. employers. It does require certain records for each nonexempt worker, including accurate data on hours worked and wages earned. The method can be digital, spreadsheet-based, paper-based, or built into a project tool, as long as the records are complete and accurate.
Practitioners commonly use timesheets, time studies, or documented estimates as a reasonable basis when nonprofit salaries benefit more than one program or supporting activity. Federal award salary charges need records that accurately reflect work performed, are backed by internal controls, and support the distribution of compensation among activities or cost objectives.
Volunteer hours should be tracked separately from employee compensated time. Volunteer records support program planning, impact reporting, and operational coverage. Employee time records support payroll, grant salary charges, functional expense allocation, and cost sharing or matching when salaries and wages are used on a Federal award.
A single "general work" category creates problems when staff time supports several programs, grants, or fundraising work. That shortcut weakens functional expense allocation and grant support because the record does not show which activity benefited from the salary cost. Clear categories reduce rework during Form 990, financial statement, and grant reimbursement review.
Everhour Time Tracking captures task and project hours through timers or manual entries, including entries inside supported tools such as Asana, ClickUp, Jira, Monday, Notion, Trello, and Basecamp. Those hours feed timesheets, reports, budgets, invoices, and payroll review instead of staying scattered across separate logs.
Everhour Timesheets let managers review submitted weekly project hours or working hours, then approve, reject, or partially approve entries before payroll, billing, or reporting. Submitted and approved time is protected from regular edits, which helps preserve a reviewed record for grant and finance workflows.
Track nonprofit work by task, project, and funding activity before review begins. Everhour turns those entries into timesheets and reports that support grants, payroll, and billing.
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