Nonprofit teams split time across grants, programs, fundraising, and admin work. Everhour tracks those hours for cleaner 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.
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.
Nonprofits use time tracking to show where paid staff time goes during the week. A program manager may spend Monday on a Federal award, Tuesday on unrestricted program work, and Friday on fundraising support. The record needs enough detail to connect hours to the right grant, program, or cost category without forcing staff to rebuild the week from memory.
Volunteer time also needs structure, even when it does not feed payroll. 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. A nonprofit that coordinates volunteers needs hours by event, location, program, or campaign so leaders can measure capacity and report activity accurately.
U.S. nonprofits and other recipients or subrecipients that charge salaries or wages to a Federal award must support those charges with records that accurately reflect work performed. Personnel-expense records must reasonably reflect total compensated activity up to 100%, cover Federal and non-Federal activity together, and support distribution when work spans multiple awards, programs, or cost objectives.
Functional expense reporting adds another layer. Form 990 Part IX uses program service, management and general, and fundraising columns, and it includes compensation and wages as expense lines. Not-for-profit financial reporting under FASB guidance requires expenses by function and nature. Timesheets, time studies, and documented estimates give practitioners a reasonable basis when salaries benefit more than one activity.
A common mistake is tracking only total daily hours, then assigning percentages to grants or functions at month end. That creates a payroll total, but it does not explain which work supported each award, program, or supporting activity. A stronger record ties each entry to a person, date, activity, funding source or program, and work description.
Another mistake is treating cost share as a lighter recordkeeping category. Employee salaries and wages used as cost sharing or matching on a Federal award must be supported in the same manner as salaries and wages claimed for reimbursement from Federal awards. A staff member splitting 30 hours across a reimbursed grant and 10 hours as match still needs a complete record of total compensated activity.
A simple weekly tracker works for a small nonprofit that needs one clean export for a board packet, grant file, or internal allocation schedule. It is enough when one person reviews entries, few funding sources exist, and corrections happen before totals move into payroll or accounting.
A managed workflow matters when staff time feeds payroll, grant reimbursement, Form 990 allocation, budgets, and invoices. Everhour Time Tracking captures task and project hours through timers or manual entries, works inside common project tools, and feeds timesheets, reporting, budgeting, invoicing, and payroll review. Approvals, locked periods, reminders, and timer rules help nonprofits keep reviewed records from changing after close.
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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Nonprofits should track the employee, date, hours worked, project or activity, funding source or program, and work description. Covered U.S. employers must keep accurate records for non-exempt workers, including hours worked each workday and total hours worked each workweek. Grant-funded salaries need records that accurately reflect work performed.
Staff should split time by the actual work performed for each grant, program, or cost objective. Federal-award personnel records must reasonably reflect total compensated activity up to 100% and cover Federal and non-Federal activities on an integrated basis. Splitting only the grant-funded portion leaves the allocation incomplete.
Yes. Form 990 Part IX asks section 501(c)(3) and 501(c)(4) organizations to report expenses across program service, management and general, and fundraising columns. Compensation and wages appear as functional-expense lines, so staff time allocation affects how salary costs are assigned across those categories.
Yes, but employee and volunteer records should stay clearly labeled because they serve different purposes. Employee hours support payroll, wage records, grants, and expense allocation. Volunteer hours support program operations, service reporting, and capacity planning. Mixing them without a worker-type field creates confusing totals.
The weakest pattern is a late allocation that assigns percentages after the pay period without showing actual work performed. Federal-award salary charges need records backed by internal controls and official records. Cost sharing or matching salary must have the same support as reimbursed salary, so shortcuts create risk in both categories.
Everhour Time Tracking lets staff record task and project hours with live timers or manual entries, then routes those entries into timesheets, reports, budgets, invoices, and payroll review. Admins can use approvals, locked periods, reminders, and timer rules to keep submitted nonprofit time records controlled after review.
Everhour Reporting turns logged time into reports with columns, grouping, filters, date ranges, and exports in CSV, Excel/XLSX, or PDF. A nonprofit can group hours by project, client, member, billable time, labor cost, or custom fields from supported integrations for allocation review.
Track approved nonprofit hours by program, grant, and activity before records reach payroll or accounting. Everhour gives teams controlled time tracking that supports cleaner budgets, reporting, and review.
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