Everhour manages time approvals and team policies, while NGO timesheets keep grant, payroll, and functional expense 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
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NGO teams track time to show who worked, the date worked, the project or grant charged, and the activity performed. A useful timesheet separates direct program work from management, general, and fundraising time because Form 990 Part IX uses those functional expense categories for section 501(c)(3) and 501(c)(4) organizations. That same structure also supports U.S. GAAP expense analysis by natural and functional classification.
Federal award work needs extra discipline. Personnel costs charged to U.S. federal awards under 2 CFR 200.430 must rely on records that accurately reflect work performed, are supported by internal controls, and are incorporated into official records. Budgeted percentages alone are not final support. The system must approximate actual work, capture significant changes, and adjust final charges to the correct award, activity, or cost objective.
A practical NGO timesheet uses person, date, total hours, project or grant, activity, cost objective, and functional category. A program officer might record 3 hours to a youth services grant for direct program delivery, 1.5 hours to the same grant for reporting, and 2 hours to management and general for staff planning. The labels need to match the organization's chart of accounts and grant budget structure.
Federal award personnel records must reasonably reflect the employee's total compensated activity when work spans multiple awards, non-federal work, direct and indirect activities, or unallowable activities. That means a timesheet should show the whole day or week, not only the grant-funded portion. For covered nonexempt employees, records also need daily hours worked and total hours worked each workweek under the FLSA baseline.
The common mistake is copying budget percentages into every pay period after actual work changes. A 60% grant and 40% unrestricted allocation can be valid for interim accounting only when the system tracks actual work closely enough and corrects final charges. If an employee spends a week on donor reporting, a new cost objective, or an unallowable activity, the final record needs to reflect that shift.
Matching time needs the same level of support as reimbursed labor. Employee salaries and wages used as cost sharing or matching on federal awards must be documented in the same manner as salaries and wages claimed for reimbursement. Third-party volunteer services can count as matching when the services are integral and necessary to the approved project or program and valued at appropriate comparable rates.
A one-off timesheet works for a small NGO that needs a weekly record for one grant, one employee group, or a simple payroll review. It is enough when a manager can verify the entries, the allocation method is clear, and the record is saved with the relevant award or payroll file. Federal award financial and supporting records are generally retained for three years from the final financial report.
A managed workflow becomes necessary when staff split time across grants, unrestricted work, fundraising, and administration every week. NGO managers need approvals, locked periods, project assignments, and corrections without rebuilding records by hand. Everhour fits that longer workflow by giving teams time policies, approval steps, roles, team groups, and capacity settings that keep timesheets reviewable before payroll, billing, or grant reporting.
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An NGO timesheet should include the worker, date, total hours, project or grant, activity, cost objective, and functional category. Federal award work also needs records that accurately reflect work performed and support salary distribution when time spans multiple awards, non-federal work, direct and indirect work, or unallowable activities.
Budget estimates can support interim accounting only when the system reasonably approximates actual work, records significant changes promptly, and reviews and adjusts final charges. Budget percentages alone are insufficient as final support for personnel costs charged to U.S. federal awards under 2 CFR 200.430.
Covered employers must keep accurate records for nonexempt workers under the FLSA baseline, including hours worked each workday and total hours worked each workweek. When nonexempt employees' salaries or wages are charged to federal awards, 2 CFR 200.430 also requires records showing the total number of hours worked each day.
Volunteer time should be documented when the NGO uses it for federal cost sharing or matching. Third-party volunteer services, including professional, technical, consultant, skilled, and unskilled labor, can count when the services are integral and necessary to an approved project or program and valued at appropriate comparable rates.
The risky shortcut is recording only grant-funded hours while ignoring total compensated activity. Federal award personnel records must support the full distribution of salary or wages when work spans awards, non-federal work, direct and indirect activities, or unallowable activities. A partial record leaves allocation decisions unsupported.
Everhour Team Management lets admins set lock rules, correct time for team members, assign roles, group teams, set weekly capacity, and approve or reject submitted time. That gives NGO managers a controlled review step before using hours for payroll, grant reporting, or internal budget checks.
Everhour Reporting turns logged time, budgets, costs, and project data into configurable reports with columns, grouping, filters, date ranges, and exports. NGO teams can download reports in CSV, Excel/XLSX, or PDF when they need spreadsheet review, funder backup, or archived time records.
Move recurring grant and payroll time into a managed approval workflow. Everhour gives NGO teams roles, locks, capacity settings, and timesheet approvals for cleaner funding records.
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