Nonprofit Time Tracking Software

Time tracking is an important task for any company. Those that are able to track time properly, will have better oversight of their costs, can ensure they are paying employees fairly, and will be more efficient overall. A great way that this can be done is through the use of time tracking software. While these programs are helpful for businesses looking to earn a profit, they can also be helpful for non-profits as well. There are various reasons why nonprofit time tracking is also very important and that they should invest in a nonprofit time tracking app.

More Transparent Reporting for Donors

For a non-profit to be successful today, it will need to be able to raise money from new and existing funding sources. Many institutional donors also want to have a full understanding of where the money is going to ensure the organization is able to achieve its mission with the resources it has at hand. When you take advantage of a timekeeping program, you can quickly create and provide reports to any donor or outside party that you need to. Having clear and transparent payroll reporting will ultimately help to boost your organization’s reputation and can help in the fundraising efforts.

Keep Track of Employee Hours

One of the reasons to invest in a nonprofit time tracking software is that it can help you keep track of employee hours. When you are running any type of nonprofit organization, you are going to rely heavily on the efforts put forth by your team members. A time tracking tool for nonprofits will be able to carefully track hours worked by each member of your team. They can then link up with your payroll reports to ensure everyone is paid on time. You can also use time tracking programs to better project your payroll costs, ensure proper organization, and manage overtime and other unexpected costs.

Organize Paid Time Off

While it is important that you invest in programs that can help ensure accurate and timely payroll and staffing reports, you also need to be able to calculate paid time off. Similar to working for for-profit organizations, employees of a nonprofit will accrue paid time off with each pay period. As this can be challenging to track on your own, using a time tracking program can be helpful. The best time tracking software for nonprofits will include leave management features, and be able to carefully calculate the amount of PTO each employee has. They can then use the same system to request and schedule their PTO use, which will then deduct the hours from their allotted balance.

Nonprofit Time Tracking Software

Ultimately, nonprofit organizations need to have proper timekeeping programs in place. When they have access to quality time tracking programs, it can help ensure that they are able to keep track of necessary payroll reports and stay in good standing with major donors. When you are in need of a time-keeping software program for your nonprofit organization, you should use the programs provided by Hour Timesheet. These offer a range of amenities and features that can make them a great option for any nonprofit organization.

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QuickBooks ProAdvisor & DCAA Compliance Specialist Partner with Hour Timesheet

For any business, today, having good bookkeeping and accounting records in place is very important. This is particularly true for organizations that do business with the Department of Defense (DoD) and may be subject to a DCAA compliance audit. For those that are looking for support with this, working with a QuickBooks ProAdvisor can be a great option. These advisors can offer a range of services to help your business and remain in DCAA compliance.

What is a QuickBooks ProAdvisor?

QuickBooks continues to be one of the most popular accounting programs for businesses of all sizes. For those that would like to start using this program, finding a way to convert from existing accounting programs and integrate it into their business is very important. A QuickBooks Online ProAdvisor can help with this. They can offer a range of services to help you integrate your existing accounting program into QuickBooks and ensure you are getting as much out of it as possible.

What is DCAA Compliant Timekeeping?

The Department of Defense is a major organization that does business with many vendors across the world. Generally, they will provide payment for services that will include costs that you have incurred. This can include hours worked by yourself and other employees with your team. The process of DCAA compliant timekeeping involves properly tracking hours and accruing them to the right project while retaining all necessary records.

How Can a QuickBooks ProAdvisor & DCAA Compliance specialist Help you?

If you are trying to improve your DCAA accounting practices, working with a QuickBooks ProAdvisor is a good idea. These professionals can offer various services that will ensure your accounting practices are up and running properly. This can include upgrading your accounting program to ensure you have a DCAA-approved accounting system that will properly account for your DCAA-related hours and all records are properly kept.

When Should Someone Hire a QuickBooks ProAdvisor?

There are various situations when hiring a QuickBooks ProAdvisor & DCAA Compliance specialist will be a good idea for your business. One situation will come if you start to enter into contracts with the DoD or other governmental agencies. The QuickBooks Advisor will help by giving you the support you need to establish your accounting processes to ensure they are DCAA compliant. Even if you are not entering into these contracts, a QuickBooks ProAdvisor can still be helpful as they can help you establish QuickBooks and integrate it into your business while ensuring you are using it as well as possible.

Hiring a QuickBooks ProAdvisor & DCAA Compliance specialist can be a great idea. These services can help ensure that your accounting processes are up and running properly and that you are complying with any DCAA requirements. When you need to find a QuickBooks ProAdvisor and are looking for this support, working with Hour Timesheet is a great option. This company can offer various services with QuickBooks and other record-keeping needs to keep your company organized and efficient.

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How to Prepare for a DCAA Audit

Both the Department of Defense (DoD) and NASA are very significant parts of the overall United States government. As this part of the government handles some very important tasks, they are required to outsource a lot of work each year to independent companies that will enter into contracts. As part of any contract, you will be required to allow for audits to be completed by the Defense Contract Audit Agency (DCAA). There is a lot that should be understood about what is involved and how to prepare for a DCAA Audit

What Triggers a DCAA Audit?

The DCAA contract audits can take place from time to time for any business. There are various factors that can trigger an audit to take place. Many of the times, you will go through a routine audit process that is completed based on a random draw. You may also be selected for an audit if you have not gone through one in several years or are in a new contract. The DCAA may also select your organization for these audits if there are any inconsistencies or red flags in the materials that have been presented.

What Do They Look for in a DCAA Audit?

There are various forms of audits that the DCAA can test, which can vary based on the types of services and cost structure of your business. Some of the most common forms of DCAA audits include forward pricing, incurred cost, and compensation and benefits audits. These cost-reimbursement contracts for compensation and materials continue to be among the most common.

During these audits, the DCAA will look to validate the information you have submitted as part of a reimbursement. This can include making sure that you have proper invoices and payroll records set forth. Generally, the DCAA will ensure that you have the proper equipment and software in place to comply with these types of contracts before the contract even begins. Hour Timesheet offers a variety of services that can help ensure you are properly documenting this information and are prepared for the upcoming audit.

How to Prepare for a DCAA Audit

Going through a DCAA audit can be a stressful experience. However, these types of audits do not need to be stressful for government contractors.Eventually, they can even feel quite routine and the use of products and services offered by Hour Timesheet can be helpful as well. There are various tips that can help you properly prepare for these audits.

Keep Current Books and Records

One of the best ways that you can prepare for these audits is to ensure that you are always ready for them to walk in. This part of the process should include making sure that your books and records are updated in real-time, that you spend the time necessary to double-check reports before sending them out, and that you have a process in place to gather information and reports when needed for an audit. Luckily, Hour Timesheet’s time tracking software integrates directly with both the QuickBooks and ADP systems, which makes payroll and accounting processes much easier.

Audit Yourself

When you want to make sure that you are prepared for one of these audits, another great tip to follow is to audit yourself and your company from time to time. Anyone that has gone through a DCAA audit will know what they are looking for. Establishing a regular internal audit process to copy this process will benefit your organization in several ways. A proper internal audit of your records will ensure your books and records are in good order, that your team members are prepared, and that you will receive good results when the time comes. To make it even easier, use a DCAA compliance checklist, and keep track of areas where you excel, and where you can improve.

Ultimately, all government contractors should be prepared for an audit at all times. While this can seem like a stressful experience to go through, those that are prepared will have received much better overall results. Reach out to Hour Timesheet today to learn more about how we can help you prepare for a DCAA Audit

A Guide to Incurred Cost Submissions

Obtaining a contract with the Department of Defense (DoD) can be a great win for any business. When you do have a contract with the DoD, you can typically expect that it will be long-lasting and provide you with a good revenue stream. As part of signing any DoD contract, you will need to fully understand your requirements for seeking reimbursement for costs. Part of this can include knowing how to follow the proper protocol for incurred cost submissions.

Why Do You Need to Submit Incurred Costs?

The DoD frequently has contracts with companies that will provide a reimbursement for costs incurred by the company. This can include wages, benefit allocations, material and inventory costs, and other expenses related to providing the product or service. Due to the size of the DoD, they frequently partner with the Defense Contract Audit Agency (DCAA) for routine and targeted audits. These audits will seek to ensure that the incurred costs were filed properly and accurately. This is why companies who work on government contracts must ensure that all processes remain DCAA compliant, in the case that an audit is performed.

What Are Examples Of Incurred Costs?

When you are going to submit an incurred cost report, it is important to know what costs are frequently included. In general, incurred costs should be any costs that were necessary for you to provide the DoD with the agreed products or services. These can include direct costs such as labor, benefits, and materials. It can also include indirect costs such as allocation of overhead spending, security, and administration. The programs offered by Hour Timesheet can help you better understand what your incurred costs are, by making it easier for employees and contractors to track the proper time. Plus, Hour Timesheet integrates directly with QuickBooks and ADP, to make payroll and accounting processes more efficient.

Who Is Required To Submit An Incurred Cost Submission?

An incurred cost submission is generally required for any vendor that performs services for the DoD. There are carve-outs for this requirement that could change your requirement based on the type of contract that you have in place. Most of the time, you will need to have these reports sent in by June 30 following the end of the prior fiscal year.

What Needs To Be Included In The Submission?

The purpose of the submission is to ensure that you are reimbursed for any costs that you incurred for providing the service to the DoD. You should always include all direct costs and provide any information that you have to support your expenses. This typically will largely include receipts from inventory suppliers as well as payroll registers. The products and services offered by Hour Timesheet can help make it easier to keep records and stay DCAA compliant while ensuring the right information is included in your cost submission.

There are also going to be indirect costs that can be harder to allocate. For these, it is important to list all of your indirect costs and also complete any supporting schedules that are needed to validate the costs you incurred as well as the fair amount to have reimbursed for the DoD.

What Happens If I Am Audited By The DCAA?

The DCAA frequently audits vendors. These can be random, targeted, or completed on vendors that have not gone through the process in a while. A large part of the process for a DCAA audit will aim to verify that the internal cost submissions were fair and accurate. To ensure that you are prepared, you should always keep your records and supporting schedules handy so you are able to answer any questions that can arise. Completing your own internal audits can also help with overall preparation. If you’re not sure your company meets DCAA compliance requirements, Hour Timesheet offers resources to help.

Ultimately, having a contract with the Department of Defense can be a great deal for any business. While there are a lot of opportunities to grow with the DoD, the contracts can be complicated and often require that you send in an incurred cost submission at least once per year. This will be a large factor in determining the revenue you receive as part of the contract. When you need help with your incurred cost submissions or any other support with your DoD contract, contact Hour Timesheet to learn how we can help your company with DCAA compliance.

Integrated Billing with QuickBooks for your 1099s

Even before the rise of the pandemic, contractors were a growing part of the U.S. labor force. In 2018 contractors made up 20% of the labor market, with a prediction that contract workers could make up half of the American workforce within a decade. Tracking 1099 timesheet data with simple QuickBooks Integration is simple with Hour Timesheet

What Is A Contractor?

Contractors are professionals who provide skills or services to companies for a set period. They may be employed for a set number of hours, a specific time frame, or the duration of a project. Unlike full-time employees, companies have no payroll tax obligations, with no responsibility for the employer to offer benefits or even provide supplies to independent contractors. They can be self-employed and work independently or run their own limited company.

Why Are Companies Hesitant to Hire Contractors?

Employees and contractors are paid differently.

Contractors or 1099s (known to the IRS) are treated as accounts payable in QuickBooks. In this system, a Bill has to be created and paid for each 1099 in the company file for each billing period. This can create tremendous work and be an extremely burdensome process if a company employs many contractors or vendors. But thanks to a new feature offered by Hour Timesheet, this type of heavy data entry is a thing of the past.

What Features Does Hour Timesheet Offer?

The Hour Timesheet software integrates with QuickBooks, and enables the contractor to input time against customers and jobs on their timesheet. When the data is exported to QuickBooks, the Bill for the contractor’s expense is already complete. It’s that simple and straightforward. Gone are the days of creating a Bill and paying it manually with each contractor and vendor.

Also, QuickBooks recommends that you set up your contractors as vendors. This way, QuickBooks can track all their related payments. Therefore, when you, their employer, need to complete their 1099, you’ve already got their information together in one place.

How Can This Help Businesses?

The answer is simple: it can save time! A company’s accountant does not have to enter each Bill for their vendor expenses manually. And with the current trend being corporations moving away from employees and moving towards 1099s for their workforce, Hour Timesheet’s software becomes even more valuable. It will prove to be a tremendous asset for businesses’ accounting workflow process as they move into this post-COVID contractor work environment. Integrated Billing with QuickBooks for your 1099s makes invoicing your clients simple with Hour Timesheet.

Is Hour Timesheet’s 1099 Integrated Billing Feature DCAA Compliant?

Nothing has changed concerning time tracking. Every employee, including contractors, must track their hours to remain DCAA compliant. Hour Timesheet’s software makes it easier for companies to choose vendors for their project needs because they’ll be able to track their hours and then bill them efficiently.

For more information on how you can access Hour Timesheet’s integrated billing feature for contractors, contact us here.

New Location Tracking Feature in Mobile App

Whether you’re a contractor, manager or member of a team of employees geographically spread out, you can benefit tremendously from using Hour Timesheet’s location tracking feature. There are several advantages of this feature but it’s important to first learn how it works.

How does Hour Timesheet’s Location Tracking Feature Work?

Hour Timesheet’s location tracking feature is only available when using our mobile app. When a user log’s in, the feature will indicate from where they logged in and at what time. The same applies for when they logged out, all users can see exactly where the person was when this action took place.

Who Will Benefit Most From The GPS Time Tracking Feature?

GPS tracking is perfect for contractors working directly from home or field workers who need to work outdoors or at site. For example, construction workers might use this feature when clocking in or out at a job site. Hour Timesheet’s GPS is perfect for night-nurses who are working at a patient’s home. There are so many different kinds of employees that do not work in traditional offices who could benefit tremendously from this feature.

What Are The Advantages of GPS Time Tracking?

1. Transparency

If a company uses Hour Timesheet’s time tracking software with GPS, everybody has a clear understanding of who is doing what. The GPS tracking feature will prove that an employee was on the clock and on location, exactly where they said they were. The proof is in the real-time reports.

2. Accuracy

With transparency comes accuracy. When an employee knows that they are being monitored they’re more likely to make less mistakes and follow the rules.

3. Data to Support Client Billing

The greater quantity of validating data you have to provide your client, the better your chances are of getting paid on time. Often accounting departments will delay the payments because they’re trying to locate more information regarding your bill. With geolocation data, you’ve lent a much greater amount of proof to the accuracy of your billing. And with our QuickBooks integration, billing will be a breeze. For more information on how Hour Timesheet’s location tracking feature can help your business contact us here.

DCAA Compliance Checklist for Time Tracking

Hour Timesheet’s Leave Management Feature

With the arrival of Covid-19, the past twelve months have seen unprecedented requests for time off throughout corporate America and worldwide. Whether it has been appeals to use accrued vacation time or questions about what qualifies as sick time, managers have been bombarded with questions like never before. At Hour Timesheet, our leave management feature makes tracking any type of absence easy and straightforward. And in the current environment, our feature is needed by managers like never before.

How To Manage Paid-Sick Leave?

A paid sick- leave can take many different forms depending on what part of the country you live in. At Hour Timesheet, our software is able to manage the differing demands of sick leave. However, as a manager you’ve got to be clear what your local laws stipulate. Local paid sick leave can quickly become an administrative headache for employers who run companies in multiple counties and states. The most difficult issue for employers is trying to develop policies when the local law does not match the state law. In some states there is no statewide law, but there are local laws for paid sick leave. This is the case in states like Texas. You can see how it can get very confusing fast!

The easiest approach for employers who are operating in different jurisdictions is to conduct an audit of their paid sick leave benefits. This is the surest way to ensure they are in compliance with the laws of every jurisdiction in which they operate. A complete audit will provide valuable information that will guide the employer to make decisions about paid sick leave. These decisions will then ensure he or she is in compliance with the patchwork of state and local paid-sick leave laws.

How To Manage Paid-Time Off With The Family Medical Leave Act

The Family Medical Leave Act or FMLA allows all employees time off from their job to bond with their children, care for ill family members or recover from their own serious health problems, all without fear of losing their jobs. This act, which became law across the country in 1993, entitles employees a total of 12 weeks of unpaid leave during a 12-month period for any of the following:

The birth of a child and to care for the child after birth;
The placement of a child with the employee for adoption or foster care;
To care for the spouse, parent or child of the employee who has a serious health condition
The Employee’s own serious health condition; and
A qualifying military exigency.

There are many details to the FMLA, such as you’re not allowed to make your employees work while on FMLA leave. Yet, you do have the right to contact them on occasion for small details such locating missing files or updates on projects the employee was working on prior to their leave. As an employer you can’t be expected to memorize all of the finer points of this act. The beauty of software such as Hour Timesheet is that it can help you track and manage FMLA to ensure you’re adhering to the law. One less thing to worry about!

Discover Stress-Free Leave Management with Hour Timesheet

Hour Timesheet offers free leave tracking setup assistance included with every account. The advantages of our leave management feature include the following:

Access to leave balance detail on the timesheet
24/7 access to leave information in the cloud
Enforcement of leave policies company-wide
Supervisors are alerted when employees request leave
Manual calculations of leave are no longer required
Paper-based leave request is eliminated
Annual carry-over values are system-managed

Our comfortable, user-friendly, and customizable leave management feature for your employees is also available as a free app download, available in the Android and IOS apps marketplace, along with your main software.

How To Keep Track Of Employee Time Off?

The Hour Timesheet leave management feature gives employees access to leave balance data, including current balances, accrual, carry-over values. Workers can submit an online leave request with a single click. Hour Timesheet can track and manage your paid time-off, vacation, sick, and holiday with ease. If you would like to learn more about how Hour Timesheet can help you track and manage your employee time off, click here. We’re here to help show you how our leave management feature can simplify your employees’ requests for time off.

The Best Time Tracking Apps for Small Businesses 2021

Suppose you are operating a business where your employees are still manually handing in their timesheets, completed in pen and paper. Or they fill-in their hours in a spreadsheet and then send it to you only once at the end of the month. It’s time to take a look at upgrading your time tracking system. To help with your decision, here are the five best time tracking apps for 2021.

The Top Time Tracking Apps of 2021

1. Hour Timesheet

This app has several different solutions depending on your objective for selecting a time tracking software solution. The Hour Timesheet app allows its users to track the progress, the cost, location, and the amount of leave of a job. The app also allows for payroll integration, tracking billable hours, and comparing those with non-billable hours. You have various clock-in and out options, as well as the capacity for third party approvals.

One of Hour Timesheet’s most important features is that it is DCAA compliant. This means that small businesses using Hour Timesheet are eligible to participate in any SBIR and STTR government programs. The Hour Timesheet software is designed to be easy to use, even while meeting DCAA compliance regulations.

Hour Timesheet’s time tracking app integrates with QuickBooks online and at a desktop. The app can also be used for custom integration with other third-party software options.

2. ezClocker

It is an affordable, simple, and easy to use time tracking app. EzClocker lets its employees clock-in or out from the mobile device. Thanks to a GPS stamp, you can verify that your employees have clocked-in or out from the correct locations.

Other ease-of-use features include employees being able to view their schedules and timesheets in real-time. In the event you need to export payroll data, ezClocker can email timesheets to anyone you need. It also provides an iPad time clock app where you limit employees to only one device for clocking-in or out. Employees can use either their Smartphone to view timesheets and schedules or their computers. Still, they can only clock-in or out using their iPad.

3. Deputy

The Deputy time card app comes with great features, including the ability to manage time attendance, tasking and team communication, and employee scheduling. Deputy also allows you to generate invoices based on activity, task, and hours worked per employee. Once they’ve been generated, you can send them straight to your preferred accounting software.

This time card app will also automatically allocate job codes, employees, and rates per invoice line. Other features include using dynamic reports to track timesheet costs, sales transactions, and other employee variables. All of these options ensure that you stay abreast of the most recent time tracking advances.

4. TSheets

TSheets allows employees to keep their existing smartphones to quickly and efficiently track their work time. This app provides handy reminders to clock-in and out when to take breaks and all sorts of other reminders. TSheets lets employees allocate time to specific projects, custom fields, or tasks. This time tracking app can also integrate with Quickbooks and several other popular accounting software applications.

5. Replicon

Replicon has created a failsafe system to prevent the infamous buddy punching in the time tracking world. This app, which can be used with a tablet, means you can take a photo whenever an employee clocks-in to work. They also offer visual-check-ins to scan timesheets and ensure that your employees aren’t trying to play the system. Replicon also allows employees to easily access their work schedule, find assigned shifts, and request time off.

Time Tracking Apps

Of the five-time tracking apps featured in this article, there are approximately 100 more currently available on the market. As evident, no two applications are the same. Each time tracking app comes with certain features and benefits. As an employer, you must choose an app that suits your specific business needs and employee situation. What app might work for one business might not work for another. Most importantly, choose a time tracking app that will provide you with the necessary tools to operate and maintain a successful business.

FLSA Timekeeping Do’s and Don’ts

According to the Fair Labor Standards Act or FLSA, employers must keep accurate records of non-exempt hourly employees. This might seem like a straightforward process. However, it can become too complicated when, for example, your employees travel for work, punch-in early or leave late, or use mobile devices to remain connected to work after hours. The following is a brief overview of some of the do’s and don’ts to help you manage your timekeeping responsibilities.

Do:

1. Use a reliable timekeeping system.

You may choose to use a timekeeping method such as an hour timesheet app or something else, including time clocks, badge readers, timesheets. Yet FLSA timekeeping requirements stipulate it allows employees’ hours for uncertainty or inefficiency (to a maximum of 15 minutes). You must apply the rounding policy fairly and can’t always round in favor of your company. Please note some states place limits on time rounding. Check all applicable laws before you start using this policy and consider your timekeeping system before applying a time rounding policy.

2. Any and all time worked must be recorded.

Whether it’s time spent checking phone messages, replying to texts, work emails, accessing the company network, or performing other work tasks, all of this considered compensable work time. That’s why non-exempt employees must understand what constitutes work. Then make an effort to report all time spent working outside of standard work hours according to FLSA timekeeping requirements. In a situation where employees can’t use your regular timekeeping system to record after-hours work, it is your responsibility to instruct them on how to promptly and correctly report these hours.

3. Reclassifying breaks as work time.

According to FLSA timekeeping requirements, all rest breaks must be paid if they are 20 minutes or less in duration. Thus, be careful not to let your employees punch out for breaks that last less than 20 minutes or less. Remember, it’s the break’s length, which determines whether payment is required, never the reason for the break.

4. Record training and travel time.

According to FLSA timekeeping requirements, you must compensate employees for any non-productive time in addition to time spent working. Non-productive time can be considered time spent traveling or in training. For instance, if one of your employees spends time traveling overnight for work, he or she must be paid for all time that cuts across their regular work hours, regardless of whether the travel occurs on their regular workday. As their employer, make sure you understand the rules on compensable training and can instruct employees on how to record their time correctly.

Don’t:

1. Never withhold pay if employees fail to submit or sign their timesheets.

According to FLSA timekeeping requirements, an employer must pay employees for all hours on the next regularly scheduled payday. Whether or not the employee has adequately followed the company’s timekeeping procedures.

2. Never withhold pay for unauthorized work time.

Employers may already have a policy in place that requires employees to get permission before working overtime. Yet, according to FLSA timekeeping requirements, employers must pay non-exempt employees for all time worked. That is irrespective of whether it was authorized in advance. If this policy is not respected by the employees, the employer can introduce disciplinary action. But they can never withhold pay.

3. Do not make automatic deductions for meal periods.

As an employer, it’s in your best interest to require employees to clock out and back in from their meals. This can help ensure that they are paid for missed lunch breaks. It also accounts for instances when employees return from lunch late. Their time records will accurately reflect that they took a meal during the period in question and for how long.

4. Never neglect your recordkeeping responsibilities.

According to FLSA timekeeping requirements, employers must hold on to their time cards and other such records from which wage calculations are gathered for at least two years. Additionally, employers must keep payroll records, including hours worked each day and total hours worked each workweek, for a minimum of three years. These records are necessary for federal tax purposes and must be kept for a minimum of four years.

Hour Timesheet & FLSA Timekeeping Requirements

It sounds simple enough: stay on top of your timekeeping. But when you’re busy running a business, this can be easier said than done. You can quickly get busy, overwhelmed, and the next thing you know, you’ve fallen behind. That’s why it’s essential to develop policies and procedures to ensure that you keep accurate time records for all non-exempt employees. This way, you can ensure they’re being paid adequately for the time they’ve spent working.

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