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leave management feature

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.

DCAA Compliance Explained

DCAA Compliance Explained

The term ‘DCAA compliance’ when referring to your timekeeping procedures is often just thrown around. If you don’t understand what that means or how to verify that you are DCAA compliant, Hour Timesheet can help.

Simply put, DCAA stands for Defense Contract Audit Agency. This is the federal government agency responsible for conducting DCAA audits of the Department of Defense (DoD) contracts. As imagined, the DoD is very strict about its rules and regulations surrounding DCAA compliance and timekeeping. The DoD will award government contracts to businesses that use web-based timekeeping if they meet all requirements.

1. The company must document all timekeeping procedures in a policy or procedure handbook.

The employee handbook must address all critical elements of an adequate timekeeping system. Companies must provide all employees with an up-to-date policy or procedure handbook regarding time entry procedures.

2. Every employee must record all of his/her time daily.

Attempting to track time worked in advance or days after the fact is not acceptable. Hour Timesheet comes equipped with reminders and alerts to ensure employee time is entered daily. This means that no matter the size of the company, Hour Timesheet is equipped for every employee to track time. This DCAA timekeeping feature is especially useful for any companies participating in SBIR and STTR programs. They may be smaller businesses, but they must ensure they remain DCAA compliant to qualify for their funding.

3. All employees must record 100% of the time worked.

Whether working on a government contract or commercial work, all time worked must be accounted for. With the Hour Timesheet mobile app  the employees and 1099’s can add time from anywhere, whether they’re working from home or the office.

4. Employees must record all indirect time not identifiable to a given project to proper indirect cost accounts (Overhead, G&A, B&P, R&D, etc.)

One example of an indirect cost is overhead. This usually includes the indirect costs involved in support operations or direct production. These costs are directly related to a project or projects. However, they cannot be allocated to one specific contract. This is because they overlap across many different projects.

5. Employees must record all PTO, vacation, sick, holiday, and other leave time to the proper leave accounts.

Hour Timesheet allows for leave tracking any kind 

6. The system administrator(s) should initiate all job codes that appear in the timekeeping system.

Charge codes must be provided to employees authorized to work on a given project.

7. All timesheet entries must be recorded by the employee.

An employee must record their time based on work completed. They should track all time entries, irrespective of whether the time is billable or non-billable. This must happen daily.

8. Employees must charge to the appropriate project

Whenever the employee completes work or tasks, they must charge it accurately and directly to that project. Hour Timesheet can be setup to restrict which codes an employee can charge their time; therefore, an employee cannot charge to a project they have not been assigned.

9. Employees may not work on indirect tasks and record time as direct costs

An indirect task is work that is not explicitly tied to a project. To remain DCAA, compliant employees must never charge the time it takes to complete these tasks to any project. This would violate DCAA compliance and regulations

10. The employee is required to initiate all correction timesheet entries.

The employee must record all corrected timesheet data that includes a detailed audit trail. An audit trail is critical to remaining DCAA compliant.

The employee’s supervisor must approve every correction time entry in a detailed report, in the event of a DCAA audit.

In the unusual circumstances where the employee cannot make the changes to timesheets, then the HTS administrator may make such changes with the employee’s consent. The DCAA may analyze each entry on an employee’s timesheet. Thanks to your detailed audit trail, the DCAA will see who edited a time card after it was submitted. They will also be able to see when the changes were made, and why. Hour Timesheet creates an un-editable audit log that proper documentation. This activity log will include all of all the additions, deletions, approvals, and modifications made to your employees’ timesheets.

11. The employee’s supervisor must approve all employee timesheet data.

Each timesheet requires two signatures, in order to comply with DCAA compliance regulations. Hour Timesheet allows for online signatures at both the employee and manager levels.

12. All employees should be provided documented timekeeping training.

The company’s employee handbook or new-hire orientation program typically includes this training. Either way the employee should become familiar with the company’s timekeeping policy before they begin working.

13. In order to be DCAA compliant, the company must retain timesheet data for at least two years.

That means the company must be keep their files in a secure and easily accessible location. Should the DCAA require you to produce copies of your timesheets, they should be available. Hour Timesheet keeps the timesheets indefinitely for all employees, current, and past.

14. The company must conduct audit or floor checks randomly throughout the year to monitor employee timekeeping compliance.

Unfortunately, DCAA timekeeping compliance is one of the primary reasons government contractors fail an audit. Hour Timesheet can help. We have the employee and contractor time tracking experience to ensure total compliance. Sign up for Hour Timesheet today and work with an experienced implementation rep to review your account for total compliance. All for FREE.

DCAA Compliance With QB Software

Features To Look For In DCAA Compliant Time Tracking Software

Government contractors that are hoping to get awarded projects from the government have to comply with the regulations set in place by the DCAA. The Defense Contract Audit Agency outlines exactly how businesses should be tracking their time and documenting accounting when working on a government project. The DCAA will audit companies, and ensure they are following these guidelines. The DCAA compliant timekeeping procedures can be tricky to navigate, which is why Hour Timesheet has compiled a DCAA compliance checklist. This makes it easy to prepare for an audit, and make sure your company is in line with DCAA regulations.

DCAA Compliance and Time Tracking

Let’s say you’re looking for a long-term solution to DCAA compliance. Time tracking is a big part of many businesses, and adding in DCAA compliance makes the process lengthy and tiresome. Luckily, companies like Hour Timesheet exist to make it easy for businesses. You don’t have to worry if your time tracking meets DCAA requirements, because we’ve already done it for you. Even if you’re already using QuickBooks, and you’re just looking for some extra help – Hour Timesheet can integrate directly with QuickBooks.

What type of firm needs time tracking software? Most employers who hire hourly employees need to know the number of hours each employee has worked so that payroll can be calculated properly. Government contractors have a different set of rules and are required to track time, both hours for exempt and non-exempt employees. They also have certain rules in place involving tracking indirect costs, such as labor costs. Even organizations that only hire salaried employees have a need to track projects or tasks for successful project management. That’s why finding the right time and attendance software is critical to your bottom line.

What to Look for When Evaluating a DCAA Compliant Timekeeping Software? When researching tools, it’s important to make sure the software that you are evaluating meets certain criteria. Whether you’re an organization with salaried employees, or government contractors hoping to win a government contract, it’s important to partner with companies you can trust. Here are some things to look for when searching for a timekeeping system: 

Reminders to Track Time Daily

It’s common for employees and contractors to forget to track time, which can cause a lot of issues for DCAA audit trails. Hour Timesheet offers daily reminders to track time and ensure it’s getting done accurately. 

Online Approvals

Whether it’s approvals for time log edits or approvals for charge codes, it’s important to have a timekeeping system that allows approvals online. 

Mobile Access (iOS and Google Play)

Managers can access Hour Timesheet from any computer, or through the mobile app, and submit approvals online. 

Detailed Audit Log and Audit Trail

Whenever the DCAA performs an audit on your company, they’re going to want to see records of everything. The best practice when hoping to win future contracts is to keep detailed records and trails of all time, labor, and cost history. This will make it easier for you and the DCAA when the time comes for an audit. 

Real-Time Location Tracking

Government contractors often perform work offsite and on the location of clients or at work sites. This can make time tracking difficult when managers are unsure where workers actually are. Hour Timesheet offers real-time, accurate location tracking so that your records can be as accurate as possible. 

Integration with Accounting Software (QuickBooks Online & QuickBooks Desktop)

This is arguably one of the most important features in time tracking software. The DCAA not only wants to audit the company’s timekeeping requirements, but they also want to do an accounting system audit and ensure those records are accurate. By connecting your timekeeping software to your accounting system, such as QuickBooks, you’re making this process seamless. The DCAA will look at things like labor distribution, cost objectives, indirect costs and direct costs, and uncompensated overtime. Everything needs to be tracked to ensure proper DCAA compliance with QuickBooks

Knowledge of Government Contracting

At Hour Timesheet, we believe the most important thing to look for in a timekeeping system is a demonstrated knowledge about the DCAA system. Without this knowledge, the software may not be able to provide what it promises. It’s important to work with a company that has an in-depth understanding of how the federal government awards contracts, audits companies and enforces DCAA regulations. 

Work Smarter, Not Harder

Some other features that can be very beneficial in a timekeeping system include an online web clock, correction timesheet workflows, and online job tracking. These make it easier for everyone involved to do their job. 


Are you wasting time and money on the following?

  1. Correcting math errors on hours worked and other time entry activities
  2. Tracking down late or missing weekly timesheets
  3. Manually entering employee time worked into your accounting and/or payroll file

If you answered yes to any of the questions above, it’s time to let today’s technology work for you. Intuit and QuickBooks have a marketplace where 3rd party vendors who offer time tracking are listed. Only companies that pass strict guidelines and follow Intuit’s partner policies are listed on these sites.

View QuickBooks Online Marketplace Apps here

View QuickBooks Desktop Marketplace Apps here

Hour Timesheet was created for you; with your origination in mind. We have created a simplified solution that captures your complex situations and makes DCAA compliance easy. Give us a try FREE for 30 days. No credit card is required. Our experts with over 20 years of industry experience are waiting to hear from you now. Hour Timesheet includes a QuickBooks timesheet import sync that makes your payroll process a snap!

Hour Timesheet can be a perfect tool that will integrate & sync with your QuickBooks Desktop Hosting keeping an eye on your reminders, daily tasks, etc. Learn more about add-ons like Office 365 E3 suite for improving your team collaboration.

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Making technology work for you

Making Technology Work For You

Today’s technology moves so fast that it’s not easy to keep up with. It seems like new tools are surfacing every day to help business owners and entrepreneurs save time, money and boost productivity. New technology empowers business owners to achieve what they set out to do and allows them to be creative while maintaining a high level of productivity. Businesses that want to stay relevant know that they must incorporate new technologies into their company’s growth strategy.

The trick to making technology work for you and your team will depend on how it’s integrated. You can use these tips to help your employees to successfully embrace technology:

1. Highlight the Benefits

Technology can do so much to make our lives easier, but the process of learning new technology can still be daunting. To ensure team member buy-in, help them understand the decision to implement new technology. Identify the limitations or problems in the current tools or software. Help your users see how technology could solve these problems. Even though fear is normal in the face of change, we can’t let fear stop us from moving forward.

2. Find Your Champions

There are always employees who readily accept new technology. These are your champions! They can help convince reluctant coworkers where no one else can. Have them be available for questions and training to those who are slower to adopt. Some employees may not be convinced of the benefits of technology until they see someone else do it.

3. Provide Training

Training is critical to the successful adoption of new technology. You must ensure that team members of all levels of technological know-how have the access they need to learn at their own speed. Training can be looked at as a two-step process: You need training from external sources (free at Hour Timesheet), and then you need a core group of internal employees who are comfortable in the new system and can help others if needed.

REASONS YOUR BUSINESS SHOULD EMBRACE TECHNOLOGY

By embracing today’s new technology your company will reap the benefits that keep them ahead of their competitors who fail to embrace technology, including:

  1. Staying connected
  2. Encouraging timely and accurate input
  3. Ability to monitor employee productivity
  4. Improving manager productivity
  5. Improving employee accountability
  6. Access to advanced business reporting and analysis
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FLSA Timekeeping Requirements

FLSA Timekeeping Requirements

Who does FLSA apply to?

One of the FLSA Timekeeping Requirements is that hourly employees must be paid at least the minimum wage and not less than one and one-half times their regular rates of pay for overtime hours worked.

What are the timekeeping recordkeeping requirements?

Every covered employer must keep certain records for each non-exempt worker. The department of labor requires accurate records. The following is a listing of the basic records that an employer must maintain:

  • Time and day of week when employee's workweek begins
  • Time worked each day
  • Total hours worked each workweek and pay period
  • Total daily or weekly straight-time hours
  • Total overtime hours for the workweek

Track Overtime | California Over Time

What type of record should be retained?

Each employer shall preserve for at least three years payroll records, collective bargaining agreements, sales and purchase records. Records on which wage computations are based should be retained for two years, i.e., time cards and piece work tickets, wage rate tables, work and time schedules, and records of additions to or deductions from wages.

What type of timekeeping is best?

Employers may use any timekeeping method they choose. For example, they may use a time clock, have a timekeeper keep track of employee's work hours, or tell their workers to write their own times on the records. Any timekeeping plan is acceptable as long as it is complete and accurate

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What about employees on irregular work schedules?

Many employees work on a fixed schedule from which they seldom vary. The employer may keep a record showing the exact schedule of daily and weekly hours and merely indicate that the worker did follow the schedule. When a worker is on a job for a longer or shorter period of time than the schedule shows, the employer must record the number of hours the worker actually worked, on an exception basis.

Are timesheets required by law?

Employers may use any timekeeping method they choose. For example, they may use a time clock, have a timekeeper keep track of employee's work hours, or tell their workers to write their own times on the records. Any timekeeping plan is acceptable as long as it is complete and accurate.

Timesheets are a legal document, which are the source of payroll transactions, and are related to a project, customer invoicing. Timesheets serve as the legal authority to pay an employee. ... For example, the timesheet policy might require that time worked be reported accurately on the date that such work was performed.

Can my boss alter my timesheet?

While falsification of an employee's time sheet can be a serious offense, it isn't illegal for a supervisor or employer to change an employee's time sheet –as long as it reflects the correct hours that were worked.

Deltek Timekeeping

A DCAA Compliant Alternative to Deltek Timekeeping

When a business undertakes a government contract, part of the agreement is for their timekeeping and accounting procedures to comply with the Defense Contract Audit Agency (DCAA).  DCAA-compliant contracts require daily time tracking, precise records, detailed reporting, and specific manager approvals, all for DCAA audit purposes. Ensuring DCAA compliance can be a lengthy and confusing process if not using the right tools.

There are expensive and not-so-user-friendly software programs such as Deltek that don't deliver some of the features that other products such as Hour Timesheet do. The following are some of the reasons an increasing number of companies are switching to Hour Timesheet.

Regular Reminders

Hour Timesheet features both daily and weekly reminders to employees and managers when timesheets are due. This ensures that everyone working for the company, whether remotely or in the office, regularly tracks their time. DCAA compliance requires daily timesheet entries by every employee and for managers to approve their hours. This must happen whether they’re working on the DCAA that day or not. They don't let it accumulate and try to submit them at the end of the month in a hurry.

Accurate Charging Codes

Hour Timesheet’s DCAA compliant timekeeping software restricts employees charging to an expired charge code. With Hour Timesheet, employees can only enter labor time for specified job code assignments and labor categories, with the ability to set maximum limits or expiration dates. Thanks to this feature, managers do not need to worry about unauthorized or excessive labor costs for their tasks. This built-in feature prevents government contractors from making incorrect entries, resulting in time-consuming corrective actions, delayed invoice payment, or the most severe DCAA audit findings.

Regular timesheet processing

Part of the DCAA compliant timekeeping requirements is that timesheets must be processed every month, if not more frequently. Hour Timesheet's timekeeping procedures allow for this to happen. A report can be generated to illustrate the number of timesheets generated for the month, information on costs, and billing.

A detailed audit trail

As DCAA compliant time tracking software, Hour Timesheet is DCAA compliant. That means it has a long and detailed audit trail. If an employee or manager edits a time card after it has been submitted, the DCAA will want to know who made the change, when it was made and why? Hour Timesheet creates an un-editable audit log that provides a permanent list of all the additions, subtractions, and changes that have been made to the employees’ timesheets.

Manual time tracking

The Hour Timesheet time-entry feature can help protect and allow your business to grow with the timekeeping capabilities you need to be DCAA compliant. Our manual time tracking features will help you track direct and indirect costs on a project-by-project basis and tackle head-on one of the most daunting aspects of DCAA compliance by creating a detailed audit trail. Often the timekeeping requirements of being government contractors can be overwhelming. Let, Hour Timesheet help.

An up-to-date sick/personal leave balance

With Hour Timesheet, all employee's current sick/personal leave and vacation balances are always prominently displayed on their timesheet entry page. There is no need to wait for a regular pay stub to review these balances.

For more information on DCAA timekeeping requirements and how Hour Timesheet is the software to meet the compliance needs, contact us today. We offer a FREE 30-day trial of our software, because we know that you’re going to love it!

QuickBooks Integration Q&A

QuickBooks Integration Q&A

Common questions and answers for Hour Timesheet and QuickBooks Integration

Question 1. How does QuickBooks sync data with Hour Timesheet?

Answer. We utilize the Web Connector (provided by QuickBooks) to sync company data between QuickBooks Desktop and Hour Timesheet in real time. The version of QuickBooks Online offers a direct sync between the two systems.

Question 2. What type of data does QuickBooks sync with Hour Timesheet?

  • Employees: The sync tool will import all “active” QuickBooks employees and vendors (optional) into your Hour Timesheet account. Only vendors that have a First and Last Name field value in QuickBooks will be imported.
  • Customers/Jobs: The sync tool will import all “active” Customer/Jobs in to your Hour Timesheet account.
  • Service Items: The sync tool will import all “active” Service Items in to your Hour Timesheet account.
  • Classes: (optional) The sync tool will import all “active” Classes in to your Hour Timesheet account.
  • Payroll Items: (optional) The sync tool will import all “active” Payroll Items in to your Hour Timesheet account.

Question 3. How do I add a new data in Hour Timesheet (employees, customers, jobs, etc)?

Answer. New data will need to be entered into your QuickBooks company file first. Once the new data is entered, you can use the web connector tool to import your new data in to your Hour Timesheet account.

Question 4. How will my employees receive their Hour Timesheet login credentials?

Answer. Hour Timesheet will send an email invitation to each employee with the link and login ID to the Hour Timesheet account included in the body of the email. Once the employee accesses the link, the employee will be prompted to create an initial password to login to Hour Timesheet.

Question 5. Can my employees track time against customers and jobs, service items, classes and payroll items?

Answer. Yes, your employees will be asked to select from a list of authorized charges. Employee authorized charges (EOC) are defined by the admin at the employee level. This feature enables the employees to only see EOC’s that are assigned to each user.

Question 6. How do I delete information in my Hour Timesheet account?

Answer. Once you mark the data (employee, customer, job, etc.) as inactive in QuickBooks, the data will be updated in your Hour Timesheet account upon performing the data sync.

Question 7How does Hour Timesheet identify billable vs non-billable items on the timesheet?

Answer. By default, any EAC that includes a service item will be marked as billable time in QuickBooks.

Question 8. Can employees add comments to a timesheets?

Answer. Yes, Hour Timesheet includes a feature to allow employees to input general comments and daily comments.

Question 9. I exported my employee's time into my company QuickBooks file, but now I need to make corrections. How do I do this?

Answer. Hour Timesheet does not allow processed timesheet data to be edited. Hour Timesheet will display a link on the Timesheet Review page that will allow the user to create a “corrected” copy of the timesheet. The detailed audit trail will show the log of all changes made to the revised timesheet.

Question 10. Can multiple supervisors approve a single timesheet?

Answer Yes. Hour Timesheet will allow for multiple supervisors to approve a timesheet.

Question 11. We have a requirement for our employees to enter hours worked.daily, does Hour Timesheet include daily reminders?

Answer Hour Timesheet includes the option to turn on daily notifications to serve as reminders for those employees who forget to enter time daily.

Question 12. I track my employee leave balance data manually in an Excel spreadsheet because QuickBooks doesn’t include all of the options I need, can Hour Timesheet manage leave?

Answer - Hour Timesheet has a full-function leave management feature that will allow accrued and earned types of leave tracking.

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Top Timekeeping Tips

Top Employee Timekeeping Tips

Insight into how your employees spend time is critical. That's why employee timekeeping software tools make so much sense.

Knowing how much time your employees spend on overhead tasks, project, training, and unpaid leave is invaluable data for your business's future. Tools that track employee hours and employee schedules will greatly reduce your hours spent processing manual time cards.

Employee timekeeping is not just for hourly employees

Nonexempt employees need to track work time for FLSA compliance but having salaried employees keep a time sheet is helpful too. Exception-based time tracking helps employers track employee attendance and improve the overall management of daily resources. Tools and solutions that include the ability for employees to track hours worked on mobile devices will provide real time job costing and absentee management at the supervisor level.

Internal policies & approval workflows are the keys to a successful employee timekeeping software implementation.

Software tools are a dime-a-dozen, but it's how you use the software that defines your success. It's important to document your timekeeping policies and required approval workflows before you invest in a time & attendance tool.

Don't be afraid of internet-based employee timekeeping software tools

A detailed timesheet audit trail will flag when a user inputs timesheet data into your system from anywhere but the office. The activity log shows the IP address as well as each entry into the user's timesheet with a non-editable time and date stamp. Online employee time tracking software also allows for integration with your payroll system with a 2-way sync to and from your payroll software like QuickBooks Online or QuickBooks Desktop.

Microsoft Excel is for spreadsheet data, not for employee timekeeping

Yes, you can keep your employees timesheet data in Excel but is that really efficient? Don't be afraid to use the tools available to your organization to make you more productive. Rely on the experts...not Excel.

BOTTOM LINE... it's just smart business.

Features such as daily timesheet reminders, employee leave management and time card approval processes make Hour Timesheet the perfect choice for your organizations's timekeeping software needs. Available on the web or your iOS and Android mobile app store.

Advice for Successful Grant Management for Nonprofit Organizations

Nonprofit Timekeeping for Your Organization

The weak link

Managing grant dollars is one of the weakest links in the grant process chain. Directors tend to have detailed and documented process of researching and developing grant proposals. But frequently, that is where the process stops. Unfortunately, the inability of nonprofits to manage grant funds successfully with nonprofit timekeeping software is the single most important reason why a funder may not fund them in the second or third year. Tracking employee hours and timesheet entries by projects and grants can help with these lingering issues. Locate an automated time tracking software for your employees to track hours and manage projects. With an online solution, you'll be able to gain instant access into how much time your volunteers and employees are spending supporting each grant and lower level items to be tracked.

Track and document everything

Most government grants require significant documentation of all expenditures related to grants. Grant giving organizations require recipients to submit detailed supporting documents before grant payments are made. An employee time card tracking system that has the capacity to automatically generate grant reimbursements based on grant activity not only saves time but improves accuracy. Employee time clock software should include a business rule that requires employees capture all time worked on grand and "non-grant" related activities.

Understand indirect costs

Grants come with indirect costs. Understand whether operating funds for administrative burdens will be covered or if you need to dig up additional funding. Ask your team if your organization is prepared to reallocate its administrative budget to cover the cost and if so for how long. Cost allocation will allow your organization to share overhead expenses across different programs. A good timekeeping solution will include time off requests, real time data capture, and a means to track overhead costs. Look for a solution that includes the ability to track volunteer hours using a mobile app for no additional fees.

Know your stuff

Essential to successful grant management is understanding and adherence to regulations related to grant management. Regulatory compliance starts with federal guides for Cost Principles and Auditing from the Office of Budget and Management. These regulations impact state and local government grants and sets models of best practices for foundation and other private grantors. Utilize the built-in business rules in your timekeeping software to aid with specific regulations. Features like audit logs, daily reminders, online approvals all help your organization achieve compliance.

Staying on Schedule

Being able to quickly see what is coming up or quickly see a high-level view is critical to keeping the process running smoothly. SaaS based employee scheduling solutions can be utilized to track important deadlines and send email reminders of deadlines when they are approaching. This can be a great time-saver for the person who is organizing all the elements of a grant proposal and responsible for the final submission.

Bottom Line

Hour Timesheet can help you with all of the above items. Call or email now to see a demo at your convenience

  1. Employee timesheet software
  2. Hour Tracking
  3. Leave Management
  4. Online approvals
  5. Email reminders and alerts
  6. Real-time reporting
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Additional Resources

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Managing Nonprofit Employees

Breaking down your nonprofit's obligation to pay overtime

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