Advice for Successful Grant Management for Nonprofit Organizations

Nonprofit Timekeeping for Your Organization

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 and Non-profit Timekeeping

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 non-profit 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 nonprofit timekeeping 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 and Nonprofit Timekeeping

Hour Timesheet can help you with all of the above requirements for non-profit timekeeping . Call or email now to see a demo at your convenience

Employee timesheet software

Hour Tracking

Payroll Integration (ADP and Gusto)

Leave Management

Online approvals

Email reminders and alerts

Real-time reporting

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Additional Resources

Nonprofits and Labor Laws

Managing Nonprofit Employees

Breaking down your nonprofit’s obligation to pay overtime

$8/user. NO setup Fees. NO support fees. NO contract.

Employee Leave Management

Types of Leave Management

Introduction to Leave Management

Effective leave management is crucial for maintaining employee satisfaction and ensuring smooth organizational operation. A well-structured leave management system allows employees to take necessary time off without disrupting workflow, while helping HR professionals and business owners maintain compliance with labor laws and promote a positive work environment.

Overview of Types of Leave

This guide will discuss the various types of leave that organizations typically offer, including:

Annual Leave
Sick Leave
Parental Leave
Bereavement Leave
Jury Duty Leave
Public Holidays and Special Leave
Remote Work and Flexible Leave

Annual Leave

Definition

Annual leave, often referred to as paid time off (PTO), allows employees to take time off for vacation, personal days, or rest, all while receiving their standard pay.

Calculation and Entitlement

Typically calculated based on the number of days worked per year.
Employees may accrue a certain number of days per month or receive a lump sum annually.
Regulations may vary by jurisdiction, but a common standard is 10-30 days per year.

Request and Approval Process

Employees submit leave requests through a formal process, such as an HR software system or written form.
Managers review requests considering operational requirements.

Rollover Policies

Some companies allow unused leave to roll over to the next year, while others may cap the amount or implement a “use it or lose it” policy.

Sick Leave

Types of Sick Leave

Paid Sick Leave: Employees receive full compensation for days missed due to illness.
Unpaid Sick Leave: Offered when paid leave has been exhausted, or as part of a policy for specific circumstances.
Short-term Disability: Insurance-based leave for extended illness or injury beyond typical sick leave.

Documentation Requirements

May require a doctor’s note or medical certification, especially for extended absences.
Policies should aim to balance trust and verification to prevent abuse.

Managing Abuse

Clear policies and regular communication can minimize misuse.
Implement monitoring and reporting systems for transparency.

Parental Leave

Maternity, Paternity, and Adoption Leave

Provides time off for mothers, fathers, or adoptive parents to bond with their new child.
Leave duration and pay entitlements can vary significantly by country and organization.

Eligibility

Often requires a minimum period of employment.
Some policies may have additional criteria, such as full-time status.

Return to Work Arrangements

Gradual return options or flexible work arrangements may be offered to ease the transition back.

Bereavement Leave

Entitlement

Provides compassionate leave for employees experiencing the loss of a family member.
Typically ranges from 3 to 7 days, depending on the relationship and company policy.

Eligible Family Members

Policies define which family relationships qualify for bereavement leave (e.g., spouse, child, parent).

Request Process

Employees notify HR as soon as possible, although immediate documentation is not always required.

Jury Duty Leave

Company Policy

Organizations often provide leave for jury duty, with some offering full pay and others applying state-mandated requirements.
Encourages civic responsibility while protecting employee income.

Public Holidays and Special Leave

Handling Public Holidays

Employees generally receive paid time off for designated public holidays.
Policies for working on holidays (such as double-time pay) should be clearly outlined.

Special Circumstances

Includes community service leave, voting leave, or other civic duties.
Flexibility can enhance employee satisfaction and corporate image.

Remote Work and Flexible Leave

Managing Remote and Flexible Work Arrangements

Policies should address unique needs for remote workers, such as asynchronous PTO or compensatory time off.
Flexibility with scheduling can improve work-life balance and productivity.

Automated Leave Management Systems and Payroll Integration

Detailed Explanations

Automated leave management systems streamline the process of tracking and managing employee leave, eliminating manual paperwork and reducing administrative overhead. These systems allow employees to submit leave requests efficiently, while managers can quickly approve or deny requests based on real-time data about staff availability and leave balances. By automating leave tracking, organizations can easily maintain compliance with labor laws and company policies.

Benefits of Automated Systems

Improved Accuracy: Automation reduces the likelihood of human error in tracking leave balances, ensuring accurate records.
Time Efficiency: Streamlining leave requests and approvals saves time for HR personnel, managers, and employees.
Enhanced Compliance: The system helps ensure adherence to legal requirements and organizational policies by automatically applying rules.
Better Data Management: Comprehensive data analytics provide insight into leave patterns, helping organizations forecast staffing needs and adjust leave policies accordingly.
Employee Satisfaction: A transparent and efficient leave management process can lead to increased employee satisfaction and trust.

Integration with Payroll Systems

An automated leave management system often integrates seamlessly with payroll systems, ensuring that payroll processes reflect accurate leave data. This integration streamlines the calculation of deductions for unpaid leave, adjustments for PTO use, and the alignment of pay cycles with leave entitlements. Furthermore, it reduces discrepancies in final settlements when an employee exits, as leave balances are automatically reconciled. With payroll leave management, organizations can efficiently handle aspects like holiday pay, sick leave compensation, and other pay-related entitlements, supporting both operational efficiency and financial accuracy.

Hour Timesheet

Employee Leave Management

People are an important resource of any business. Unauthorized absenteeism, lack of proper time/holiday planning, affect the overall efficiency of any organization. Many leave related issues can be addressed by using an automated leave tracking software such as Hour Timesheet.

A uniform application of leave policies and accurately tracking leave balances, can lead to greater employee satisfaction and enables organizations to engage employees better.

A complex leave management software solution can be utilized to automate time off request as well as real-time access to paid leave such as holiday, sick, vacation or comp time. Benefits of an online leave management system include the following:

All employees are able to apply or leave request in a central location

Aids user by having online access to leave balance data and leave transactions

Communication and enforcement of all company leave policies

Enhanced manager insight – supervisors and HR manager receives email alerts when employees request and use leave

Eliminate manual calculations of leave balances and paper-based leave request.

System-managed carry-over values from year to year.

System managed ceiling for each type of leave

Implementing the right employee leave management solution will significantly reduce work by the HR team as well as well as employees. Centralized business processes will reduce the time and effort spent by HR on maintaining accurate leave records in Microsoft Excel or by hand.

Hour Timesheet Leave Management Types

Earned Leave – Leave hours are earned based on the number of hours worked on the employee timesheet.

Accrued Leave – Leave hours are accrued based on the employee’s hire date. Accrual options are weekly, bi-weekly, semi-monthly and monthly.

Employee Leave Management Features

Balance is reduced after timesheet is submitted at the end of each timesheet period.

User receives error message upon entering time that exceeds current balance.

User may be allowed to “go into the negative” if feature is configured.

System will stop accruing leave once limit “ceiling” is reached.

System will reset balance to “carry-over” value each year.

Balance will reflect manual adjustments (if any).

For more information on employee leave management, visit our leave management website page or visit us in the QuickBooks marketplace listing.

Additional Resources

Ten states and Washington D.C. currently require paid sick leave
The Family and Medical Leave Act

Learn More

DCAA Compliant Timekeeping Software

Having been in the industry for over 25 years, there are a number of key topics that continue to come up when talking with a government contractor about DCAA compliant timekeeping software and requirements and guidelines. One common theme I hear time and time again is centered around managing correction previously entered time entries as well as enabling someone other than an employee to update an employee’s timesheet. There are many sources on the web and in your google searches that are willing to charge you for FAR training, consulting fees or “compliant bookkeeping. Go ahead, do a little “google research” or just ask one of our many referral partners.

Advice from the experts about DCAA Compliance and Timekeeping Software

Everything needs to be tracked – Time spent on overhead tasks, bid and proposals, training, leave (paid or unpaid) and yes, even uncompensated time should be recorded on a timesheet. Bottom line, all hours worked by employees are required to be tracked by a companies’ timesheet software.

Timekeeping isn’t just for hourly employees -Employees working on contract and in the corporate office need to track hours in order to properly manage DCAA compliance and timekeeping Software . This includes salaried and hourly employees. This includes both labor cost and indirect labor cost (overhead, G&A, B&P)

Corrections on timesheets are okay – Budgets change, mistakes are made, people forget.. that’s why documented timekeeping procedures that include a correction process is imperative.

DCAA Compliant Timekeeping Software: Audit logs are the key – With the internet, all things are possible. Anywhere. Anytime. A detailed audit trail real time edits to all timesheet entries. The time, the place as well as the details.

Do practice floor checks – let your employees know what to expect in the event that the defense contract audit agency does to a floor. Quarterly planned practice floor checks will put your employees at ease.

Just saying it doesn’t make it true – Any software can claim that their software meets DCAA Compliance and Timekeeping Software regulations but we don’t just say it, we guarantee it. Our experts of 20+ years will make sure!

Additional Resources

Measure Costs Right: Make the Right Decisions

How To Calculate And Track Overhead Costs

How do I Calculate Overhead Costs?

Federal Acquisition Regulation Full Download

Federal Timekeeping Policies for Government Contractors (chron.com)

Record-keeping Requirements under the Fair Labor Standards Act

Sign Up today to experience the best DCAA Compliance and Timekeeping Software

Top 5 Advantages of Using A QuickBooks Cloud Hosting Service Provider

QuickBooks cloud hosting services make sense for a small business today

INDUSTRY ACCEPTED PRACTICE

The practice of accessing your QuickBooks account data file using a 3rd party service or cloud server has finally been accepted as an alternative to the costly expense of building and maintaining IT infrastructure. “Hosting” QuickBooks desktop means that a hosting service installs and manages the QuickBooks software and the company data files on their own cloud-based servers. With a cloud/hosted virtual desktop server, you gain access to your company file from any PC, Mac, iPad, or mobile device 24/7 in a multi user environment.

REMOTE ACCESS

As your business grows, more users will likely need access to the company QuickBooks data. Businesses with multiple locations or a mobile workforce find that centralized access to data allows users to function as though they were all in the same office. Being able to access the QuickBooks file via the Internet allows users to work in a single company file anywhere anytime.

ELIMINATES IT COSTS

By choosing a remote hosting option, you don’t incur any upfront hardware or software costs (other than the cost of QuickBooks licenses). Instead, you pay the QuickBooks hosting company a monthly fee per user to take care of things for you. Most providers will manage the data, software updates, upgrades, and equipment, as well as provide first level technical support their clients.

BETTER USER EXPERIENCE

Users experience more efficient and effective collaboration with simultaneous access available to multiple users. Accounting professionals can work on client files seamlessly sharing data with the client even as the client may be working in the system.

SAFE & SECURE

Cloud/hosting service providers follow stringent security measures to ensure full safety for your QuickBooks data file. Most data centers provide 24/7 security and extreme care in disaster planning such as fire detection, backups, diesel generators and biometric security.

And of course…Hour Timesheet works great on your desktop or in the cloud. Come try our simple QuickBooks 1-click data sync today. Years of experience at your fingertips.

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QuickBooks Pro
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Top Providers:

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Why Your Organization Needs Online Timekeeping Software

Why Your Organization Needs SaaS Timekeeping Software

Managing employee timekeeping software can be huge headache for any company

But… it doesn’t have to be. A good solution such as Hour Timesheet can eliminate the frustrations that accompany timekeeping by automating the processes associated to payroll and billing. Most businesses already use an automated payroll service, but many are slow to navigate to automated time card solutions.

Below are the top advantages of switching to an automated timekeeping solution.

Saves time

The most basic benefit to your business is that less time will be spent, both by employees and your accounting staff, tracking, recording and processing time spent working each day. Some businesses have reported cutting their time calculating payroll each month by up to 70 after implementing employee time tracking software%.

Makes your business scale-able

Manual time entry may work, in some respects, for your business now. If you expect your business to grow, you’ll want a time tracking system that can grow with you as you hire more employees and have more information to track and automatically sync with your payroll software.

It’s the law

State and federal labor laws, such as the Fair Labor Standards Act, regulates things like overtime pay and record keeping, both of which can be problematic with the wrong solution. Employers are required to accurately record the hours worked by nonexempt employees and to pay them for all time worked. These requirements appear straightforward. In practice, however, capturing the time worked by employees can be difficult, making accurate payment of wages a challenge. Using an online solution such as Hour Timesheet helps your organization stay within the law.

Reduces errors

Every company has had issues at one time or another when it comes to employees not receiving the proper amount of pay. Wage and hour lawsuits, particularly those claiming that employees were not compensated for all hours worked, are one of the most common types of lawsuits brought by employees against employers. With Hour Timesheet, employees submit each timesheet which includes a detailed audit trail of all timesheet activity.

Increases profits

The bottom line for any business is to be profitable, and businesses are constantly looking for a way to cut costs and increase profits. When they have an automated employee timekeeping software solution, they are better able to understand the company workflow, and see where there are any problems that need to be addressed.

Promotes communication

Many employees get nervous when they hear their company is going to implement a policy of track time and work progress using an online timekeeping software solution. They hear the word “tracking”, and automatically feel as if they are being constantly watched. Employers need to make sure that their employees realize the reasons for having time timekeeping software. It is about payroll issues, tracking projects and tasks, client billing, and cutting expenses. These are things they can understand.

Increases visibility

The right timekeeping software solution has the capability to help employees to better capture work hours online against projects, while giving managers visibility into the employee’s work day as well as estimating projects and overall project management. In addition, companies who hire contractors or have a remote workforce can keep costs down while ensuring accountability. Business owners and managers can see the overall picture of time spent on a project, which can help them re-prioritize or streamline processes, or pull additional resources to a project that needs more attention.

Happier Employees

Automated timekeeping software makes employees happier because a hassle free solution guarantees timely and accurate pay. Employees gain secure access to their personal data, hours worked, and historical data in real time on a supported time clock, on a mobile app or on the web. This makes it easier for employees to access information without having to go through the human resources or accounting department. Employees feel empowered when they have access to their own information, and that level of empowerment can lead to increased satisfaction on the job.

Additional Resources

QuickBooks Desktop App Listing

QuickBooks Online App Listing

iOS App Store Listing (Apple Devices)

Android App Store Listing

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