Understand Functional Expenses for Nonprofits

  The ClickTime Nonprofit Bundle (more details here)   includes access to a custom report that will report on time allocated across different   Functional Categories.

  First, we'll cover the necessary steps to set up Functional Categories for those   organizations that did not initially onboarded with ClickTime Nonprofit. Organizations   that sign up for ClickTime Nonprofit will have the basic configuration already   in place.

  Please   reach out to ClickTime Support   if you are a nonprofit organization but do not see the "ClickTime Nonprofit"   branding and are interested in upgrading.

  Create the "Functional Category" Custom Field
  Selecting "Functional Categories" on the Program level
  Running and Viewing the Functional Expenses Report

  (Keeping in line with the default terminology for nonprofit organizations, this   guide will use the term Funding Source where "Client" is typically   used, and Program where "Project" is typically used.)

  Create the "Functional Category" Custom Field

  If you have recently transitioned to ClickTime Nonprofit, you'll need to create   the "Functional Category" Custom Field (organizations that sign up for ClickTime   Nonprofit initially will already have this field pre-configured in their account).

  To create the field, first go to the Company --> Preferences   page, and then click the "Custom Fields" link:

Click the "Add Custom Field" link:

  Next,   make sure to use "Functional Category" as the "Custom Field Name".   You can use any name you prefer for the "Display Name", although we recommend   using "Functional Category" in both places:

Next, set the Type to "Pop-down List".

  Then enter the different Functional Categories your organization would like to   track. By default, organizations that sign up for ClickTime Nonprofit will have   Fundraising, Management, and Program options pre-defined. You can add/edit   these to include the options that make the most sense for your organization.

  Make sure to associate the field with the Program, so the option   will appear on the Program Details page.

Finally, click "Save" to create the new Custom Field.

  Selecting "Functional Categories" on the Program level

  After the Custom Field is created, you'll next need to assign each of your Programs   to its respective Functional Category. Go to the Program Details   page and select each Program.

  Then, scroll down to the Custom Fields section and click "Edit Section":

Choose the appropriate option from the drop-down menu:

  Then click "Update" to save. Do this for every Program you'd   like to evaluate in the report.

  Running and Viewing the Functional Expenses Report

  Once your Programs are assigned to the appropriate Functional Category,   you can see how much time is allocated to each Program and how those   hours translate into a percentage of total hours.

  The Functional Expenses report can be accessed by going to the Company --> Reports   page. It will be a Featured report in the "Browse All Reports" section of the   page:

  It can also be accessed from the "Miscellaneous" section of the Company --> Reports   page:

  Choose the format, date range, and the individuals you wish to include, then click   "Run Report". 

  The report will show you the total number of hours each person spent on all Programs   in each Functional Category, as well as the percentage of hours they allocated   relative to the total hours across all users.