Grant Allocation Report

The Grant Allocation report is designed for nonprofits that use the Nonprofit Bundle. It helps you allocate employee time (including eligible time off) across Funding Sources and Projects based on the percent of time worked in a given period.

Who this is for: Nonprofit administrators, finance staff, and program/grant managers whose accounting practices are based on allocating employee costs to grants using percent of time worked.

In this article:
Account configuration for the Grant Allocation report
Example: Using the Grant Allocation report
Other notes and data details

If you do not see this report, your account may not be using the Nonprofit Bundle feature set. Contact ClickTime Support if you would like to use this report but do not see it. 

Account configuration for the Grant Allocation report

The report shows how employee time is distributed across Projects and Funding Sources (also referred to as Clients in the rest of our Help Center). For each person and time period, it displays their worked hours and the percentage of their total worked time those hours represent.

The report also allocates employees’ time off to eligible Funding Sources and Projects in direct proportion to their worked time.

You can control which Funding Sources and Projects are eligible for time off allocation on their detail pages.

If a Funding Source does not have this box checked, all Projects nested under that Funding Source will not be eligible for time off allocation.

By default, all Projects and Funding Sources are eligible for allocation. You can change this setting at any time by clearing the checkbox on the Funding Source Detail page.

The Grant Allocation report also factors in all active Leave Types. At this time, there is no option to exclude specific Leave Types from the report.

Example: Using the Grant Allocation report

In this example, the “Alpha Grant” will pay for the cost of employee time off, so the Funding Source has been marked as Eligible for time off allocation. Employee Jane worked four full days (8 hours) this week and a half day (4 hours) on Friday, taking the remainder of Friday off.

You can run the Grant Allocation report from the Featured Reports and People section of the Company → Reports page.

In Jane's case, the report shows that 2 hours (50%) of the time off she used should be allocated to the Alpha Grant, based on the percentage of total worked hours for the week/time period. The remaining 2 hours of time off are allocated in the same fashion to the Bravo Fund, which she also worked on.

The Grant Allocation report will only allocate time off in direct proportion to time worked on eligible Projects and Funding Sources. Any time off that cannot be allocated based on eligible worked time will appear as Unallocated.

For example, if we clear the Eligible for Time Off Allocation option on the Alpha Grant Funding Source Details page, Jane’s 2 hours of time off would no longer be allocated to the Alpha Grant in the scenario described above. Those hours would not be allocated in this report, since her worked time was associated with an ineligible Funding Source.

Other information and data details

You must have the Nonprofit Bundle in order to access the Grant Allocation report. If your organization is not currently subscribed to the Nonprofit Bundle, you will not see the report or the Eligible for Time Off Allocation option on the Funding Source Details page. Contact ClickTime Support if you'd like to update your subscription.

If you have recently switched your account to the ClickTime Nonprofit Bundle, the eligibility box will not be checked for any existing Funding Sources. You will need to review your Funding Sources and check the box for any grants where you want time off to be allocated.

Some notes about data and formatting:

• The Grant Allocation report exports in Excel (.xlsx) format only.
• All worked and time off hours export in numeric format.
• Program # and % of worked time export as text.

If you have questions about how the Grant Allocation report is distributing time or time off for your organization, please reach out to ClickTime Support with the employee name, date range, and a brief description of what you expected to see.