The Nonprofit Functional Expenses report (part of the ClickTime Nonprofit Bundle) shows how staff time is allocated across functional categories such as Program Services, Management & General, and Fundraising. It uses a custom field on your Programs/Projects to group time for functional expense statements and board or funder reporting.
Summary: Create a Functional Category custom field on Programs, assign each Program to the appropriate category, then run the Nonprofit Functional Expenses report from the Report Center (Company → Reports). The report summarizes hours by person, program, and functional category, and shows what percentage of total time each category represents.
Who this is for: Nonprofit administrators and finance staff who need to report time by functional category (for example, Program Services, Management & General, and Fundraising) using the ClickTime Nonprofit feature set.
Requirements: This report is available only to organizations using the ClickTime Nonprofit Bundle. You will see the ClickTime Nonprofit branding in the top left of the app if your account includes this bundle. If you are a nonprofit but do not see this branding, please contact ClickTime Support to learn more.
In this article:
How functional categories work in ClickTime
Create the “Functional Category” custom field
Assign functional categories to Programs
Run and interpret the Nonprofit Functional Expenses report
In this guide, we use the terms Funding Source (for Client) and Program (for Project), which are the default labels for nonprofit accounts.
How functional categories work in ClickTime
The Nonprofit Functional Expenses report groups time by a Functional Category custom field on each Program. Common functional categories include:
- Program Services
- Management & General
- Fundraising
When employees enter time to Programs, the report uses the Program’s Functional Category to determine which function those hours belong to. The report then summarizes:
- Total hours per person in each Functional Category.
- Total hours per Program within each Functional Category.
- The percentage of total hours each Functional Category represents.
Organizations that sign up with ClickTime Nonprofit from the start typically have this configuration pre-loaded. If you have just upgraded to the Nonprofit Bundle, you may need to set it up by following the steps below.
Create the “Functional Category” custom field
If you recently transitioned to the ClickTime Nonprofit Bundle, you may need to create the Functional Category custom field. (New Nonprofit accounts usually have this field configured already.)
- Go to Company → Preferences and click the Custom Fields link.
- Click Add Custom Field.
- In the new field form:
- Set Custom Field Name to Functional Category. (This exact name is required for the report to recognize the field.)
- Choose any Display Name you prefer, though we recommend using “Functional Category” for consistency.
- Set the Type to Pop-down List.
- Enter the Functional Categories your organization wants to track. New Nonprofit accounts usually include options like Fundraising, Management & General, and Program by default. You can add, edit, or reorder these to match your own functional categories.
- Under Associated With, make sure the field is associated with Program so it appears on the Program Details page.
- Click Save to create the new custom field.
Assign functional categories to Programs
After the Functional Category custom field is created, assign each Program to the appropriate functional category.
- Go to the Program Details page (Projects → Programs), then click the name of a Program.
- Scroll to the Custom Fields section and click Edit Section.
- Use the Functional Category drop-down to select the correct category (for example, Program, Management & General, Fundraising).
- Click Update to save your changes.
- Repeat for each Program you want to include in the Functional Expenses report.
Run and interpret the Nonprofit Functional Expenses report
Once your Programs are assigned to Functional Categories, you can run the Nonprofit Functional Expenses report to see how time is distributed across functions.
Where to find the report
Go to Company → Reports.
- On nonprofit sites, the report usually appears as a Featured report on the Favorite Reports tab.
- You can also find it under the Miscellaneous section of the Reporting Essentials tab.
Set criteria and run the report
After selecting the Nonprofit Functional Expenses report:
- Choose the Format (typically Excel or HTML, depending on how you want to analyze or share the results).
- Set the Date Range for the period you want to analyze (month, quarter, year, or custom dates).
- Select the People you want to include, or choose all applicable employees.
When you are ready, click Run Report.
Understanding the results
The report shows the total number of hours each person spent on all Programs in each Functional Category, along with the percentage of total hours those functional categories represent across all included users.
You can use this report to:
- Support functional expense statements for auditors, funders, boards, or management.
- Analyze how staff time is distributed across Program Services, Management & General, and Fundraising.
- Validate that Programs are mapped to the correct Functional Categories and adjust mappings as needed.
If you have questions about the configuration or results of the Nonprofit Functional Expenses report, please contact ClickTime Support with the report name, date range, and what you expected to see.
Comments
0 comments
Article is closed for comments.