The Grant Allocation report is built specifically for Nonprofits, and is available to accounts that subscribe to the NonProfit Bundle (you will see the word "Nonprofit" at the top left corner of your ClickTime account if you have access to the Nonprofit Bundle). It is especially useful for organizations whose accounting practices are based on the “percent of time worked” rule.
ClickTime's Grant Allocation report can cover a number of use cases, including: invoicing reimbursable grants for percentages of their employees' costs, and allocating indirect costs (especially time off) to grants based on the percent of time worked in a given time period.
Please note: If you do not see this report, you may not be using the Nonprofit Bundle feature set. Please reach out to ClickTime Support if you'd like to use this report but do not see it.
The report will show how employee time is distributed across Projects and Funding Sources (also referred as Clients in the rest of our Help Center). It displays both their hours and the percentage of their total worked time that those hours represent. The report also allocates employees’ time off to eligible Funding Sources & Projects, in direct proportion to their worked time.
Users can decide which Funding Sources & Projects are eligible for time off allocation on the detail pages for those entities.
If a Funding Source does not 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 will be made eligible for allocation. You can change change this setting at any time by un-checking the box on the Funding Source Detail page.
The Grant Allocation report will also factor in ALL active Leave types. At this time we do not support the option to exclude certain Leave Types from the 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 4 full days (8 hours) this week, and a half day (4 hours) on Friday, taking the remainder of Friday off.
We can then run the Grant Allocation Report, which is available from the "People" section of the Company --> Reports page.
In Jane's case, the report shows that 2 hours (50%) of the time off they've used should be allocated to the Alpha Grant, which is based on the percentage of hours she worked for the week/time period. The remaining 2 hours of time off are allocated in the same fashion to the Bravo Fund that she also worked on.
Please be aware that the Grant Allocation Report will only allocate time off in direct proportion to time worked per the Project and Funding Source. Any time off that is not in direct proportion to an eligible entity will appear as “unallocated".
For example, if we were to un-check 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 Alpha Grant in scenario described above. Those hours would not be allocated in this report since time was spent working on "ineligible" Funding Sources.
Please note that 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. Please reach out to ClickTime Support if you'd like to update your subscription.
If you have recently changed your account to the ClickTime Nonprofit Bundle, the box will not be checked for any existing Funding Sources. You will need to go through your Funding Sources and check the box if you'd like to be able to time off to those time entries.
Some notes about data & 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