A project for each funding source
Open a project for each programme, grant or call for proposals, with approved hours or budget and a period — and see how much has been used.
By industry
Time clock for nonprofits
A coordinator who splits her week between two programmes, hourly instructors in the field, and a funder who wants to see how many hours went to their project.
What RayClock does for you
Hours per project
Employees report how many hours they worked on each project, with a timer or by adding time. These hours must fit within that day’s attendance, so nothing is counted twice.
Part-time and hourly staff
In the employee file you record the employment type and job percentage. Instructors in the field clock in from their phone, and location can be attached to the punch according to your organisation’s settings.
Project report by email
A report of hours by project and employee arrives every month by email as an Excel file, to up to 25 recipients — without employees’ hourly cost.
Your accountant downloads it
Your accountant gets free, view-only access and downloads each month’s payroll file. You invite them, and you can disconnect them.
Ready for payroll
Overtime, Shabbat and holidays are calculated by law. At month end employees submit, you lock the month and export to payroll.
What a working day looks like
- 08:30 · At the officeThe programme coordinator clocks in from her computer and starts a timer on a task in the youth programme.
- 13:00 · Switching programmesIn the afternoon she moves to the community programme and adds two hours to her task there.
- 16:00 · In the fieldAn hourly instructor clocks in from his phone at the start of the class and out at the end, with location if you set it up.
- Month endThe finance manager sees hours and cost for each project against the approved budget, and the hours-by-project report goes out by email to the accountant.
- And payrollEmployees submit the month, the manager locks it, and the payroll file is ready to export.
Practical questions
Can we see how many hours went to each funding source?
Yes. Set up a project for each funding source, and the report shows hours per project and employee, with export to Excel. If you set an approved budget or hours, you also see how much has been used.
An employee is split between two programmes. How does that work?
Attendance comes from the punches and goes to payroll. On top of that, the employee reports how many of those hours went to each programme, and they must fit within that day’s attendance.
Who sees payroll cost by project?
Only system admins. Cost is calculated from each employee’s hourly cost; other managers see hours only, and the emailed report includes hours without cost.
Can the report go straight to the funder?
You can schedule a monthly project report sent by email as an Excel file to any address you choose, up to 25 recipients. The file is in RayClock’s format; if the funder requires its own form, you copy the figures into it.
Does RayClock manage volunteers too?
No. RayClock is built for employees’ attendance and payroll, and has no dedicated volunteer management. Every user set as active counts for billing.
Does the nonprofit’s accountant need a subscription?
No. The accountant panel is free. You invite them from within the system, and they download the payroll files themselves, with read-only access.
More for managing your team
Project and task time tracking · Attendance reports and payroll export · Panel for accountants · Payroll export · Attendance for a team with mixed employment types
Want to see where your nonprofit’s hours go?
A 14-day trial, up to 100 employees, no credit card. After that, pricing is by active employees.