We are a non-profit. We allocate employee salaries among several accounts depending on the grants we receive, e.g. one employee's salary may be allocated as follows: $xxx to Grant A Project, $xxx to Grant B Project, etc. The dollar amounts are allocated each pay period using hours, which I've been filling in each time. The salary expense accounts and number of hours don't change each pay period. Is there a way to "lock in" the hours for salaried employees so that I don't have to input the same number of hours each time?
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I recommend the book Running QB for Not For Profits, by Kathy Ivens. In it, you learn about Class tracking and Job Tracking. Grants are Job Tracking, as one of two Cross-references. Class = programs and purposes.
Example: you run a Food Bank and a Homeless Shelter as two Classes.
Customer = County and Grant = Farmer's Market as Job Name. Another County Grant might be for feeding kids After School as part of the Homeless Shelter program.
Sales Receipt, Grant Income item, linked to Income, top left, name = Farmer's Market (grant) and Class = Food Bank.
Sales Receipt, Grant Income item, linked to Income, top left, name = After School (grant) and Class = Homeless.
This means the purchase of Supplies from Staples might be split and allocated:
Supplies $100, Class = Food Bank (for paper bags) and Grant = Farmer's Market as Job Tracked, not Billable (since you already got the grant as income). Next line, $150, Supplies expense, Class = Food Bank, no Grant (this is Operating funds). Next line, $50, Supplies expense, Class = Homeless, Grant = After School (program) for paper bags.
That allows you to run P&L by Job (grant) and filter on one class, such as How many/much $ for different Grants and our own funds, for the Food Bank, income over expense as Columns. Or, P&L by Class, filter on one Customer or Job = The County gave us Grants for How many different Programs and purposes, show me the Income over Expense, and I see the Net by Grant, for each Program that got County support.
And the spending allocations would be Billable if you got Reimbursement grants and need to submit for reimbursement = send them invoices, using the Add Time & Costs function.
Payroll would need you to both Job Track and Class Track; that is set in Preferences as Per Earninns Item. You start with Timesheets, and set the employees to be Paid From Time Data. Now use the timesheet to enter their allocations, for Job tracking and Class tracking, by date and task. That is passed to payroll Detail and now your Costs are allocated. You don't need More Accounts or More payroll items. You need these two cross-reference tools.
You need to Also checkmark that lower Box of BRC's attachment, where the radio button shows : Per Earnings Item. That allows you to Reiterate the Pay Item. Example:
Salary $500 Class = Food Bank, Job tracking = County Farmer's Market Grant
Salary $1,000 Class = Food Bank, no grant (job) tracking (admin related, not grant related)
Salary $1,000 Class = Homeless, Job tracking = After School grant
= $2,500 Gross Expense, all allocated.