Expense Reimbursement & Time Tracking
Key procedures for partners to ensure Pax Fauna's accounting follows laws and meets transparency standards.
Time Tracking
Please track your time in the following categories in a way that balances accuracy and ease. If you forget to track time, do your best in retrospect.
The purpose of time tracking is threefold:
It’ll give us some documentation of what percentage each employee spends on lobbying and exempt activities. This is important because our 501c3 can only spend 20% of our resources on lobbying.
It’ll prepare us to file our annual returns to the IRS (and other spending reports for transparency with the public). On these returns, we report how much we spent in each category.
It will replace our previous accountability sheet by providing transparency to ourselves and each other about how we spend our time.
We encourage efficient use of time and healthy work/life boundaries. We think ~32 hours a week is a good normal work week for information workers- much more than this, and your work efficiency and quality probably suffer. It’s okay if some days or weeks are lighter or heavier than others- sometimes you’re not at 100% for whatever reason, and sometimes you get into a flow. You don’t get extra points for working a whole lot, and you won’t be criticized for sometimes working less.
Categorization
Expenses include class, category, and description.
Time entries only need class (called project in Clockify) and description.
Class/ project designations
Please use the following designations when tracking time and expenses.
110 General Programs
Everything else, related to Pax Fauna’s mission
120 Research
Research that may eventually be published, such as survey experiments, interviews or other qualitative research, literature reviews, etc.
130 Lobbying
All work in furtherance of the Denver campaigns or to plan specific future campaigns, including time spent at retreats. (Only use “retreat” class for non-lobbying activities)
140 Conference
Time or money spent attending or preparing for conferences, presentations, or networking events
610 General Admin
Keeping the lights on: accounting, taxes, compliance, expenses, time tracking
620 Retreat
Team building, planning exempt programs, partner reviews
630 Training
Professional development, including time spent attending trainings, preparing for trainings we attend, reading or consuming other media for professional development. Use general programs for trainings we deliver.
710 General Fundraising
Grant writing, meeting and corresponding with donors, preparing fundraising materials
Directions for Submitting Expense Reimbursement
Login to app.divvy.co
Select “reimbursements”
Select “New reimbursement”
Select “out of pocket”
Connect your bank account. You will only need to do this once.
Fill in all the information prompted and click “submit”.
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