Quarterly certifications
Built from approved hours: split by fund to one decimal, signed by employee and supervisor.
Time & Effort for grant-funded teams
Hours that hold up.
Staff log hours by fund. Supervisors approve each period. Every quarter, a certification package you can hand your auditor.
No sign-up. Nothing saved.
Standards
One rule sits under every funder.
2 CFR 200.430 of the Uniform Guidance — the federal rulebook every grant is written against — governs how personnel costs are documented on essentially every federal award, whoever pays you.
2 CFR 200.430(g)Documentation of personnel expenses
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Total activity
Cover all the work the employee is paid for, not only the grant-funded part.
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Internal control
Supported by the review and approval your organization says it performs.
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Official records
Kept in the organization's own records. A budget estimate alone is not support.
Every funder inherits itUniform GuidanceListed or not
- HRSA 330Community health centers serving underserved areas.
- Ryan WhiteHIV care and treatment providers.
- Title XFamily planning and preventive health clinics.
- WICNutrition for women, infants and children.
- Head StartEarly childhood programs, birth to five.
- CSBGCommunity action agencies fighting poverty.
- MHBGState community mental health services.
- Title ISchools serving low-income students.
- Any other funderFederal money passing through a state or city carries the same terms.
FTE Tracker produces the records. It does not guarantee an audit outcome.
2 CFR 200.430(g)Federal awards and pass-through
Product
Four things a spreadsheet cannot give you.
Time by fund
Daily hours against the funds, activities and leave that pay for them, a month at a time.
Supervisor approvals
Every pay period is reviewed. Approved entries lock: what you certify is what you audit.
Dashboards and reports
Posted versus target per fund, and a PDF for any period, quarter or grant year.
In practice
How it works
The same four steps, every quarter.
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Staff log time
Daily hours by fund, activity and leave.
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Supervisors approve
Each pay period is reviewed. Approved entries lock.
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Certify the quarter
Generate the package, sign it, file it.
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Stay audit-ready
Every hour traceable to its fund.
Pricing
Per person, quoted by email.
Per active employee, per month, billed annually. Deactivated staff stop counting.
No setup fee, no per-report fee, nothing extra for more funds or quarters. Reduced rate under 25 staff.
One line itemOne invoice
Every organizationIncluded
- Unlimited funds and activities
- Unlimited supervisors and admins
- Every quarterly certification
- PDF and CSV exports
- Onboarding done with you
Send your headcount and funders. The number comes back in writing.
Security
Six mechanisms, not four adjectives.
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Approved entries lock
Approved entries lock. Reopening one takes an administrator, a written reason, and it is recorded.
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Encrypted in transit
HTTPS with TLS 1.2 or better; the database is encrypted on disk.
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United States hosting
Cloudflare and Supabase, United States regions. Records stay in-country.
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Isolated per organization
Row-level security keyed to your organization's identifier.
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Two-factor, no exceptions
Password plus a 6-digit authenticator code, every sign-in.
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Every change recorded
Append-only: who acted, when, and the value before and after.
Those six are the whole list. There is nothing behind them that is not written here, and any one of them can be walked through with your IT reviewer — security@ftetracker.com
TLS 1.2Append-only
Questions
Frequent Questions
What does it cost?
Per active employee, per month, billed annually, with a reduced rate under 25 staff. Your number comes back as a written quote.
How long does setup take?
One sitting: funds, staff, roles, approvers, pay-period anchor and quarter window, reviewed before anything saves. Loading prior periods is what adds time.
Can you import our funds and staff?
Yes, from CSV. Send the spreadsheet you use today and we map the columns together, rather than handing you a template.
What if an auditor asks for a certified quarter?
You reprint it. It keeps its approved hours, fund split and sign-offs exactly as certified. Correcting one is a recorded act with a written reason.
Something else? info@ftetracker.com
About
Why I built it.
I kept watching good organizations struggle to evidence Time & Effort — not because they do anything wrong, but because a spreadsheet cannot prove it.
So I built FTE Tracker around the unglamorous parts: hours by fund, supervisor sign-off, locked records, quarterly certifications.
I set up every organization myself.
If that sounds like your team, write to info@ftetracker.com.
— Kevin
Kevin Alvarado, Founder, FTE Tracker
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See it with your own eyes.
A full sample organization opens instantly.
A written quote takes one email
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Each organization signs in at its own address — yourorg.ftetracker.com. No address yet, or lost yours? Sign in at app.ftetracker.com, or email help@ftetracker.com from a work address.