Record volunteer shifts, activities and hours for reports, recognition and grant applications.
Volunteer hours matter for recognition, for school or court requirements, and for reporting to funders. A simple log makes them easy to prove.
Volunteers are not employees, but the line can blur, especially for people who also work for you. Check the rules if your volunteers are paid staff in another role.
11 items. Keep it on a tablet, or print a copy for the clipboard.
A food bank records 312 volunteer hours in October across 41 volunteers. A student who needs 20 service hours for school gets a letter from the coordinator based on the verified log.
Schools, courts and funders often need proof of volunteer service, and a dated log initialed at the time is much harder to question than a total written later. Accurate hours also support any in-kind value a nonprofit reports to funders.
| Organization | Second Harvest Pantry, Knoxville TN |
|---|---|
| Volunteer | Owen, high school junior |
| Requirement | 25 service hours for graduation |
| Shifts in March | Mar 7, 14, 21, 28, sorting, 3 hrs each |
| Hours this month | 12 |
| Total to date | 27 hours |
| Verification | Coordinator Beth initialed each shift; letter issued Apr 1 |
Each shift was initialed on the day, so the letter only had to total what was already verified. Owen passed his 25-hour requirement in March, which is when the letter was issued.
For recognition, reporting and proof of service.
Rules restrict unpaid volunteering by employees in similar roles; check.
The volunteer coordinator.
Either, as long as it is verified.
Have the coordinator initial each shift on the day it happens, and issue a signed letter on organization letterhead listing total hours, dates and activities. Many schools and courts require the coordinator’s contact details so they can confirm. Do not sign off on hours you did not see recorded.
Yes, many funders ask for volunteer hours as a measure of community support, and some allow donated time to be valued as an in-kind contribution. Report verified totals from the log, broken down by program if the grant requires it. Use the valuation method the funder specifies.
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EZTime can send each employee a monthly attendance report by SMS or email to sign digitally, which leaves you with a signed record of hours. Book a demo if you want a walkthrough.