Allocation percentages
Each person on the roster is allocated across contracts — and an administration bucket — by percentage, and every person’s allocations must total 100%.
The shared-staff problem
Why allocation is where vouchers break.
A program director might be 50% on a youth contract, 30% on a family-services grant and 20% on administration. Each funder sees only its own share, but the shares have to total 100% of the person’s time — a 60/60 split across two contracts claims 120% of one salary, and it is one of the most common reasons a personnel schedule is returned. The split also has to follow the person through every pay date, every rate change and every month the contract runs.
How it works
From the payroll file to each contract’s personnel cost.
Payroll, read and confirmed
The payroll export from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks or any provider is read into the Import Center; names are matched to the roster and confirmed before anything posts.
Approved runs split by person
When a run is approved, each person’s gross pay is split across their contracts by allocation, and the Payroll Register keeps the per-contract amounts by pay date.
Fringe and indirect follow
Fringe is applied at each contract’s budgeted rate and indirect on the contract’s approved basis, so each contract’s personnel cost is complete.
Pending is not posted
A run waiting for approval is not in any contract’s actuals until it is approved, and a corrected run replaces the one it corrects.
Nothing posts nowhere
Someone on the roster allocated to nothing, or gross pay with no contract split, is flagged — otherwise that pay would silently drop out of every contract’s actuals.
An example
One paycheck, two contracts.
| Illustrative employee | Allocation | Share of a $2,000 paycheck |
|---|---|---|
| Contract A | 60% | $1,200 |
| Contract B | 40% | $800 |
| Total | 100% | $2,000 |
Illustrative figures. Each contract then adds fringe at its own budgeted rate and indirect on its own approved basis.
Into the funder’s form
The allocation is what the personnel schedule is built from.
The same split becomes each funder’s personnel backup in that funder’s own layout. DYCD’s PS Template lists one row per person per pay date with the contract’s share of the pay (see the blank DYCD PS Template and DYCD voucher software). HRA’s PS Template separates gross pay from the amount requested across three pay dates. DCJS and DHSES personnel itemizations use Method A (salary × percent of time) or Method B (hourly rate × hours) — see the DCJS Personnel Itemization.
Federal awards also expect personnel charges to be documented (2 CFR 200.430(i)); Prove It keeps weekly timesheets for multi-contract staff and the Payroll Register as the record behind each split. How each funder’s output is produced is on government funder voucher software.
What the checks catch
Problems found before the voucher, not after.
- A person whose allocations do not total 100% across contracts.
- Someone on the roster allocated to nothing, whose pay cannot post.
- Gross pay in an approved run with no contract split.
- A person allocated above their gross pay.
- Fringe above the funder’s published ceiling.
- A payroll file that repeats one already recorded.
The free voucher checker runs the allocation-total check on a voucher you have already filled in, in your browser. Personnel against budget, month by month, is in spenddown forecasting.
Allocate one real payroll run.
Load your staff, their allocations and your last payroll file, and see each contract’s share, pay date by pay date.
Questions
Common questions
Which payroll providers does Prove It read?
Any provider that exports a file — ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and others. Common layouts are read directly; for an unfamiliar layout, AI helps find the names, gross pay and pay date, and you confirm every name before anything posts. There is no direct connection to the payroll provider.
Can allocations change during the year?
Yes. Allocations are set per person and can be updated; approved payroll keeps the split it was posted with, so past months do not change.
Does Prove It allocate fringe and indirect too?
Fringe is applied at each contract’s budgeted rate and indirect on the contract’s approved basis. Where a funder publishes a fringe ceiling, a rate above it is flagged.
What about staff charged to administration?
Administration is an allocation bucket like a contract, so each person’s split still totals 100% including admin time.