Law Firm Timekeeping Procedure

Law Firm Timekeeping Procedure

I. Introduction

This Timekeeping Procedure document is designed to guide all employees of [Your Company Name] through the standardized processes for recording time spent on various tasks. Accurate timekeeping is critical to our operations, impacting billing, payroll, and client trust. This document outlines our firm's expectations for maintaining precise records of billable and non-billable hours, ensuring compliance with ethical standards and legal requirements.

II. Scope

Applicability: This procedure applies to all attorneys, paralegals, and support staff at [Your Company Name].

Tasks Covered:

  • Billable Tasks: Client-related activities that are directly chargeable.

  • Non-Billable Tasks: Internal activities, including administrative duties and professional development.

  • Administrative Tasks: Day-to-day operational tasks that support the firm’s functions but are not chargeable to clients.

III. Timekeeping Policy

Policy Statement

All employees are mandated to record their time meticulously to maintain the highest standards of billing accuracy and transparency. This requirement supports effective client billing, project management, and internal accountability.

Accuracy and Honesty

It is a compulsory requirement for every employee to enter their time truthfully and precisely on the specific day that the work is carried out. Each and every entry that is made must accurately represent the honest work that has been completed, without any instance of rounding up the number of hours that have been worked.

Expectations for Compliance

  • Daily entries are required unless otherwise specified by a manager for specific cases or projects.

  • Employees should review their time entries weekly to ensure completeness and accuracy before submission for approval.

Consequences of Non-Compliance

  • First offenses will result in a review and correction session with a supervisor.

  • Repeated offenses may lead to more severe disciplinary actions including formal warnings, impact on performance reviews, and potential salary implications.

Consequences of Non-Compliance

Offense Number

Action Taken

First

Correction session with supervisor

Second

Written warning

Third

Performance review and salary review

IV. Time Recording Tools and Software

Software Used

The company you own, whose name is [Your Company Name], uses [TimeKeeper Software]. [TimeKeeper Software] is a tool that is widely recognized and utilized across various industries due to its design which emphasizes precision and user-friendliness, particularly for the purposes of monitoring and tracking time effectively.

Access and Usage

Login Procedures: Employees must log in using their secure credentials provided at the time of employment. Lost credentials must be reported immediately to IT for security reasons.

Entering Time: Navigate to the time entry section, select the appropriate project code, and enter the number of hours along with a detailed description of the work.

Troubleshooting: If issues arise, employees should consult the troubleshooting guide in Appendix B or contact the IT support team.

Software Training: All new hires receive a mandatory training session on how to use [TimeKeeper Software], including hands-on activities to ensure comfort with the system.

V. Procedures for Recording Time

Entering Time

Login to [TimeKeeper Software]:

Use your credentials to access the system.

Select 'New Entry':

Click on the 'New Entry' button to start a time record.

Date and Time:

Automatically filled based on login time; adjust if necessary.

Category of Work:

Select from a dropdown menu (Client Meeting, Research, Travel).

Description:

Provide a detailed description of the task performed.

Tips for Effective Descriptions

Be specific and clear, e.g., "Drafted client defense strategy for [Case Name]" rather than "Worked on client case."

Categories of Work

Category

Description

Client Meeting

Time spent in meetings directly with clients or related to client issues.

Research

Time spent researching case law, precedents, etc.

Travel

Time spent traveling to court, depositions, or client meetings.

VI. Editing and Amending Time Entries

Correction Procedures

All time entries are subject to review and correction. Corrections should be made promptly to maintain the integrity of billing records. Employees must access the time entry in [TimeKeeper Software], select the incorrect entry, and make the necessary changes. A detailed note explaining the reason for the change must be added to maintain an audit trail.

Steps to Amend Entries

  1. Log into [TimeKeeper Software].

  2. Navigate to the 'My Time' section and locate the entry to be amended.

  3. Click on 'Edit', make the necessary changes, and provide a detailed reason in the 'Amendment Note' section.

  4. Submit the changes for re-approval by the designated supervisor.

Authorization for Changes

Significant changes, especially those affecting client billing or altering the amount of time spent on billable activities by more than 2 hours, require explicit approval. The request for authorization should be submitted via the software, where it is routed to the respective department head for review and approval.

Authorization Process

  • Submission of change request through [TimeKeeper Software].

  • Notification sent to the department head for review.

  • Approval or denial of the request with documented reasoning.

Time Limits for Amendments

Changes or amendments related to the monthly billing cycle can be made and are considered permissible within a timeframe of up to two weeks once the cycle has officially closed for the respective month. However, in scenarios where you may need to make amendments that are beyond this designated period of two weeks, certain protocols must be followed. Specifically, it becomes necessary to seek special approval. This approval should be requested from department heads or higher authorities within the structure of the organization. It is important to note, though, that this kind of special allowance is typically not given freely. In most instances, this kind of special permission to make amendments to the monthly billing cycle past the two-week mark post-closure is only granted under exceptional circumstances.

VII. Review and Approval of Time Entries

Review Process

Weekly and monthly reviews ensure that all time entries are accurate and compliant with client agreements and internal guidelines. Supervisors are tasked with reviewing time entries for their direct reports, focusing on accuracy, adequacy of descriptions, and alignment with project codes.

Weekly Review Checklist

  • Confirm that descriptions are clear and detailed.

  • Ensure time entries are aligned with the correct client and matter codes.

  • Verify that billable and non-billable hours are appropriately categorized.

Roles and Responsibilities

  • Employees: Ensure that all time entries are accurate and submitted on time for weekly review.

  • Supervisors: Conduct thorough reviews of all submitted time entries, provide feedback, and either approve or request amendments as necessary.

Approval Process

Once the review process has been completed, the time entries are given approval by their respective supervisors. Subsequently, these approved entries are directed to the accounting department where preparations for billing are carried out. Furthermore, before the final billing is sent to the clients, a thorough audit of monthly summaries is conducted to identify and rectify any discrepancies, ensuring the accuracy and integrity of the billing process.

VIII. Reporting and Record-Keeping

Client Reports

Reports that are designed to be viewed by clients are meticulously created using data gathered from timekeeping sources. These reports don't just present raw data, they offer detailed descriptions outlining the specific type of work that was carried out. These descriptions are thoroughly categorized by both the nature of the matter in question and the type of work done within that area. These data-centric and detailed reports provide critical insights, fostering a strong sense of transparency. This transparency in turn cultivates a robust trust between us and our clients, an element that is absolutely essential in maintaining the health and longevity of our professional relationships.

Components of a Client Report

  • Summary of total hours billed.

  • Detailed task descriptions.

  • Categorization of work by matter and activity type.

Internal Records

The concept of internal reporting encompasses the process of analyzing the amount of time invested in different activities. This kind of analysis is crucial as it provides valuable assistance in numerous key areas. It enables accurate performance evaluation, allowing managers and leaders to understand where efforts are being successfully invested or if improvements can be made. Additionally, it informs resource allocation by illustrating where resources are currently being utilized and where they may be more efficiently designated. Finally, it plays a significant role in strategic decision-making by providing detailed insights that can guide the future direction of projects or the organization as a whole.

Usage of Internal Records

  • Performance evaluations are based on productivity and efficiency.

  • Resource allocation for project management.

  • Strategic planning is based on an analysis of time spent on different activities.

Storage and Confidentiality

All records related to time are stored and maintained in a software known as TimeKeeper Software. In order to ensure maximum security and privacy, these records are protected with end-to-end encryption, which is a method that encodes the data so that only the intended recipient can access it. This comprehensively prevents unauthorized access, keeping the records secure from potential breaches. Furthermore, access to these encrypted records is stringently controlled and monitored. Only personnel who have been explicitly authorized and granted permission are given the capability to view these records, or make any modifications to them if necessary. This ensures the security of the data and its accuracy, preserving its integrity and confidentiality at all times.

IX. Training and Support

Training Sessions

Quarterly training sessions ensure that all employees are proficient in using [TimeKeeper Software] and understand the importance of compliance with timekeeping procedures. New features and best practices are regularly introduced during these sessions.

Training Topics

  • Best practices for accurate and efficient time entry.

  • Updates on new features or changes in [TimeKeeper Software].

  • Review of timekeeping policies and the importance of compliance.

Support Requests

Procedures in relation to timekeeping have available support, which can be accessed through a variety of ways or channels. This has been set up to guarantee that any time an employee requires assistance or help in relation to these procedures, they will be able to receive it without any barriers.

Support Channels

  • A dedicated internal website with resources and FAQs.

  • Email the hotline for immediate assistance.

  • Direct contact with IT support staff for troubleshooting.

X. Conclusion

Accurate timekeeping is foundational to the success of [Your Company Name]. By adhering to these detailed procedures, our team ensures the integrity of our billing practices, supports effective management, and maintains the trust of our clients. We encourage all employees to commit to the principles outlined in this manual and to seek assistance whenever necessary to uphold our standards of excellence and transparency.

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