Overview

This FAQ addresses common questions and concerns about timecards flagged for insufficient activity and provides detailed guidance on how to accurately track your work hours to avoid issues.

What are non-billable timecards, and why are they flagged?

How can I avoid having timecards flagged as non-billable?

What is the inactivity threshold?

Will flagged timecards affect my billable hours?

What should I do if I encounter issues with time tracking?

What are non-billable timecards, and why are they flagged?

Non-billable timecards refer to periods of inactivity of 6 or more continuous minutes recorded by the WorkSmart tracker. These timecards are flagged because they indicate potential gaps in productivity, suggesting that a break may have been taken while the tracker was still running.

However, inactivity during an active meeting will not result in flagged time. The system recognizes meetings as active work, even if no keyboard or mouse activity is detected. For example, if you're attending a virtual meeting or presentation and not actively using your computer, this time will still be considered billable as long as the meeting is ongoing.

To better understand flagged time, you can review your activity logs on a minute-by-minute basis within the WorkSmart dashboard. This allows you to pinpoint when and why certain periods were flagged and take corrective action if necessary.

How can I avoid having timecards flagged as non-billable?

To ensure your timecards reflect your actual working hours and avoid non-billable flags:

• Pause the WorkSmart tracker every time you step away from your work, even for short breaks such as grabbing a coffee or attending to a personal matter.

• Resume tracking as soon as you return to your workstation and begin working again.

This habit will prevent periods of unintentional inactivity from being recorded as work time.

What is the inactivity threshold?

The inactivity threshold defines how much non-billable time can accumulate over a weekly period before it is flagged for review.

• One-hour grace period per week: You are allowed up to one hour of cumulative non-billable time each week without it being flagged.

• Exceeding one hour per week: Once your total non-billable time for the week exceeds this one-hour threshold, additional inactive periods will be flagged.

Important Exception: Time during scheduled meetings is excluded from this threshold. Even if you have long periods of inactivity during a meeting, it won’t be counted as non-billable.

Example:

• If you accumulate 30 minutes of non-billable time on Monday and another 40 minutes on Thursday, you’ll exceed the one-hour weekly threshold, and 10 minutes will be flagged for that week.

Will flagged timecards affect my billable hours?

Yes, flagged timecards can directly impact your billable hours in the following ways:

• Time within the one-hour weekly threshold: This time is automatically disregarded and does not affect your billable hours.

• Time beyond the threshold: Any flagged time exceeding the one-hour limit may reduce your billable hours for the week, as it is considered insufficiently supported by activity.

Warning System:

• On the first and second occurrence of flagged time exceeding the threshold, you will receive a warning to review and correct your time tracking practices.

• If the issue occurs a third time, it will escalate into a dispute, which could impact your compensation.

Key Note: Time flagged due to inactivity outside of meetings is the primary concern. Inactive time during scheduled meetings will not impact your billable hours or trigger warnings.

What should I do if I encounter issues with time tracking?

If you notice discrepancies in your time tracking or encounter technical issues with the WorkSmart tracker:

1. Ensure Worksmart is up to date.

   • Using an outdated version of WorkSmart can result in inaccurate tracking or errors.

2. Submit a support ticket.

   • If the problem persists, create a ticket on support.crossover.com. Include detailed information such as:
     • The date and time the issue occurred.
     • A description of the problem
     • Screenshots, if possible, to help the support team investigate.

The support team will assist in resolving the issue and ensure your timecards are accurate.

By following these guidelines, you can ensure your timecards accurately reflect your working hours, reducing the chance of disputes. If you have further questions or need help, feel free to reach out to our support team.