Improper Conversion of Idle Timecards

Idle timecards are time entries where no activity is detected by the system, typically when there is an absence of keyboard or mouse use. Worksmart allows contractors to convert these idle timecards to non-idle billable timecards in legitimate cases. For example, during meetings or presentations where active listening or watching is involved, the absence of keyboard or mouse activity can be expected and does not indicate a lack of work.

This functionality is strictly for scenarios with verifiable activity. Misusing it to artificially convert idle time without proper justification can lead to potential disputes.

Guidelines for Converting Idle Timecards to Non-Idle

1. Ensure Validity of Conversion

• Only convert idle timecards to non-idle if there is a valid, work-related reason.
• Supporting Evidence: Each conversion should be backed by clear evidence of ongoing work through screenshots of activities being carried out during the idle period.
• Example: If you were attending a virtual meeting without interacting with your device, a screenshot showing the meeting interface can serve as evidence of productive time.

2. Use Manual Time for Non-Trackable Activities

• If there is no visible activity in WorkSmart, but you need to record billable work hours, use the manual time feature rather than converting idle timecards.
• Approval Process: Manual time entries automatically trigger an approval request sent to your manager. You will be compensated for this time once it is approved by your manager.
• Best Practice: Reserve manual time entries for cases where system tracking might not fully capture your work (e.g. activities not involving the computer).

3. Prompt Conversion

• Idle timecards should be converted to non-idle before the end of the current work week. This helps ensure accurate billing and avoids discrepancies.

Consequences of Improper Conversion

Improper use of the conversion feature, such as converting idle time without legitimate reasons or without evidence, will trigger a warning and dispute as below - 

• 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.

By following these guidelines, you can effectively use the timecard conversion feature and maintain accurate, billable time records. If you have further questions or need additional assistance, please contact our support team for guidance.