| Topic | Presenter | Summary | Duration | Tags | Quiz | Captions |
| --------------- | -------------- | ------------------------------------------------------------------------ | -------- | -------------------------------------------- | ---- | -------- |
| Time Log Audits | Kristin Wagner | Discusses how to perform a weekly time log audit to assist with payroll. | 20:35 | #ClarityAdmin, #ClarityTraining, #Operations | N/A | |00:00:00.280 --> 00:00:06.506 - So I always, technically it's supposed to be like the previous 00:00:06.506 --> 00:00:12.537 - week. I'm only back up so this is where you add time. 00:00:12.540 --> 00:00:18.490 - History uhm. In theory we should be doing 00:00:18.490 --> 00:00:22.670 - this on Mondays and just looking at the previous week. So 00:00:22.670 --> 00:00:26.850 - whenever you do this, um, that's how you're going to see. 00:00:27.370 --> 00:00:33.970 - If he blur, meaning their billable hours OK. Um, in theory 00:00:33.970 --> 00:00:36.970 - Andrews time should be 40 00:00:36.970 --> 00:00:41.870 - hour's. Hum, almost everyone except for CB an Eric for the 00:00:41.870 --> 00:00:47.447 - developers have a goal of 70 like 7 billable hours on one non 00:00:47.447 --> 00:00:52.595 - to make up their eight hour day. OK, um that's why usually 00:00:52.595 --> 00:00:57.743 - looking at a week is helpful because you can see you know 00:00:57.743 --> 00:01:02.891 - maybe one day they were date global. The other they slap so 00:01:02.891 --> 00:01:08.039 - it kind of has an evenflo. Yeah, I personally don't do the 00:01:08.039 --> 00:01:11.612 - previous week. Unless I'm doing like a double audit when I 00:01:11.612 --> 00:01:15.486 - normally do and what I would like you to do and less you're 00:01:15.486 --> 00:01:19.956 - gonna go and like do it up a lot. It is do a specified date 00:01:19.956 --> 00:01:22.042 - range. And basically I do it per 00:01:22.042 --> 00:01:26.960 - pay period. An because we don't. Our pay periods don't run just 00:01:26.960 --> 00:01:30.344 - like Monday through Friday, Monday through Friday, right? So 00:01:30.344 --> 00:01:34.480 - we have two members for an example. When team member was 00:01:34.480 --> 00:01:38.616 - like, why really would like to work more on Monday through 00:01:38.616 --> 00:01:42.000 - Thursday? An only work half days on Friday, well? 00:01:42.950 --> 00:01:47.306 - For his specific role, that's fine, except for that's not how 00:01:47.306 --> 00:01:51.662 - our pay periods online. So basically the onus is on him 00:01:51.662 --> 00:01:56.810 - that if the pay period dates are wonky, he has to be responsible 00:01:56.810 --> 00:02:01.562 - and making sure that he makes his pay period goals. So, um, 00:02:01.562 --> 00:02:06.314 - that's why the weeks are fine. But really it's per pay period, 00:02:06.314 --> 00:02:10.670 - because that's how we measure them for their billable. OK, so 00:02:10.670 --> 00:02:13.442 - Andrew has only he has this time 00:02:13.442 --> 00:02:17.587 - log. Further, three days for last week for the pay period so 00:02:17.587 --> 00:02:22.305 - you can see he has achieved to school and in fact he's over on 00:02:22.305 --> 00:02:23.316 - billable hours so. 00:02:24.120 --> 00:02:28.782 - He's fine, um, and either you or I will be logging his time so 00:02:28.782 --> 00:02:31.779 - he's not really somebody that you would message anyway. 00:02:32.330 --> 00:02:38.060 - So what I think when I think I want you to do starting of- is 00:02:38.060 --> 00:02:39.206 - send an email. 00:02:39.720 --> 00:02:42.489 - To an crescini. 00:02:43.540 --> 00:02:48.210 - And basically just say like bull, find somebody that isn't. 00:02:48.960 --> 00:02:54.450 - I'll just kind of do that time I got it with you this time. Um. 00:02:54.450 --> 00:02:58.476 - And then that way you can see how I do it. 00:02:59.060 --> 00:03:02.668 - OK so I would 00:03:02.668 --> 00:03:10.756 - say. I'm 00:03:10.756 --> 00:03:17.942 - so 00:03:17.942 --> 00:03:27.845 - Brandon. Is fine, so I'm basically 00:03:27.845 --> 00:03:31.904 - looking at last week, so in theory on Mondays they should 00:03:31.904 --> 00:03:35.594 - have their time up to date through the previous Friday. 00:03:36.420 --> 00:03:42.572 - Um? I usually do I say that I do time upon its Monday 00:03:42.572 --> 00:03:47.144 - mornings. I usually do them around lunch just to give them a 00:03:47.144 --> 00:03:51.335 - little bit more times and some of them get in late. 00:03:51.340 --> 00:03:54.427 - Especially because the Monday time on audits are important, 00:03:54.427 --> 00:03:59.915 - but then we also have to do a set like I have to do a separate 00:03:59.915 --> 00:04:04.031 - audit for payroll and they don't always and I'm align nicely with 00:04:04.031 --> 00:04:05.403 - when time is do. 00:04:06.030 --> 00:04:08.690 - OK so Brandenstein Chris. 00:04:09.630 --> 00:04:14.052 - Don't you don't even have to worry about Chris, so Christian 00:04:14.052 --> 00:04:15.258 - he was traveling. 00:04:16.590 --> 00:04:20.670 - So that's gonna be why his time isn't up-to-date, OK? 00:04:21.200 --> 00:04:25.580 - Um, an normally. You know you might see that and be curious 00:04:25.580 --> 00:04:30.325 - and follow up with them. Yeah, um, but you can see that he's 00:04:30.325 --> 00:04:31.420 - also updated time. 00:04:32.010 --> 00:04:36.672 - So Christian, my concern with is he's not averaging 00:04:36.672 --> 00:04:38.226 - 8 hours today. 00:04:39.760 --> 00:04:44.248 - Yeah, so for him he always and this is just what you 00:04:44.248 --> 00:04:49.484 - know like as you do it more. He always makes it up at the 00:04:49.484 --> 00:04:51.354 - end. But I definitely think. 00:04:53.600 --> 00:04:56.258 - It's not, yeah. 00:04:57.350 --> 00:05:01.330 - So CD. 00:05:02.950 --> 00:05:07.450 - CB and Eric. I wouldn't get so caught up on their billable 00:05:07.450 --> 00:05:11.200 - hours because there are goals are wonky. They had billable 00:05:11.200 --> 00:05:15.700 - hours. They have the 40 hour work week, but then they are 00:05:15.700 --> 00:05:18.325 - supposed to for their compensation package be 00:05:18.325 --> 00:05:22.450 - logging a minimum of like 45 hours weekly. OK for like 00:05:22.450 --> 00:05:25.825 - management time. So for them specifically I would focus 00:05:25.825 --> 00:05:30.325 - more on if their time is up to date and not necessarily. 00:05:31.450 --> 00:05:36.418 - What their goals are? OK, something I want to like to do 00:05:36.418 --> 00:05:38.902 - also is after I process payroll. 00:05:39.470 --> 00:05:44.945 - Do I think with you so then I can let you know, you know CB 00:05:44.945 --> 00:05:48.595 - didn't his manager gold or Sterling didn't hit is billable 00:05:48.595 --> 00:05:52.610 - cool for payroll and then that way you can incorporate that 00:05:52.610 --> 00:05:55.895 - into documentation that we get over to Chris, OK? 00:05:56.590 --> 00:06:00.902 - So for the time I got it purpose, I would just say not up 00:06:00.902 --> 00:06:08.065 - to date. Anna PM billable 00:06:08.065 --> 00:06:13.660 - time I believe. 00:06:15.130 --> 00:06:17.680 - Their goal is. 00:06:18.370 --> 00:06:20.318 - 20 hours a week. 00:06:21.190 --> 00:06:25.810 - So he is well within their available and you can see he's 00:06:25.810 --> 00:06:27.735 - logging over the standard 8 00:06:27.735 --> 00:06:33.668 - hours OK. Craig is another one we have so many odd ducks, so 00:06:33.668 --> 00:06:36.008 - Cragg basically operates on an 00:06:36.008 --> 00:06:39.952 - island. And he has a giant balance of PT. 00:06:39.952 --> 00:06:41.697 - Oh, so he does not. 00:06:43.180 --> 00:06:49.150 - Average hours. And basically for him, just so you're aware, 00:06:49.150 --> 00:06:53.330 - he updates his time daily like he knows exactly what he's 00:06:53.330 --> 00:06:55.610 - doing, so there's no need to 00:06:55.610 --> 00:06:58.729 - message him. However, I do payroll, I just use pitillo for 00:06:58.729 --> 00:07:01.339 - whatever the deficit is to get him to the goal. 00:07:02.220 --> 00:07:02.840 - OK. 00:07:04.340 --> 00:07:07.550 - It's actually for him. I'm not even gonna say anything. 00:07:08.080 --> 00:07:08.920 - Set. 00:07:09.930 --> 00:07:13.940 - And again, like once you start doing this consistently, then 00:07:13.940 --> 00:07:19.153 - you're going to, you know, know all of right of weird ends and 00:07:19.153 --> 00:07:21.960 - outs. So Daniel is just fine for 00:07:21.960 --> 00:07:26.392 - last week. Even though his billable is 19 hours, yeah, 00:07:26.392 --> 00:07:30.820 - whole UM, because it's not for the full week. So I'm just 00:07:30.820 --> 00:07:35.248 - looking at the three days since the start of the pay period, 00:07:35.248 --> 00:07:38.410 - yeah? I'm Eric. 00:07:39.020 --> 00:07:44.550 - I mean his time is kind of all over the place, but the total 00:07:44.550 --> 00:07:45.735 - were fine with. 00:07:46.970 --> 00:07:53.636 - The only time we're not OK with an average is if 00:07:53.636 --> 00:07:59.090 - it's like almost every day is under 8 hours. 00:08:00.520 --> 00:08:05.537 - I'm. Garrett was traveling so he is fine. 00:08:08.590 --> 00:08:12.100 - So Heather is 00:08:12.100 --> 00:08:18.509 - fine. And for developers remind me again with their billable 00:08:18.509 --> 00:08:23.018 - goal is in Seven hours today. One non billable. 00:08:23.690 --> 00:08:29.732 - Got it. Through Igor is fine, so in theory if I'm just looking at 00:08:29.732 --> 00:08:33.161 - the three days, they should have 21. Yeah, yeah. 00:08:34.800 --> 00:08:40.968 - Don't James Gray never has time logged so. 00:08:41.020 --> 00:08:46.580 - Basically, that now will just stay there forever. You'll see 00:08:46.580 --> 00:08:52.140 - we have some old people still in the drop down. 00:08:52.930 --> 00:08:59.450 - I 00:08:59.450 --> 00:09:10.600 - don't. I don't believe that Jesse. 00:09:11.890 --> 00:09:14.090 - Was out of the office. 00:09:34.090 --> 00:09:37.415 - Yeah, but I don't have him out. 00:09:38.630 --> 00:09:41.318 - So for that. 00:09:42.000 --> 00:09:45.668 - I would just note. 00:09:47.660 --> 00:09:54.290 - Sorry. 00:09:55.620 --> 00:09:58.188 - After I right now for him. 00:09:59.930 --> 00:10:03.674 - And actually, going back to Garrett, I know he was out, but 00:10:03.674 --> 00:10:05.234 - since he has some random. 00:10:05.810 --> 00:10:10.760 - Well, he has Alzheimer's, so he obviously was doing it, but. 00:10:11.390 --> 00:10:17.886 - I'm for Jesse. I don't have him out, so I yeah that would be 00:10:17.886 --> 00:10:22.924 - concerning. Obviously you're 00:10:22.924 --> 00:10:27.478 - so fine. 00:10:28.820 --> 00:10:31.485 - Kevin 00:10:31.485 --> 00:10:37.839 - is. I Sam is logging this time OK. 00:10:39.040 --> 00:10:43.504 - No, we just need to confirm with her. 00:10:45.790 --> 00:10:53.350 - I don't update my time daily just so you're aware. 00:10:53.630 --> 00:10:57.898 - You don't have to Emily. I won't. I won't run payroll 00:10:57.898 --> 00:10:59.838 - without my time in there. 00:10:59.850 --> 00:11:06.337 - I'm always waiting for somebody to be like I saw your time with 00:11:06.337 --> 00:11:09.244 - men. He who 00:11:09.244 --> 00:11:14.970 - runs payroll. Do whatever she wanted. 00:11:14.970 --> 00:11:21.522 - OK, now the sales guys. Uh Huh. Actually so Jeremy will fall 00:11:21.522 --> 00:11:26.436 - into that too. So Jeremy Riley, Ron and Phil. 00:11:27.130 --> 00:11:31.000 - Are not gonna have their time in until right before 00:11:31.000 --> 00:11:34.870 - pay period. OK, because they don't have EP licenses. We 00:11:34.870 --> 00:11:39.127 - have to like export their time so those four or never 00:11:39.127 --> 00:11:41.449 - going to have their time in. 00:11:43.890 --> 00:11:50.308 - So. I reviewed yesterday, I'm 00:11:50.308 --> 00:11:54.920 - sorry. Their time from where are they keeping their time? It's 00:11:54.920 --> 00:11:59.613 - like in an Excel template that Kevin uses OK and then we just 00:11:59.613 --> 00:12:04.306 - export it into EP. Basically any P you can have a bunch of 00:12:04.306 --> 00:12:08.999 - different users a bit in order to have the ability to log in 00:12:08.999 --> 00:12:11.165 - you have to have a license. 00:12:12.100 --> 00:12:16.937 - And we have 25 licenses uh-huh uhm. 00:12:18.600 --> 00:12:23.920 - But you have to buy them in like increments if I think now that 00:12:23.920 --> 00:12:29.620 - they're doing it increments of 10 or 20 like 10 to 25 a man I 00:12:29.620 --> 00:12:34.180 - just wasn't like it didn't really make sense for us to do 00:12:34.180 --> 00:12:38.740 - it, especially because really EP only needs to be for people that 00:12:38.740 --> 00:12:42.920 - are logging client billable. So we're maxed out at our licenses 00:12:42.920 --> 00:12:48.958 - right now. But realistically, you could lose the ability to 00:12:48.958 --> 00:12:51.863 - log in. I like weed. 00:12:52.150 --> 00:12:56.560 - Fine, but we will always keep one of her logins, so like if we 00:12:56.560 --> 00:13:01.285 - have to drop yours off then you would be able to log in under my 00:13:01.285 --> 00:13:05.065 - account to do these time. Lagat, it's or, you know, whatever, but 00:13:05.065 --> 00:13:07.270 - they were easy to just kind of. 00:13:08.180 --> 00:13:12.860 - Book out so I am reviewed Sam's time with her and her one on one 00:13:12.860 --> 00:13:16.916 - yesterday, but this is one where like she was a little late on 00:13:16.916 --> 00:13:20.036 - Thursday and Friday. Not a big deal because she obviously 00:13:20.036 --> 00:13:24.092 - worked over on Wednesday. Kind of like how I told you for you 00:13:24.092 --> 00:13:25.964 - on Friday. Like if you work 00:13:25.964 --> 00:13:29.731 - over. You know, yesterday through Thursday, so you can cut 00:13:29.731 --> 00:13:32.800 - out a little early on Friday, like I think that that's. 00:13:33.390 --> 00:13:37.602 - To me, that does not bother me as long as you're getting your 00:13:37.602 --> 00:13:40.842 - stuff done and you're available. If you know something happens. 00:13:40.842 --> 00:13:45.378 - I, yeah it does not I, you know, I think little things like that 00:13:45.378 --> 00:13:49.914 - are easy to give and I think that it in turn makes your team 00:13:49.914 --> 00:13:53.802 - a lot happier. So stuff like that doesn't bother me. Uhm, so 00:13:53.802 --> 00:13:58.014 - that would be one that you just since it's 15 minutes, it's not 00:13:58.014 --> 00:14:01.902 - a big deal to necessarily note, just kind of keeping a general 00:14:01.902 --> 00:14:04.494 - eye on it to make sure it's not 00:14:04.494 --> 00:14:05.630 - like. Yeah. 00:14:06.640 --> 00:14:10.660 - I'm so you can see like on Friday Sterling cut out two 00:14:10.660 --> 00:14:14.680 - hours early, but he made up the time on Sunday, so OK, 00:14:14.680 --> 00:14:15.685 - he's just fine. 00:14:16.720 --> 00:14:22.020 - Taylor is just fine. 00:14:24.670 --> 00:14:29.410 - And then, well, won't have anytime. So basically it's these 00:14:29.410 --> 00:14:33.110 - people. OK, now what I would do. 00:14:33.630 --> 00:14:39.300 - And so for you you can just, you know, send this email to Chris 00:14:39.300 --> 00:14:45.700 - and I. OK, and then I'll just as you do it every week. I can help 00:14:45.700 --> 00:14:50.380 - like coach you on what type of messaging you would do for each 00:14:50.380 --> 00:14:55.060 - type of follow-up. OK, for this one I'm gonna let you send out 00:14:55.060 --> 00:15:02.860 - the messages. Um, I'll just kind of note the follow up. So 00:15:02.860 --> 00:15:04.813 - for Ben CB. 00:15:05.370 --> 00:15:08.330 - Sam, Kyle 00:15:08.330 --> 00:15:16.044 - and Patrick. Do you like a template email? 00:15:16.044 --> 00:15:21.750 - So just something very light, um, noting that perfume. 00:15:21.750 --> 00:15:25.700 - We do not see it. 00:15:25.700 --> 00:15:28.260 - Yeah. 00:15:31.800 --> 00:15:37.368 - Just something like it. 00:15:37.368 --> 00:15:40.152 - Very standard, 00:15:40.152 --> 00:15:44.547 - right? So Christian, I really wouldn't worry about until we 00:15:44.547 --> 00:15:48.876 - get closer to the end of payroll to see if he, but definitely 00:15:48.876 --> 00:15:52.872 - noting it in this email, so it's something that we can always 00:15:52.872 --> 00:15:54.537 - come back to you, Yeah? 00:15:55.110 --> 00:15:57.789 - Um for Jesse. 00:15:58.520 --> 00:16:00.487 - I would just ping him in teams. 00:16:01.200 --> 00:16:04.880 - OK. So. 00:16:07.160 --> 00:16:09.650 - Today 00:16:11.830 --> 00:16:18.206 - Love. And that's something else like on 00:16:18.206 --> 00:16:23.816 - the Monday audit closer to payroll. You know, just very 00:16:23.816 --> 00:16:28.865 - quickly, sweeping through and making sure that there's a 00:16:28.865 --> 00:16:30.548 - description obviously for. 00:16:31.280 --> 00:16:34.822 - Everything and you don't have to read the descriptions, but just 00:16:34.822 --> 00:16:38.042 - making sure that you know everything is accounted for. So 00:16:38.042 --> 00:16:42.228 - for him I would just do a peeing and confirm my Phoenix at 00:16:42.228 --> 00:16:44.160 - anything and OK. And then for 00:16:44.160 --> 00:16:50.974 - Kevin. Um? All just pink salmon confirm what 00:16:50.974 --> 00:16:54.568 - day she's doing his time, OK? 00:16:55.070 --> 00:16:58.256 - Probably just as, 00:16:58.256 --> 00:17:04.070 - uhm. Make an activity like next week. You can do it 00:17:04.070 --> 00:17:08.228 - and then you can just send those and you can even. 00:17:09.420 --> 00:17:13.884 - Type out what you think would be the best type of follow-up. 00:17:13.884 --> 00:17:18.720 - Yeah, um, and then you know I can just confirm or rib eyes 00:17:18.720 --> 00:17:23.184 - however we need. Uhm, so I would typically some news out Monday 00:17:23.184 --> 00:17:27.276 - or Tuesday. OK for the people that have no time up-to-date 00:17:27.276 --> 00:17:31.368 - minus James Gray, because for the for these people I would 00:17:31.368 --> 00:17:33.600 - probably do a quick time check 00:17:33.600 --> 00:17:38.764 - on Thursday. OK, um, or if you send these emails on Monday then 00:17:38.764 --> 00:17:42.104 - do Wednesday fits today then do Thursday. Basically just giving 00:17:42.104 --> 00:17:46.112 - them a day or two and making sure that they've updated it. 00:17:46.112 --> 00:17:50.454 - And if they haven't then we would need to send a little bit 00:17:50.454 --> 00:17:53.460 - more about forceful. Note there reason that we encourage 00:17:53.460 --> 00:17:57.802 - everyone to have their time up to date by Mondays is because on 00:17:57.802 --> 00:18:02.144 - Monday morning is when we do the PM invoice meetings. Uh Huh. And 00:18:02.144 --> 00:18:06.152 - if their time is it up to date then obviously the client. 00:18:06.240 --> 00:18:12.360 - Hours are not accurate. A man that effects billing on when we 00:18:12.360 --> 00:18:18.480 - build. When we receive how, how the business makes money. So you 00:18:18.480 --> 00:18:25.110 - know, time on Sir not thrilling but they are huge piece of the 00:18:25.110 --> 00:18:27.380 - business yeah? So that's 00:18:27.380 --> 00:18:31.125 - basically it. Sounds 00:18:31.125 --> 00:18:35.830 - good. Let me do you have any questions? Yeah, yeah. I 00:18:35.830 --> 00:18:38.692 - think if you have time my name Mondays like. 00:18:40.050 --> 00:18:43.361 - Actually, if you have time Monday mornings, I would do it 00:18:43.361 --> 00:18:47.274 - after I would do it around 11 uh, maybe just block 30 minutes 00:18:47.274 --> 00:18:51.488 - on your calendar. To do that, I think that that would be good an 00:18:51.488 --> 00:18:54.498 - I mean Mondays are ideal, obviously because that's when we 00:18:54.498 --> 00:18:55.702 - say that there do. 00:18:57.010 --> 00:19:01.150 - I just don't always have time, so that's why they 00:19:01.150 --> 00:19:04.462 - would do it on Tuesdays Mondays. Basically, I'm 00:19:04.462 --> 00:19:08.188 - stacked from like nine to three in meetings. Yeah, 00:19:08.188 --> 00:19:09.430 - which I mean? 00:19:10.900 --> 00:19:15.786 - I know I prefer to do most of my meetings on Mondays just because 00:19:15.786 --> 00:19:20.672 - I feel like it builds up my week and then I'm good. Um, but 00:19:20.672 --> 00:19:24.690 - obviously yeah. Then that doesn't really leave time for 00:19:24.690 --> 00:19:30.641 - other things. Yeah, and then, um, so you can see. So then end 00:19:30.641 --> 00:19:36.506 - of the payroll is the 24th. So the time I got it that you do 00:19:36.506 --> 00:19:40.416 - next Monday is going to be really important because will 00:19:40.416 --> 00:19:45.499 - send a payroll reminder then. So I will probably so you'll do an 00:19:45.499 --> 00:19:50.191 - audit on the 22nd and I'm probably gonna say that time is 00:19:50.191 --> 00:19:55.274 - due by 10:00 AM on Thursday the 25th. So then I'll be doing 00:19:55.274 --> 00:19:56.838 - another audit for payroll. 00:19:57.580 --> 00:20:02.245 - So then when you do the audit on the 29th, it'll be much like the 00:20:02.245 --> 00:20:05.977 - wind today, where there would only be you know two or three 00:20:05.977 --> 00:20:07.532 - days that you're really looking 00:20:07.532 --> 00:20:13.014 - at. Which in theory, since it's so easy, everyone would have it 00:20:13.014 --> 00:20:14.226 - up today, right? 00:20:15.620 --> 00:20:19.468 - So paper, and on the 9th and the 00:20:19.468 --> 00:20:22.848 - 24th. Every single month everything online OK. 00:20:24.200 --> 00:20:27.350 - That's why it's hard when people talk about weekly 00:20:27.350 --> 00:20:28.750 - goals. It's like, yeah. 00:20:30.060 --> 00:20:34.042 - I get that, but our payroll dismantling in that way so 00:20:34.042 --> 00:20:35.128 - it doesn't really.