Time sheets FAQ

It’s important that working time is recorded so that we can bill our clients for the work that we’ve done, and so that we can individually get paid for our time.

The way that we record time is very simple but can be a little confusing at first. Hopefully, this article will resolve any common queries.

Your Personal Time Sheet

Most people in the team are paid for the hours that they work, so it is essential that we have a record of this that is up to date each month. The simplest way to do this is to simply make a note of how many hours you’ve worked before you switch off at the end of each day.

Where should these hours be recorded?

This is up to you, but we recommend creating a Redbooth task called “[Your Name] Working Hours”, which can then be used as a time sheet from which your salary can be paid each month.

When do I need to submit my hours?

You should try to keep your hours up to date daily.  This helps to ensure that they are accurate and that they can be referred to whenever required.  However, the date your hours are due is 23rd of each month. You should send your total hours up to the end of the day on the 23rd to Vineeta (and cc Rachael) as this will be used to pay your salary. Be sure to keep your timesheet up to date so that you don’t miss out on any of the hours you have worked.

Do I need to use a time tracking app?

No, it isn’t essential for your own time sheet, although you can if it makes your life easier. It doesn’t need to be accurate to the exact minute. Just make a note at the end of each day based on your best judgement of how many hours you worked.

Couldn’t I just make the numbers up?

Yes, but that would be dishonest and unfair on the rest of the team, so we trust that you wouldn’t ever do that on purpose.

Can I include breaks?

It depends.

You can include a 30 min lunch break each day.

Other than lunch, if you pop out to the loo, to get a drink, or for a few minutes of air, then you don’t need to worry about subtracting this from your working hours. If on the other hand, you go out for an extended period of time to walk the dog, to go to the Dentist, or buy some goji berries, then you should not be including that in your working time.

What about Team activities?

If it’s a social event with other members of the team and not a meeting, then it is not treated as working time. These activities are not compulsory and are arranged by the team for the team.  This includes birthday celebrations and welcome meals for new team members.

What about events such as WordCamps?

That depends on why you’re there. Most people in the team attend events out of personal interest and there is no compulsion to attend, so it’s not counted as working time. If, on the other hand, you’ve been asked to attend an event as part of your job, perhaps to research a topic, then at least part of the event would be counted as working time. You should agree this up front to avoid any ambiguity about the specific event that you’re attending.  Also see this article about WordCamps.

What about holidays?

Paid holidays are not working hours and need to be recorded separately. Please don’t include this in your main working hours.

What about sick pay?

Just like holidays, please record time off sick separately.

What if I make a mistake in my hours?

Tell somebody as soon as possible so that the mistake can be corrected.

Project Time Sheets

Recording hours for client projects should be done separately from recording your own working hours. This is for two reasons:

  1. A lot of your working hours are not directly billable to a client
  2. Client work needs to be tracked much more accurately.

It’s important to note that you only need to track time on client tasks if the project is being billed to the client on an hourly basis, or you want to know the time spent on tasks for internal purposes.

This time should be recorded accurately using a tool such as Toggl where applicable, and should be recorded directly onto the relevant Red Booth tasks. This allows the tasks with corresponding time to be exported from Red Booth, making client billing simple, transparent and accurate.

If anything isn’t clear, just ask.