I just lateraled from a firm where we didn’t enter any non-billable hours. At the new firm you do, like recruiting, business development, and bar events, etc. They also require a minimum of 6 hours entered for every day even if you’re on vacation. I’m confused on how to handle the non-billable codes. For example, what do y’all do on days where you bill more than 6 hours but also spend some time on these non-billable things? Do you enter it all so partners can see you spent time at a bar event?

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You should always enter all of your time even if it’s over 6 hours for both billable and non-billable. The firm should have a list of non-billable numbers they use for specific categories. For example, they likely have a non-billable number for gen admin and a separate one for CLE and another one for bus dev and another one for law committee/group participation, etc.

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Thanks. Yes, they have a list of non-billable codes. I guess I’m just confused about when to bill them. We don’t have descriptions available. What sorts of things go under general admin?

I track non billables to (1) get up to 7 hours if it’s a slow day, and (2) for important stuff like firm events, pitches, interviews, etc so I can later say I spent a bunch of time on firm service tasks.

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I input nonbillable time for 3 reasons:

1) to get to the daily billable requirement
2) if it's something the firm would value that I want tracked for review purposes - i.e. client pitches, attending conferences, lunch with clients, D&I stuff, etc.
3) to show my shitty work/life balance. if I was sitting around all day and then got an assignment at 7pm that made me work all night I want there to be a record that even though my hours aren't high, I'm working long days. I doubt anyone ever reviews this, but I want there to be a record of it for my own peace of mind.

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Unless I’m getting credit (diversity, recruiting, etc.), I don’t put it in.

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This makes sense.

Ask if there is a list of non-billable codes. My firm has one that has detailed descriptions of what fits into what category and I have it saved on my desktop. Just get used to accounting for all of your time - tedious, but I guess it shows you’re at least busy doing something. We have a 7-hour daily minimum (can be billable or non-billable).

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Thanks! We have a list of code but it doesn’t have descriptions.

Follow up Q: what sorts of things to under business development/marketing? E.g. if I attend a Rotary event, does that count?

My firm has a task code under our business development number for community or association events, so if you have something like that, you could definitely include your Rotary time. I’m on the young professionals Board for a nonprofit, and I record all of those hours under business development. I also record time for my local Bar association events.

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They are using it for internal tracking. My guess is they probably have a nonbillable code for personal time when on vacation.

Bill it all, even if it’s admin tasks just to fill in your day to hit 7 hours (like my firm requires). It comes up in your year end review because it gives a better metric of time spent “working” than just looking at billables.

Thanks! What sorts of admin tasks do you include?

My firm does this as well. On days I bill less than 6 hours, I use the admin billing code, write “Admin time” in the description, and enter time for the difference (i.e., if I billed 4 hours, I enter 2 hours of “admin time”).

For vacation, I enter it ahead of time with 8 hours for “paid time off”—we use inTapp which lets you “release” non-billable time proactively, but just won’t convert it until the date passes.

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