When managing time in WorkRecords, it’s essential to understand the distinction between Actual Time and Billable Time. These differences can be viewed in columns available in different views and within TimeCard Editor.

Actual Time:

  • Definition: The actual time the worker checks in and out.
  • Display in TimeCard Editor: Actual Time appears in the gray box in the Timecard Editor and reflects the exact moment the worker checks in or out.
  • Display in Views: Time appears in the Actual Check-In Time or Actual Check-Out Time columns. 
  • Example: If a worker checks in at 7:53 AM, this time is recorded as their Actual Check-In time.

Billable Time:

  • Definition: The billable time calculated after applying edits made by the Labor Buyer or Supplier or workplace rules, such as convenience rules or auto-break deductions. 
  • Display in TimeCard Editor: Billable Time appears in the white box in the Timecard Editor and can be adjusted when necessary.
  • Display in Views: Time appears in the Billable Check-In Time or Billable Check-Out Time columns.
  • Example: Even though the worker may check in early at 7:53 AM, their start time may be moved to 8:00 AM reflecting the start of their shift, making 8:00 AM their Billable Check-In time.


Best Practices for Managing Actual and Billable Time:

  1. Educate Workers:
    Post clear reminders like "workers should check out for meal breaks" and any automated rules that may be in effect.

  2. Provide Contacts for Adjustments:
    Workers should know who to reach out to if their time needs correction or if automated rules need to be overridden. 

  3. Review Timecard Data:
    Regularly check and compare Active and Effective times to ensure accuracy.

By understanding and effectively managing the differences between Actual and Billable Time, you can ensure accurate billing, compliance with workplace rules, and greater transparency for your workforce.