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This article applies to:

  • Product: Legal Tracker
  • Audiences: Company

Define Timekeeper Audit Rules

You can define rate review options for rate reviewers and invoice approvers. Tracker be set up to flag any LEDES invoices that contain new timekeeper or modified timekeeper rate audit violations, or you can specify a rule to automatically reject a rate or an invoice. You can also configure the system to flag timekeepers who exceed the pre-defined allowed hours billed per day in an invoice.
note
Some matter type templates have excessive timekeepers hours because of the nature of the matter. You can turn off the audit flag at the matter type template level.
Required role | Only system administrators can set options for timekeeper rate reviewers and invoice approvers.
To define timekeeper audit rules:
  1. Select
    Settings
    in the left navigation.
  2. Under
    eBilling and Financial Setup
    , click
    Invoice rejection & adjustment reasons, audits & guidelines
    .
  3. Click
    LEDES Audits & Guidelines
    , click
    Timekeeper Audits.
  4. Select options to define your timekeeper rules.
    Option
    Description
    Define types of rates approvers can approve
    Next to
    Invoice approvers can approve rates for
    , specify an option. Options are all matters, matter-specific rates, or invoice-specific rates. By default, all of the options are selected.
    Define how Tracker handles timekeeper new audit violations.
    Next to
    New Timekeeper Audits
    , select one option.
    • Red flag/warning
      : A red flag will appear on the invoice review page for the respective audit. The audit must be resolved by the billing guideline reviewer or the level 1 approver before it can proceed on the invoice approval route.
    • Auto-reject rate (auto-reduce to zero)
      : Tracker will automatically adjust the total amount to zero. If necessary you can enter a brief explanation in the
      Description
      field.
    • Auto-reject invoice
      : Tracker will reject the invoice. Enter a comment in the
      Description
      field. This comment will appear on the respective invoice.
    Define how Tracker handles timekeeper rate change audit violations.
    Next to
    Timekeeper Rate Change Audits
    , select one option.
    • Red flag/warning
      : A red flag will appear on the invoice review page for the respective audit. The audit must be resolved by the billing guideline reviewer or the level 1 approver before it can proceed on the invoice approval route.
    • Auto-reject rate (auto-reduce to zero)
      : Tracker will automatically adjust the total amount to zero. If necessary you can enter a brief explanation in the
      Description
      field.
    • Auto-reject invoice
      : Tracker will reject the invoice. Enter a comment in the
      Description
      field. This comment will appear on the respective invoice.
    Define whether to audit for excessive timekeeper hours
    When enabled, invoice reviewers will see details on the
    Audit
    tab of the Invoice Review page for any timekeeper who billed over the threshold.
    When you enable this feature, you will be prompted to define the threshold that triggers the audit and how Tracker handles the audit.
    1. To turn on this feature, next to
      Audit invoice for excessive timekeeper hours?
       select
      Yes
      .
    2. To define the threshold for the audit, enter a number in the
      Audit for hours in a day that exceed
       field. This must be a numeric value numeric value and can have a decimal.
    3. Select an option to determine how Tracker will handle the audit when an invoice exceeds the number of hours you define in step 2 above:
      • The default value is
        Red flag/warning
        . This option will display a flag on the matter's
        Invoices
        tab.
      • To automatically reject the invoice, select
        Auto-reject invoice
        . A
        Description
        field will appear and you must enter a brief explanation.
  5. On the toolbar, select
    Save & close
    .
note
If you do not enable yearly timekeeper rate review, these options will apply to invoice approvers only.