Purpose and Scope
Ensure client work is tracked accurately, billed fairly, and managed within approved budgets. Applies to VAs, EAs, SPMs, and Specialty VAs performing client-facing or internal billable work.
Policy
Track all work in Hubstaff or another approved tool before beginning the task.
- Include clear client and task notes.
- Log only direct client work as billable; training, internal meetings, and personal time are non-billable.
- Stop when the client budget is reached unless written pre-approval is obtained.
- Overage requests must identify the client, reason, hours, and expected completion time and require SPM and Director approval.
- Approved entries flow into the current payroll cycle; inaccurate or incomplete notes may delay payment.
Accountability
Failure to track accurately may result in written warnings, non-payment for untracked hours, reassignment, or termination for repeated violations. Review annually.