Time Tracking
Jump To: The Basics, Billable vs. Non-Billable (most roles or role-specific), and Common Questions.
ActiveCollab
ActiveCollab is Creative Services’ time-tracking tool used across MarCom. It’s where we track billable or nonbillable time to projects, which are then integrated [one-way] into BU’s billing system.
- Managers & Executives: Create projects, budget time, and manage teams.
- Leadership: Meets in weekly meetings to assess timelines and address needs.
- Project Team Members: Track time and join projects.
The Basics
Daily Time Tracking
Tracking your time includes all billable, non-billable, and paid time off [vacation and sick time, often referred to as PTO].
Admin Time
If you need to track miscellaneous time that is not relevant to a specific project (team meetings, trainings, conferences, etc.), use the following projects in ActiveCollab:
If your total hours logged for the previous week are at 20 or below, your supervisor/manager may check in with you just to make sure that you haven’t forgotten to track any time.
If your hours are low because you’re under-resourced, don’t sweat it: just let your manager know you’re light on work and they’ll work with you to get that taken care of.
Paid Time Off (or, PTO)
You need to track paid time off if you’re taking half a day or more and have received manager approval to do so.
If you’ve entered your PTO into BU Works, you should also track it in ActiveCollab.
To track paid time off, please use the following project in ActiveCollab:
Cut-off Times
Time logged in ActiveCollab is automatically integrated (not synced) into our billing system four times a day during the following times:
- 9:30–9:45 am
- 12:30–12:45 pm
- 3:30–3:45 pm
- 6:30–6:45 pm
Always ensure your time is entered and up to date before these times.
Correcting & Deleting Time
Note that any tracked time (billable or non-billable) deleted after a cutoff time in an ActiveCollab project will not be automatically removed from the billing system’s records.
If you need time to be deleted or altered in any way in ActiveCollab, contact the manager or account executive assigned to your project and they will take care of the situation properly. Be ready to inform them of:
- The Project
- The date and [as close as you can] time the log(s) were entered.
- The old hours were.
- The new hours should be.
Corrections or changes made during the initial creation of the time entry do not require a manager to be contacted.
Billable vs. Non-Billable Tasks
Below are common tasks that apply to most roles in Marketing & Communications. Tasks are broken down by whether they should be tracked as billable, or non-billable, in ActiveCollab.
Tasks Relevant to Most Roles
Billable
- internal meetings about a specific project, including kick off meetings after an SOW has been signed
- meetings or presentations with clients
- working meetings where creative work is being done
- creative collaboration with team on a specific project (edit, writers, etc.)
- client-facing documentation (how to use and edit your website, how to use a plugin on TechWeb, etc.)
- travel costs associated with a specific project
- purchases associated with a specific project
Non-Billable
- internal working meetings* (in management capacity)
- management/leadership/resourcing meetings
- travel to client meetings
- internal process improvement work
- internal documentation work
- tracking time
- 1:1s
- team meetings
- All Strat Comm/External Affairs meetings
- general project status meetings (not associated with a single project)
- reconciling expenses/reimbursements for travel
- meetings associated with internal initiatives
- general training sessions
* Supervisor attending for support
Tasks by Role
Tasks based on roles (across different projects) are broken down by whether they should be tracked as billable, or non-billable, in ActiveCollab.
Account Management
- All Account Management work is non-billable.
Analyst
Billable
- project audit (website, digital assets, analytics reports)
- building measurement strategy and plan
- building information architecture for data in-flow
- tracking implementation and QA
- collaborate with developer or designer for tracking implementation
- website analysis for strategic guidance (for other departments)
- website analysis for performance
- dashboard concepting (including revisions)
- dashboard wireframe (including revisions)
- dashboard build (including revisions)
- analytics audit / report presentations
Content Strategy
Billable
- creating information architecture
- creating starter wireframes
- creating Gather Content templates
- training clients on the use of Gather Content
- managing content migration (in Gather Content)
- researching/editing new content for client
- internal and client content audit findings presentations
- site inventory as part of a content audit
- prep and perform stakeholder interviews as part of a content audit
- prep and perform focus groups as part of a content audit
- competitive research as part of a content audit
- writing/editing content audit findings
Non-Billable
- project planning pre-SOW sign off
- SOW deck presentation work
- general client presentations work NOT associated with content audit findings
Editors & Copy Editors
Billable
- editing/copy editing not associated with a specific print or web project
- proofreading/copy edit (by Ted’s group) for BU Today/Bostonia PRINT only
- edit/writing online magazine
Non-Billable
- proofreading/copy edit (by Ted’s group) for Research/Bostonia WEB only
- editing/copy editing related to a creative services print/web project
- edit/copy edit of internal documentation, including content strategy decs
Marketing Writers
Billable
- concepting time
- concept revisions
- marketing writing
- writing for online magazines
- writing revisions
- specific project reviews with creative director
Non-Billable
- project planning pre-SOW sign off
Print Designers
Billable
- concepting time
- concept revisions
- design work/revisions
- specific project design reviews with creative director
- preparing files for the printer
- reviewing printer’s/press proofs
- custom stationery mockups
Non-Billable
- creative direction
- sub-brand logo creation
- branding reviews and recommendations
- project planning pre-SOW sign off
Photo Archiving and Research
Billable
- archive searching
- scanning and editing
- overseeing in-person client archive image selection
Non-Billable
- correspondence surrounding requests/details/scheduling shoots*
- preliminary assessment of approach to photo research, based on request
- photo location scouting*
- art directing photo shoots*
- photographer research/onboarding*
- publication credit checks
- high resolution photo selections from shoots*
- distributing photos to shoot subjects
- processing images from shoots (including uploading to Cumulus)
- making prints for VIPs
* These services are included in Creative Planning & Management Fee.
Web Designers & Developers
Billable
- code reviews
- enhancement requests
- sprint meetings – internal
- design work/revisions
- specific project design reviews with creative director
- photo research
- meetings with IS&T about a specific project
- website coding (including fixing bugs/defects found during QA) including dev research to do client work.
- client website walkthroughs, post launch
- creating information architecture
- creating starter wireframes
- managing content migration (in Gather Content)
- enhancement requests (via Service Now)
- sprint meetings – external
- general responsi development
Web/Interactive Design fee is $140/hour
Non-Billable
- fixing post-launch defects when a design is not functioning as intended (i.e., post-launch bugs)
- creative direction
- touch bases with IS&T not related to a project
- project planning pre-SOW sign off
- ID Admin tasks
Enhancement Requests vs. Bugs
Billable or Non-Billable?
What is often referred to as a “bug” by clients is usually an enhancement request. This is typically approached in one of two ways:
- client asking for additional behavior or design over the original scope
- OR client misunderstands how something should work and calls it a “bug”
In the former case, it should be addressed as billable, in the latter it is explained to the client and no further action is taken.
If the design is not functioning as intended after launch, and neither above situation applies, it is truly a bug and should be non-billable. Assessment may be required—please check with your manager if you are unsure.
Note – Anything not functioning as designed that is uncovered during the QA process is billable.
Common Questions
What about Paid Time Off time? Do I have to track that or not?
- Any out-of-office time half a day or longer must now be tracked in ActiveCollab, using the following project entry: https://app.activecollab.com/207970/projects/11646. [Creative Services PTO]
- Out of offices of only a handful of hours do not need to be tracked.
- Please continue to also log your vacation time in the Marcom vacation calendar, along with BUworks.
- Holidays observed by the University do not need to be tracked, this includes intercession.
I have a time tracking question.
Here are some options:
- Slack Channel: #ask-timetracking
- This channel is meant to be used for specific, more detailed questions.
- If you need training, please ask Andy Costello. He has volunteered to take on the role of our in-house ActiveCollab expert – he can help you customize your home screen, teach you how to add yourself to a project, and answer general questions.
How often do I have to track my time?
- Time must be tracked once a day, not weekly.
- Every Friday, you’ll receive the usual time-tracking reminder email.
- Most should aim to have 25hrs or more billable hours — if you don’t, please check with your Team, Manager, or Project Managers for additional billable work so you meet the minimum 25 billable hours.
- Remember – billable (25hr+) and non-billable should add up to a minimum of 35 hours by the end of the week! It’s ok if you bill more than 35 hours (there is no max limit but if it’s work-related—track it).
- University-wide holidays will be counted by default. No need to track it as time-off.
- If you track your time at the end of the day: time spent Time Tracking is non-billable and to be tracked to your relevant Department Admin project task.
When's the fiscal year-end for time tracking?
Unlike traditional private businesses, our fiscal year is determined by the school year — meaning that every year around the end of June our Senior Executive Managing Director Trish Reed will reach out via email to remind everyone to ensure their tracked time is up to date by end of business day. Example Message:
As we near the end of FY25 and transition into FY26, we need you all to pay special attention to making sure your time tracking information is up to date. Accurate time tracking at [our] year end is particularly important.
All time tracking must be up to date by close of business day on the following dates:
Tuesday June 18
Thursday June 27
Thanks for your dedicated participation!
Please feel free to add thoughts or ideas in the #ask-timetracking!