{"id":38,"date":"2023-11-16T14:45:34","date_gmt":"2023-11-16T19:45:34","guid":{"rendered":"https:\/\/sites.bu.edu\/marcom-team\/?page_id=38"},"modified":"2025-08-14T08:41:55","modified_gmt":"2025-08-14T12:41:55","slug":"time-tracking","status":"publish","type":"page","link":"https:\/\/sites.bu.edu\/marcom-team\/creative-services\/time-tracking\/","title":{"rendered":"Time Tracking"},"content":{"rendered":"<p><strong>Jump To<\/strong>: <a href=\"#basics\">The Basics<\/a>, <a href=\"#billable-non-billable\">Billable vs. Non-Billable<\/a> (<a href=\"#common-billing\">most roles<\/a> or <a href=\"#role-billing\">role-specific<\/a>), and <a href=\"#faq\">Common Questions<\/a>.<\/p>\n<hr id=\"activecollab\" \/>\n<h2><img loading=\"lazy\" src=\"\/marcom-team\/files\/2025\/06\/Screenshot-2025-06-05-at-5.42.14\u202fPM.png\" alt=\"\" width=\"1426\" height=\"1080\" class=\"alignnone size-full wp-image-3569\" srcset=\"https:\/\/sites.bu.edu\/marcom-team\/files\/2025\/06\/Screenshot-2025-06-05-at-5.42.14\u202fPM.png 1426w, https:\/\/sites.bu.edu\/marcom-team\/files\/2025\/06\/Screenshot-2025-06-05-at-5.42.14\u202fPM-636x482.png 636w, https:\/\/sites.bu.edu\/marcom-team\/files\/2025\/06\/Screenshot-2025-06-05-at-5.42.14\u202fPM-1024x776.png 1024w, https:\/\/sites.bu.edu\/marcom-team\/files\/2025\/06\/Screenshot-2025-06-05-at-5.42.14\u202fPM-768x582.png 768w\" sizes=\"(max-width: 1426px) 100vw, 1426px\" \/><\/h2>\n<h2>ActiveCollab<\/h2>\n<p><a href=\"https:\/\/activecollab.com\/features\">ActiveCollab<\/a> is Creative Services&#8217; time-tracking tool used across MarCom. It&#8217;s where we track\u00a0<a href=\"https:\/\/sites.bu.edu\/marcom-team\/creative-services\/time-tracking\/#billable-non-billable\"><em>billable<\/em> or <em>nonbillable<\/em> time<\/a> to projects, which are then integrated [one-way] into BU&#8217;s billing system.<\/p>\n<ul>\n<li><strong>Managers &amp; <a href=\"https:\/\/sites.bu.edu\/marcom-team\/departments\/account-management\/\">Executives<\/a>:<\/strong> Create projects, budget time, and manage teams.<\/li>\n<li><strong>Leadership:<\/strong> Meets in weekly meetings to assess timelines and address needs.<\/li>\n<li><strong>Project Team Members:<\/strong> Track time and join projects.<\/li>\n<\/ul>\n<hr id=\"basics\" \/>\n<h2>The Basics<\/h2>\n<h3><strong>Daily Time Tracking<\/strong><\/h3>\n<p>Tracking your time includes all <strong>billable<\/strong>, <strong>non-billable<\/strong>, and <strong>paid time off <\/strong>[vacation and sick time, often referred to as PTO].<\/p>\n<h3><strong>Admin Time<\/strong><\/h3>\n<p>If you need to track miscellaneous time that is <strong><span style=\"text-decoration: underline;\"><em>not<\/em><\/span><\/strong> relevant to a specific project (team meetings, trainings, conferences, etc.), use the following projects in <a href=\"https:\/\/app.activecollab.com\/207970\/my-work\" target=\"_blank\" rel=\"noopener noreferrer\">ActiveCollab<\/a>:<\/p>\n<ul>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11842\/time-records\">Editorial<\/a><\/li>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11954\">Interactive Design<\/a>\n<ul>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/12031\">I.D. Product<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11765\">Operations<\/a><\/li>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/14058\">Marketing Design<\/a><\/li>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11765\/time-records\">Analytics<\/a><\/li>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11800\">Content Management \/ SEO<\/a><\/li>\n<\/ul>\n<p><strong>If your total hours logged for the previous week are at 20 or below<\/strong>, your supervisor\/manager may check in with you just to make sure that you haven\u2019t forgotten to track any time.<\/p>\n<p><strong>If your hours are low because you\u2019re under-resourced<\/strong>, don&#8217;t sweat it: just let your manager know you&#8217;re light on work and they&#8217;ll work with you to get that taken care of.<\/p>\n<p>&nbsp;<\/p>\n<h3><strong>Paid Time Off (or, PTO)<\/strong><\/h3>\n<p>You need to track paid time off if you\u2019re taking half a day or more and have received manager approval to do so.<\/p>\n<p><strong>If you\u2019ve entered your PTO into BU Works, you should also track it in <a href=\"https:\/\/app.activecollab.com\/207970\/my-work\">ActiveCollab<\/a><\/strong>.<\/p>\n<p><strong>To track paid time off<\/strong>, please use <a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11646\" target=\"_blank\" rel=\"noopener noreferrer\">the following project<\/a> in ActiveCollab:<\/p>\n<ul>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11646\"><strong>Creative Services PTO FY24<\/strong><\/a><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h3>Cut-off Times<\/h3>\n<p>Time logged in ActiveCollab is automatically <em>integrated<\/em> (<em>not synced<\/em>) <em>into<\/em> our billing system four times a day during the following times:<\/p>\n<ul>\n<li><strong>9:30\u20139:45 am<\/strong><\/li>\n<li><strong>12:30\u201312:45 pm<\/strong><\/li>\n<li><strong>3:30\u20133:45 pm<\/strong><\/li>\n<li><strong>6:30\u20136:45 pm<\/strong><\/li>\n<\/ul>\n<p>Always ensure your time is entered and up to date before these times.<\/p>\n<p>&nbsp;<\/p>\n<h3>Correcting &amp; Deleting Time<\/h3>\n<div class=\" bu-callout aligncenter\"><\/p>\n<h4><span style=\"color: #cc0000;\">Note that any tracked time (billable or non-billable) deleted after a cutoff time in an ActiveCollab project <span style=\"text-decoration: underline;\">will<\/span> <span style=\"text-decoration: underline;\">not<\/span>\u00a0<span style=\"text-decoration: underline;\">be<\/span> <span style=\"text-decoration: underline;\">automatically<\/span> <span style=\"text-decoration: underline;\">removed<\/span> from the billing system\u2019s records.<\/span><\/h4>\n<p><\/div>\n<p><strong>If you need time to be deleted or altered in any way in ActiveCollab,<\/strong> 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:<\/p>\n<ul>\n<li>The Project<\/li>\n<li>The date and [as close as you can] time the log(s) were entered.<\/li>\n<li>The old hours were.<\/li>\n<li>The new hours should be.<\/li>\n<\/ul>\n<p><strong>Corrections or changes made <span style=\"text-decoration: underline;\">during the initial creation of the time entry<\/span> <em><span style=\"text-decoration: underline;\">do not<\/span><\/em> require a manager to be contacted<\/strong>.<\/p>\n<p>&nbsp;<\/p>\n<hr id=\"billable-non-billable\" \/>\n<h2>Billable vs. Non-Billable Tasks<\/h2>\n<p>Below are common tasks that apply to most roles in Marketing &amp; Communications. Tasks are broken down by whether they should be tracked as billable, or non-billable, in ActiveCollab.<br \/>\n<span id=\"common-billing\"><\/span><\/p>\n<h3>Tasks Relevant to Most Roles<\/h3>\n<h5>Billable<\/h5>\n<ul>\n<li class=\"new-billable\"><strong>internal meetings about a specific project, including kick off meetings after an SOW has been signed<\/strong><\/li>\n<li>meetings or presentations with clients<\/li>\n<li>working meetings where creative work is being done<\/li>\n<li>creative collaboration with team on a specific project (edit, writers, etc.)<\/li>\n<li>client-facing documentation (how to use and edit your website, how to use a plugin on TechWeb, etc.)<\/li>\n<li>travel costs associated with a specific project<\/li>\n<li>purchases associated with a specific project<\/li>\n<\/ul>\n<h5>Non-Billable<\/h5>\n<ul>\n<li class=\"new-billable\">internal working meetings<strong>*<\/strong> (in management capacity)<\/li>\n<li>management\/leadership\/resourcing meetings<\/li>\n<li>travel to client meetings<\/li>\n<li>internal process improvement work<\/li>\n<li>internal documentation work<\/li>\n<li>tracking time<\/li>\n<li>1:1s<\/li>\n<li>team meetings<\/li>\n<li>All Strat Comm\/External Affairs meetings<\/li>\n<li>general project status meetings (not associated with a single project)<\/li>\n<li>reconciling expenses\/reimbursements for travel<\/li>\n<li>meetings associated with internal initiatives<\/li>\n<li>general training sessions<\/li>\n<\/ul>\n<p><em>* Supervisor attending for support<\/em><\/p>\n<p>&nbsp;<\/p>\n<h3>Tasks by Role<\/h3>\n<p>Tasks based on roles (across different projects) are broken down by whether they should be tracked as billable, or non-billable, in ActiveCollab.<\/p>\n<h5><b>Account Management<\/b><\/h5>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">All Account Management work is non-billable.<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h5><b>Analyst<\/b><\/h5>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><strong>project audit (website, digital assets, analytics reports)<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">building measurement strategy and plan<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">building information architecture for data in-flow<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">tracking implementation and QA<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">collaborate with developer or designer for tracking implementation<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">website analysis for strategic guidance (for other departments)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">website analysis for performance<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">dashboard concepting (including revisions)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">dashboard wireframe (including revisions)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">dashboard build (including revisions)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">analytics audit \/ report presentations<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Non-Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">data management<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p>&nbsp;<\/p>\n<h5><b>Content Strategy<\/b><\/h5>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">creating information architecture<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">creating starter wireframes<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">creating Gather Content templates<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">training clients on the use of Gather Content<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">managing content migration (in Gather Content)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">researching\/editing new content for client<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">internal and client content audit findings presentations<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">site inventory as part of a content audit<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">prep and perform stakeholder interviews as part of a content audit<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">prep and perform focus groups as part of a content audit<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">competitive research as part of a content audit<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">writing\/editing content audit findings<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Non-Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">project planning pre-SOW sign off<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">SOW deck presentation work<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">general client presentations work NOT associated with content audit findings<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p>&nbsp;<\/p>\n<h5><b>Editors &amp; Copy Editors<\/b><\/h5>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">editing\/copy editing not associated with a specific print or web project<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">proofreading\/copy edit (by Ted&#8217;s group) for <em>BU Today<\/em>\/<em>Bostonia<\/em> PRINT only<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">edit\/writing online magazine<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Non-Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">proofreading\/copy edit (by Ted&#8217;s group) for <em>Research<\/em>\/<em>Bostonia<\/em> WEB only<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">editing\/copy editing related to a creative services print\/web project<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">edit\/copy edit of internal documentation, including content strategy decs<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p>&nbsp;<\/p>\n<h5><b>Marketing Writers<\/b><\/h5>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">concepting time<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">concept revisions<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">marketing writing<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">writing for online magazines<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">writing revisions<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">specific project reviews with creative director<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Non-Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">project planning pre-SOW sign off<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p>&nbsp;<\/p>\n<h5><b>Print Designers<\/b><\/h5>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">concepting time<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">concept revisions<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">design work\/revisions<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">specific project design reviews with creative director<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">preparing files for the printer<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">reviewing printer&#8217;s\/press proofs<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">custom stationery mockups<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Non-Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">creative direction<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">sub-brand logo creation<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">branding reviews and recommendations<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">project planning pre-SOW sign off<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p>&nbsp;<\/p>\n<h5><b>Photo Archiving and Research<\/b><\/h5>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">archive searching<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">scanning and editing<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">overseeing in-person client archive image selection<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Non-Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">correspondence surrounding requests\/details\/scheduling shoots<strong>*<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">preliminary assessment of approach to photo research, based on request<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">photo location scouting<strong>*<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">art directing photo shoots<strong>*<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">photographer research\/onboarding<strong>*<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">publication credit checks<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">high resolution photo selections from shoots<strong>*<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">distributing photos to shoot subjects<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">processing images from shoots (including uploading to Cumulus)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">making prints for VIPs<\/span><\/li>\n<\/ul>\n<p><i><span style=\"font-weight: 400;\"><strong>*<\/strong> These services are included in Creative Planning &amp; Management Fee.<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p>&nbsp;<\/p>\n<h5><b>Web Designers &amp; Developers<\/b><\/h5>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li><strong>code reviews<\/strong><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><strong>enhancement requests<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><strong>sprint meetings &#8211; internal<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">design work\/revisions<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">specific project design reviews with creative director<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">photo research<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">meetings with IS&amp;T about a specific project<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">website coding (including fixing bugs\/defects found during QA) including dev <span>research to do client work.<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">client website walkthroughs, post launch<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">creating information architecture<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">creating starter wireframes<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">managing content migration (in Gather Content)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">enhancement requests (via Service Now)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">sprint meetings &#8211; external<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">general responsi development<\/span><\/li>\n<\/ul>\n<p><em>Web\/Interactive Design fee is $140\/hour<\/em><br \/>\n<span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Non-Billable<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><strong>fixing post-launch defects when a design is not functioning as intended (i<b>.e., post-launch bugs)<\/b><\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">creative direction<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">touch bases with IS&amp;T not related to a project<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">project planning pre-SOW sign off<\/span><\/li>\n<li><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11954\">ID Admin tasks<\/a><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p>&nbsp;<\/p>\n<h5><strong>Enhancement Requests vs. Bugs<\/strong><\/h5>\n<p><span style=\"font-weight: 400;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h6 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Billable or Non-Billable?<\/h6><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/span><\/p>\n<p>What is often referred to as a &#8220;bug&#8221; by clients is usually an enhancement request. This is typically approached in one of two ways:<\/p>\n<ul>\n<li>client asking for additional behavior or design over the original scope<\/li>\n<li><strong>OR<\/strong> client misunderstands how something should work and calls it a \u201cbug\u201d<\/li>\n<\/ul>\n<p>In the former case, it should be addressed as <strong>billable<\/strong>, in the latter it is explained to the client and no further action is taken.<\/p>\n<p>If the design is not functioning as intended after launch, and neither above situation applies, it is truly a bug and should be <strong>non-billable<\/strong>. Assessment may be required\u2014please check with your manager if you are unsure.<\/p>\n<p>Note \u2013 Anything not functioning as designed that is uncovered during the QA process is <strong>billable<\/strong>.<\/p>\n<p><span style=\"font-weight: 400;\"><\/div>\n<\/div>\n<\/span><\/p>\n<p>&nbsp;<\/p>\n<hr id=\"faq\" \/>\n<p>&nbsp;<\/p>\n<h2>Common Questions<\/h2>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">What about Paid Time Off time? Do I have to track that or not?<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>Any out-of-office time<span>\u00a0<\/span><u>half a day or longer<\/u><span>\u00a0<\/span>must now be tracked in ActiveCollab, using the following project entry:<span>\u00a0<\/span><a href=\"https:\/\/app.activecollab.com\/207970\/projects\/11646\" previewlistener=\"true\">https:\/\/app.activecollab.com\/207970\/projects\/11646<\/a>. [Creative Services PTO]<\/li>\n<li>Out of offices of only a handful of hours do not need to be tracked.<\/li>\n<li>Please continue to also log your vacation time in the Marcom vacation calendar, along with BUworks.<\/li>\n<li>Holidays observed by the University do not need to be tracked, this includes intercession.<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">I have a time tracking question.<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>Here are some options:<\/p>\n<ul>\n<li><strong>Slack Channel<\/strong>:<span>\u00a0<\/span><a href=\"https:\/\/buweb.slack.com\/messages\/CAYQNJWJW\" previewlistener=\"true\">#ask-timetracking<\/a>\n<ul>\n<li>This channel is meant to be used for specific, more detailed questions.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul><\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li><strong>If you need training<\/strong>, please ask<span>\u00a0<\/span><a href=\"mailto:amc01@bu.edu\">Andy Costello<\/a>. He has volunteered to take on the role of our in-house ActiveCollab expert \u2013 he can help you customize your home screen, teach you how to add yourself to a project, and answer general questions.<\/li>\n<\/ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul><\/ul>\n<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">How often do I have to track my time?<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>Time must be tracked<span>\u00a0<\/span><u>once a day, not weekly<\/u>.<\/li>\n<li>Every Friday, you\u2019ll receive the usual time-tracking reminder email.<\/li>\n<li>Most should aim to have 25hrs or more billable hours \u2014 if you don\u2019t, please check with your Team, Manager, or Project Managers for additional billable work so you meet the minimum 25 billable hours.<\/li>\n<li>Remember \u2013 billable (25hr+) and non-billable should add up to a minimum of 35 hours by the end of the week! It\u2019s ok if you bill more than 35 hours (there is no max limit but if it\u2019s work-related\u2014track it).<\/li>\n<li>University-wide holidays will be counted by default.\u00a0 No need to track it as time-off.<\/li>\n<li>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.<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">When's the fiscal year-end for time tracking?<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>Unlike traditional private businesses, our fiscal year is determined by the school year \u2014 meaning that every year around the end of June our <span>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. <strong>Example Message:<\/strong><\/span><\/p>\n<blockquote><p>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.<\/p>\n<p><strong><u>All time tracking<\/u><\/strong> must be up to date by close of business day on the following dates:<\/p>\n<p><span style=\"color: #ff0000;\"><strong>Tuesday June 18<\/strong><\/span><\/p>\n<p><span style=\"color: #ff0000;\"><strong>Thursday June 27<\/strong><\/span><\/p><\/blockquote>\n<p><\/div>\n<\/div>\n\n<hr \/>\n<h2>Thanks for your dedicated participation!<\/h2>\n<p>Please feel free to add thoughts or ideas in the <a href=\"https:\/\/buweb.slack.com\/messages\/CAYQNJWJW\" previewlistener=\"true\">#ask-timetracking<\/a>!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Jump To: The Basics, Billable vs. Non-Billable (most roles or role-specific), and Common Questions. ActiveCollab ActiveCollab is Creative Services&#8217; time-tracking tool used across MarCom. It&#8217;s where we track\u00a0billable or nonbillable time to projects, which are then integrated [one-way] into BU&#8217;s billing system. Managers &amp; Executives: Create projects, budget time, and manage teams. Leadership: Meets in [&hellip;]<\/p>\n","protected":false},"author":23053,"featured_media":0,"parent":109,"menu_order":6,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/pages\/38"}],"collection":[{"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/users\/23053"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/comments?post=38"}],"version-history":[{"count":50,"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/pages\/38\/revisions"}],"predecessor-version":[{"id":3765,"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/pages\/38\/revisions\/3765"}],"up":[{"embeddable":true,"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/pages\/109"}],"wp:attachment":[{"href":"https:\/\/sites.bu.edu\/marcom-team\/wp-json\/wp\/v2\/media?parent=38"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}