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QUESTION: A matter is set up so that time is chargeable and there was work done by one of our associates for the client. When the Detailed Draft Invoice was sent to the partner, he mentioned that this is pro bono work and no invoice should be sent to the client for this.
When we attempted to transfer the dockets to a generic unbillable matter, the entries are configured with yellow lock icons, and are unable to transfer the docket.
What is the best course of action to ensure this time shows up as non-chargeable?
RESPONSE: You are correct, you cannot transfer the entries because matters with non chargeable time cannot have chargeable time transferred. In this case there are two options:
The posted time can be copied onto the timesheet in an unposted state where the matter can be changed to a non-chargeable one, and then the time in the chargeable matter can be reversed. These steps can be completed by the timekeeper as they probably can do both functions.
Alternatively, a user with security can change the chargeability of the entries in the chargeable matter to non-chargeable and then they can be transferred.
On a separate note, the firm can open real matters for real clients with a proper AOP classified with time as non-chargeable and set as pro-bono (disbursements too can be non-chargeable or chargeable). The advantage is that you get meaningful measures on pro-bono work by multiple attributes without losing reporting dimensions native to members, clients and matters.