Onit's Timekeeper Rate Card Support feature helps to streamline timekeeper approval processes, reducing the time spent on reviewing and approving individual timekeepers, creating more consistent approved rates across timekeeper classifications, and allowing for greater control over rate structures.
Here, well go step-by-step through how to use Timekeeper Rate Card Support.
NOTE: An Onit implementation specialist will need to set up this feature in Onit before use.
NOTE: For more information on this feature, check out our Timekeeper Rate Cards & Client Self-Service Vendor Onboarding Webinar.
Using Timekeeper Rate Cards
1. To review and approve the rate cards, users navigate to the Timekeeper Rate Cards application within ELM and click on a rate card to view the details.
NOTE: Users will receive an email notification when the rate card is ready.
The phase will stay in Pending until approved. The Timekeeper Rate Card screen displays rate details; use the Edit button to adjust information or the Delete button to delete the rate. Click View Audit History to see the full history of the rates.
2. After rate card approval, any new individual timekeeper rates that are submitted would be compared to the existing rate card information. Individual timekeeper rates that comply with the rate card will be automatically approved.
Users can go into the Timekeeper Rates application to view rate statuses.
Rates that exceed the prescribed limits will show a Validation Warning at the top of the page. Users can then choose to Dispute the rate or Approve the rate as an exception to the rate card.
3. Users can schedule rate card requests from Vendors and send a one-off request to a specific vendor not on an automated schedule.
To do this, go to the Invoice Settings section of the ELM Configuration application and click Edit.
Enable Timekeeper Rate Card must be turned on. From there, you can set the dates for each cadence. On the Vendor app, you can indicate if you want the requests to be on an annual cadence.
Click Update to update or Cancel to back out.
Frequently Asked Questions
Is it possible to hold rates flat while still moving timekeepers through a rate card (for example, someone gets a promotion and becomes a partner - what would have to happen so they get paid at the partner rate)?
The firm would need to resubmit the timekeeper as a Partner, and it would compare that submitted rate against the approved rate card, and they would be auto-approved as a Partner if the rate was in line with the rate card. If not, it would trigger the manual review exception process.
Can you reject the rates back to the firm?
Yes, you can reject both the rate card and/or individual timekeeper rates.
What notification goes back to the firm?
The firm will be notified that the rate card is approved/rejected/adjusted.
Can you make exceptions?
Yes, you can.
Can you have a different rate card for one timekeeper?
It's possible, but not recommended due to the additional work needed.
How are minimums and maximums handled?
Regarding experience: the system uses the Years of Experience assigned to the timekeeper to help determine which classification they belong in. Because the classifications are specific and unique, they are just another way to identify the group that belongs to that classification, and if a TK is posted outside the bounds, it will be routed for manual review. This is the common way to handle exceptions.
Can you have matter-specific rate cards?
No. The rate cards are based on Office and either Area of Law or Matter Type, as the client prefers. Because of this, it is unlikely that a rate card would apply to only one matter. The system does support matter-level timekeepers, though that process is different.