Instructor time and expenses

Track teaching hours and delivery costs against the same cohort. Instructor time entries separates billable from nonbillable hours with calculated fields. Delivery expenses records delivery spend and its receipt URL. Both link to instructors staff and cohort engagements for instructor and program review.

• Record owner. Instructor records dated time and costs against a cohort engagement. Program Manager reviews the effect on budget hours and expense totals. Delivery Reviewer can examine submitted items in the approval lists.
• Shared context. The cohort engagement connects sponsoring clients, delivery activity and later billing. Staff use the same engagement link when a question crosses teams.
• Review point. Check the record and its related status before the next owner acts. Keep the original item available when a correction is needed.

Agree the expense categories and who checks receipts. Decide which time is billable before records are submitted. A submitted item should stay visible for review; a change to a rate or cost after the fact needs an accountable owner. Make the handoff owner explicit so a pending record has someone who can resolve it. Use a real cohort during rehearsal and compare the visible record with the source agreement or delivery note.

An instructor spends a day teaching and incurs travel cost. The time entry records work date, hours and whether time is billable. The expense records its date, category, amount, receipt link and billable flag. Both point to the cohort, so the program manager can compare logged hours and expense total with the engagement baseline. Trace the change from the source record to the linked cohort and its relevant list. Check the date, owner and amount against the underlying teaching or billing event. Correct the source item when they differ, then check the cohort totals again.

Time and expense entries can affect different parts of the cohort picture. Compare time hours with the delivered session history so duplicated effort is visible during review. For an expense, check category, amount and receipt link before it moves forward. A program manager should inspect the source item when an unexpected expense total appears on the engagement rather than editing the aggregate.

• Instructor Time Entries Awaiting Approval — Submitted instructor hours awaiting a decision.
• Delivery Expenses Awaiting Approval — Submitted travel, meals, lodging or software costs for review.

See cohort setup, session review, milestone billing and tuition collection. Use the data model to trace the exact record links.