Project Codes and Rates

A project code maps a project, and optionally a task, to a billing treatment. It records the code, name, project, task, client code, whether it is billable, a category (Delivery, Discovery, Support, Internal, Admin, Training, biz dev or Travel), an optional rate and currency, effective dates, an active flag and an owner. Categories drive approval routing and reporting.

Rates are resolved when an approved sheet goes to billing. A billable rate override for that person and project wins first. Otherwise the project code’s rate applies, and otherwise the person’s default bill rate. Overrides are effective-dated, carry a currency and record who approved them.

• Codes owned by project managers. Each code names its owner, who keeps it current and approves time against it.
• Effective dates. Codes and overrides have start and end dates, so a rate change applies from the right day.
• One rate rule. Override, then code, then person’s default, every time.

Load the codes in use today and retire anything stale. Agree the category for each and whether it is billable. List negotiated rates by client and person as overrides, with who approved them. Agree who may create codes and who may set overrides.

A client negotiates a senior architect’s rate down to $210 an hour on one project from 1 March. The Controller records an override for that person and project code, effective 1 March, approved by the account lead. The project code’s own rate stays $240 for everyone else.

The architect’s sheet for the first week of March is approved. When it goes to billing, his hours on that code are priced at $210 from the override, while a colleague’s hours on the same code are priced at $240 from the code. A week in February would still use $240, because the override starts in March.

• Active Project Codes — Codes in use with project, task, client, category, billable flag and owner.
• Billable Rate Overrides — Active overrides by person and project code with rate, currency, dates and approver.

• Time entry to payroll export: See where rates are applied.
• Timesheet approval routing: How code categories drive routing.

Map your codes and rates before import.