Billing Tip- Use of Multiple Personnel
Reductions come in many shapes and forms. This item happens regularly, is very annoying but very
common when invoices are processed electronically (not just insurance cases either).
Reductions in billable time entries due to “Use of Multiple Personnel” without prior consultation and
approval CAN be avoided. Specifically, many clients require prior consultation and approval prior to
the attendance of more than one attorney at trials, mediations, depositions, arbitrations, hearings,
meetings, etc. This includes the attendance of paralegals as directed by their supervising attorneys.
The prior consultation and approval can be obtained by email or telephone call. Regardless of how
the approval is obtained, it must be noted in the billing entry next to the task description along with
the date of the approval and the name and position of the individual granting the approval.
Approval can come in 2 forms from the approver; approval for a specific event such as a deposition
or approval for many events such as regular status meetings with the attorney team. If you are
working on a case with another attorney, ask the lead attorney if approval has been granted for
multiple personnel.
Here’s a sample email request prior to a consultation meeting:
“I am scheduled to meet with the client owner and driver in Austin, Texas, on February 17, 2020. The
client owner has indicated there are voluminous documents potentially responsive to written
discovery requests. Approval is requested for Ann Smith, my paralegal, to accompany me to Austin
on February 17, 2020. This will allow me to meet with the client owner and driver to discuss the facts
of the incident in detail while Mr. Settles focuses on obtaining documents responsive to written
discovery requests. I am available to discuss if you have any questions.”
Sample approval:
“As requested, Ms. Smith is approved to accompany you to Austin on February 17, 2024. David
Hernandez, Sr. Claims Examiner.”
Sample billing entries:
1.“Travel from San Antonio, Texas, to Austin, Texas, for meeting with Jana Thompson, Director
of Human Resources, ABC Trucking Company. [Note: This task was approved by David Hernandez, Sr.
Claims Examiner, on February 14, 2020.] L110 A112 (1.50)”
2.“Meeting with Jana Thompson, Director of Human Resources, ABC Trucking Company, to
review and discuss documents responsive to Plaintiff’s First Request for Production. [Note: This task
was approved by David Hernandez, Sr. Claims Examiner, on February 14, 2024.] L110 A109 (2.50)”
3.“Travel from Austin, Texas, to San Antonio, Texas, following meeting with Jana Thompson,
Director of Human Resources, ABC Trucking Company. [Note: This task was approved by David
Hernandez, Sr. Claims Examiner, on February 14, 2024.] L110 A112 (1.50)”
As the Attorney’s attendance most likely did not require prior approval, the approval note at the end
of his or her time entry is not necessary.
If the client is not consulted and approval is not obtained prior to the event, you can expect the time
billed to be lost. Please pay close attention to applicable client guidelines. Accounting reviews total
deductions of billable time entries often and without prior approval, only the assigned attorney’s
time will be accepted.
NOTE: If you have approval but the time entry doesn’t indicate this, during the appeal process, we
can identify the approval and attach the approvers’ email. However, this delays payment by a
minimum of 60 days.