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Topics: Cost Management
Should internal meetings related to a project fall under hours billable to the project/customer?
In a recent discussion the topic of billable project hours came up.

On one side, the stance is that these hours should fall under an 'admin' ticket and not be charged to the project or customer.

On the other side, if these meetings are specifically for that project (internal kickoff, Internal collaboration, etc) they should be charged to the project.
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It depends.

If I am dedicated full time to a project, and have to sit through an hour long program review meeting where my project is only 5 minutes on the agenda, then I am in that meeting exclusively to represent the project and the hours are billable, despite the inefficiencies in the review process containing a lot of stuff irrelevant to my project.

If in addition to being a PM supporting my own project my role also involves reviewing the work of other project teams to provide my own insight as a SME, then that work is not directly related to the project and are not billable. Only the time spent on my own project review would count.
Since they are related to the project, yes.
Thomas -

What does the contract say?

If it doesn't have any exclusions for such meetings, then I'd say it is fair game if the project is being charged on a time & materials or cost plus basis.

Kiron
Kiron

yes - thats what I meant,

Have not seen a contract clause about chargability of project related meetings yet.
If it would be there I would doubt a trustful relationship.
Each time related to project must be charged. Important thing, and something I did not see more often, is to plan it.
It depends. However, most of the time, yes.
Yes. If you are required to attend the meeting whether to share your project status or comment on other people's projects, your time and effort to participate in the meeting is billable. There is labor involved.
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1 reply by Keith Novak
Sep 24, 2022 1:37 PM
Keith Novak
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That is unlikely to pass an audit. Labor is involved in required overhead as well. It is a different color of money however.
Sep 23, 2022 12:07 PM
Replying to arlene trimble
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Yes. If you are required to attend the meeting whether to share your project status or comment on other people's projects, your time and effort to participate in the meeting is billable. There is labor involved.
That is unlikely to pass an audit. Labor is involved in required overhead as well. It is a different color of money however.

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