Harvest Best Practices

Why It's Important

• Harvest collects all of our billing information, time, and expenses
• We need accurate, timely, and consistent information to ensure our bills are correct and go out on time, and will be paid on time

Expense Process

• Expense > Harvest (due Monday 12 PM CST) > Sage Intacct > Invoice > Client > $

Harvest: Deadlines

• Monday 12 PM CST for the prior week, Monday-Sunday
• All of your expenses must be submitted before the 1st of every month, even if the 1st comes before the Monday deadline. Submit the prior month's expense report and start a fresh one for the new month
• If you miss the deadline, email CS-Accounting - ASAP on Monday and let them know. Do not enter late time or expenses after the Monday deadline!

Harvest Time Entry & Audit Schedule

• Monday at 12:00 PM CST: First pass time entry for the previous week
• Tuesday at 3:00 PM CST: Deadline for time edits
  • Harvest time will be locked for import into the billing system at 4:00 PM CST.

Holiday Schedule

If Monday is a Holiday, the Harvest Time Entry & Audit Schedule will adjust as follows:

• Tuesday at 12:00 PM CST: First pass time entry for the previous week
• Wednesday at 3:00 PM CST: Deadline for time edits
  • Harvest time will be locked for import into the billing system at 4:00 PM CST.

End-of-Month Schedule

The deadlines for the end of the month (EOM) will depend on which day of the week the EOM falls. Example - The last day of the month is on a Tuesday

• Wednesday at 12:00 PM CST: First pass time entry for EOM time
• Thursday at 11:00 AM CST: Deadline for time edits
  • Harvest time will be locked for import into the billing system at 4:00 PM CST.

Harvest: Expenses

• Any expense you pay in cash or using a non-IMS credit card be sure to select the category Out of Pocket
• For mileage select Reimbursable Mileage
• Detailed descriptions are needed for invoice and IRS purposes - when submitting a receipt via Harvest or ap@imslegal.com be sure to tell us the who, what, where, why, and when of the expense

E-Receipts

• If you receive a receipt via email, you will forward the email to receipts@imslegal.com with ALL billing information
  • Job number, name, and job phase
  • Billable or non-billable
  • Business reason
  • State purchases