How to Keep a Log Book
A log book is a printed or written journal that accounts for a specific activity or set of activities. Pilots and other transportation professionals who travel for work use log books, as do professionals who travel on business and need to keep track of hours spent on specific tasks. This log book is usually the only proof that you have to receive payment for your efforts, so it must be meticulously maintained.
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Instructions
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Create a column for each of these categories: date and times, hours, activity or task description, expenditures, task members and comments. Some log books have these or similar columns or titles already printed.
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List the date and time that the action was completed in the first column. Write the full date in shorthand (12/15/07) and the starting and ending times (10 a.m. to 2 p.m.). If the activity spanned two days, such as a flight that lasted from night to morning, write in the range of dates.
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Calculate the number of hours that you spent working on the activity and place it in the next column.
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Give a short, five- to ten-word description of the activity that was worked on or completed in the third column. An example would be "interviewed potential contractors."
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Account for any items and services that you had to pay for out of pocket while completing each task in the "expenditures" column. Store your receipts in an envelope with your log book to submit this information for reimbursement.
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Include the names of any other colleagues, workers, or individuals who worked on the task with you. This information will be valuable in case the other people can verify your work or need to be paid.
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Write in additional comments regarding the completed task in the last column. Include relevant details that will help the supervisor or reviewer understand why the task was important and billable.
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Make entries to your log book at the end of each day to assure that you are keeping accurate records. Separate your log book entries by month or quarter by skipping a few lines or starting on a new page.
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Present your log book for review each week or month as required. Allow space for the reviewer to leave comments and initial the entries for approval.
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Tips & Warnings
Consider retiring your handwritten log book in favor of an Excel spreadsheet. This will allow you to do automatic summary calculations of your hours. You can also then email your log book to your supervisor or accounts payable department regularly.
