Tracking time accurately is key to staying compliant with Department of Labor (DOL) standards and ensuring apprentice hours count toward Inflation Reduction Act (IRA) projects. In Apprentix, you have three flexible ways to enter apprentice hours:
Allocations: The smartest way to split hours across classroom and OJT activities
Bulk Actions: Manually log time by apprentice, course, or competency
Import Tool: Upload hours in bulk from external systems
Each method keeps you aligned with payroll and audit requirements.
Why Time Tracking Matters
Apprenticeships require both on-the-job training (OJT) and classroom learning. To stay compliant:
Required totals: 2,000 OJT hours + 144 classroom hours
Weekly guideline: ~37 hours OJT + ~3 hours classroom
Audits: Logged hours must match payroll totals, even if allocations vary
📌 Pro tip: If an apprentice doesn’t work during a payroll period, log a 0-hour entry to avoid compliance flags.
Option 1: Use Allocations (Recommended)
The Allocations tool makes it simple to log total hours and automatically split them between classroom and OJT activities.
Steps:
Go to Performance Tools > Time Tracking.
Click Actions > Allocations.
Select the payroll period (e.g., Oct 24–31).
Enter the total hours worked for each apprentice.
Use the allocation slider to split time:
Default: 3 hours classroom / 37 hours OJT
Adjust based on actuals (e.g., 35% classroom if needed)
Choose a split method:
Even Split: Divides time equally across all courses and competencies
Proportional Split: Distributes based on each item’s required hours
Click Apply Split to distribute time.
Make edits as needed → Click Save All Allocations.
Approve entries in the Pending tab.
🎥 Watch the full Allocations walkthrough
See how to easily allocate hours using smart defaults and flexible controls.
Option 2: Track Time via Bulk Actions
Bulk Actions allow you to manually log time for one apprentice or a group—by apprentice, course, or competency.
Steps:
Go to Performance Tools > Time Tracking.
Click Actions > Bulk Entry.
Choose how to enter time:
By Apprentice: Log course or competency time for one apprentice.
By Course: Log time for multiple apprentices in a single course.
By Competency: Log time for multiple apprentices on a single skill/task.
Select the date and enter hours.
In the Notes field, add:
Matches payroll 10/24–10/31(important for audits)Submit. Entries go to the Pending tab for review and approval.
Approve in bulk from the Pending tab.
✅ Note: You can’t log both courses and competencies at the same time in Bulk Actions. For that, use Allocations.
🎥 Watch the Bulk Actions walkthrough
Log time in bulk for individuals or groups—fast and flexible.
Option 3: Import Time Using a Template
If you're tracking hours in another system (e.g., payroll or external time tracking), use the Import tool to upload time in bulk.
Steps:
Go to Performance Tools > Time Tracking.
Click Actions > Import.
Download the provided CSV template.
Fill out the required fields:
Apprentice email
Start and end dates for the payroll period
Activity type (Course or Competency)
Time logged for each item
Don’t edit the first row (column headers must remain intact).
Save the file as a
.CSV.Upload and click Import.
Review and approve entries in the Pending tab.
⚠️ Heads up: If you enter an apprentice email that isn’t in the system, that record won’t import.
🎥 Watch the Import walkthrough
Quickly upload hours from external systems using a simple template.
Best Practices for Compliance
Stay aligned with payroll: Hours logged must match payroll totals.
Use recommended splits: The 3/37 ratio keeps you aligned with DOL guidelines.
Track weekly or biweekly: Keep entries tied to payroll cycles.
Always use Notes: Add payroll period (e.g.,
Matches payroll 11/01–11/07) to every entry.Approve on time: Entries stay in Pending until approved.
FAQs
Q: Which time tracking method should I use?
A: Use Allocations if you’re logging full-week time for each apprentice. Use Bulk Actions for quick updates, and Import if you're transferring from another system.
Q: Can I change allocations after I submit them?
A: Yes, you can edit entries in the Pending tab before final approval.
Q: What if I forget to track time?
A: Just go back and enter it retroactively—but be sure to match the correct payroll period in the Notes.
Related Guides
Tech Training for Admins – Set up apprentices, track hours, and manage compliance
Apprentice Wage Schedules – Understand wage progression and DOL rules
When Apprentice Hours Don’t Count – Avoid common mistakes that disqualify hours
✅ Whether you use Allocations, Bulk Actions, or Import, you’ll save time, reduce errors, and stay fully compliant.