Tracking time on behalf of apprentices is one of the most important tasks for staying compliant with Department of Labor (DOL) requirements and ensuring apprentice hours count toward Inflation Reduction Act (IRA) projects.
This guide explains how Admins can enter apprentice hours using bulk actions or the import feature, how to allocate time properly, and key best practices to remain audit-ready.
Why Tracking Matters
Apprenticeship programs require both on-the-job training (OJT) and classroom hours. To remain compliant:
Minimum program requirements: 2,000 OJT hours + 144 classroom hours
Typical weekly allocation: ~37 hours OJT + ~3 hours classroom
Audit clarity: Hours must match payroll totals, though allocations across courses/competencies are flexible
📌 Tip: If an apprentice does not work in a payroll period, enter a zero-hour entry to avoid compliance flags.
Option 1: Bulk Actions
The Bulk Actions feature lets Admins quickly log time by apprentice, course, or competency.
Steps:
Go to Manage Portal > Performance Tools > Time Tracking.
Click Bulk Actions.
Select your input method:
By Apprentice – Select one apprentice and enter all their hours by course or competency.
By Course – Select one course and enter hours for multiple apprentices at once.
By Competency – Select one competency and enter hours for multiple apprentices at once.
Enter the hours worked.
In the Notes field, add:
Matches payroll MM/DD – MM/DD(this is critical for audit clarity).Submit → Hours move to the Pending tab until approved by an Admin or Manager.
Option 2: Import Time
The Import feature is part of the Admin Suite and allows Admins to upload time entries in bulk using templates.
Steps:
Go to Manage Portal > Performance Tools > Time Tracking.
Click Import.
Select the activity type (Course or Competency).
Download the provided CSV template.
Complete the template (all fields are required except Notes).
Do not modify the first row — required fields must remain intact.
Save the file as a
.CSV.Upload the file and click Import.
Records will load — large files may take longer.
Verify all records successfully imported.
Best Practices for Compliance
Stay aligned with payroll: The total weekly apprentice hours must equal payroll hours.
Allocate broadly: You don’t need exact precision at the task level. For example, 3 hours classroom + 37 OJT is sufficient.
Track consistently: Enter hours weekly or biweekly, tied to payroll cycles.
Use Notes for auditors: Always add the payroll period to the Notes field (e.g., Matches payroll 08/01–08/07).
Approve entries: Hours stay in the Pending tab until approved. Be sure to review and approve them promptly.
Related Resources
Tech Training for Admins – Full guide for Admins to set up apprentices, track hours, and maintain compliance
How to Determine the Apprentice’s Wage Schedule – Ensure wages align with DOL-approved progression schedules
When Apprentice Hours Don’t Count – Learn common mistakes that can invalidate apprentice hours
✅ By using bulk actions or imports in Apprentix, you’ll save time, reduce manual entry errors, and keep your program fully compliant.