Link Logistics Real Estate outside counsel policy
About this Policy
This Outside Counsel Policy (this “Policy”) governs our relationship with outside counsel, legal advisors, and related providers of legal support and services (collectively, “Legal Service Providers”). Throughout this document Link Logistics Real Estate and its affiliates shall be referred to as “Link”, “we” or “our”, and any law firm retained by Link and any vendor retained in connection with an engagement of a law firm shall be referred to as “Outside Counsel”, “you” and/or “your”.
This Policy is effective upon your commencement of work on any of our matters and replaces all previous guidelines and/or agreements you may have with us. We may reject invoices or withhold payment on portions of invoices that are not compliant with this Policy. Any revisions to this Policy will be effective upon receipt, unless communicated otherwise, and will apply to all matters in process. If you have been asked to provide legal services by somebody outside of our legal department you should immediately send an email notification to email@example.com of your engagement.
We use Thomson Reuters® Legal Tracker (“Legal Tracker”) to streamline the receipt and processing of legal invoices from all Legal Service Providers and to assist with the management of our matters. It is your responsibility to maintain and update a firm profile in Legal Tracker and to designate someone to be your Lead System Administrator (“LSA”) for the purpose of creating users and to assist with carrying out this Policy and to keep that LSA up to date at all times. For purposes of fair notice, we will consider communications to your LSA to be sufficient notice for any Policy changes. Thomson Reuters® provides both live and on-line Legal Tracker training for your users free of charge.
Your LSA should serve as the main point-of-contact for any questions regarding Legal Tracker. If you have questions after you have attended the free training, please contact our designated Tracker Coordinator, whose contact information can be found at the bottom of every Legal Tracker page (“Tracker Coordinator”). Any other questions about this Policy or your engagement should be directed to the Link employee primarily overseeing your engagement (“Lead Company Person”) and/or (if a different person) the lead in-house counsel involved in the matter. You may also contact the Link legal department by email to firstname.lastname@example.org. If you are unable to use Legal Tracker, you must submit a request for approval to email@example.com, and if granted you should read the sections in this Policy regarding billing to apply to paper invoices, all of which should be submitted to firstname.lastname@example.org. For avoidance of doubt, please do not submit any paper invoices if you use Legal Tracker as requested by this Policy.
Helpful Legal Tracker links:
Regular no-cost live company & law firm training sessions
On demand training tutorial videos
Standard of Care
Standard of Care
Link expects all of its Outside Counsel to provide high quality service, be accountable for results, display integrity in all that is done, comply with all applicable laws and professional and ethical standards of conduct, and work with the Link team to achieve the best outcome for Link in each legal matter. Link expects that all members of Outside Counsel’s firm will be knowledgeable about and comply with this Policy.
Conflicts of Interest
Conflicts of Interest
Link expects Outside Counsel to perform a thorough conflicts check prior to beginning work on any Link legal matter. If a conflict is discovered, either through such initial conflicts check or during the course of Outside Counsel’s representation of Link, Outside Counsel must comply with this Policy regarding handling of the conflict.
Link considers it to be a conflict of interest if Outside Counsel is involved in any matter that is adverse to the interests of any “Link Related Party”, which include Link and all of its affiliates, including without limitation Blackstone Inc. (“Blackstone”) and its affiliates (other than any person not known to Outside Counsel, after reasonable inquiry, to be a portfolio company of Blackstone). A nonexclusive list of trade names, affiliates and portfolio companies of Blackstone is included as Exhibit A to assist in your conflicts analysis. Notwithstanding anything herein to the contrary, Outside Counsel may represent other clients or prospective clients with interests directly adverse to Link Related Parties in any business dealings, negotiations and bankruptcy matters (including bankruptcy matters and bankruptcy related litigation where Outside Counsel’s clients are part of creditor groups that have interests that are adverse to those of a creditor group of which a Link Related Party is a part; provided that Outside Counsel will not represent clients in asserting any claims of fraud, breach of fiduciary duty or bad faith against a Link Related Party in any such bankruptcy matters or bankruptcy related litigation) (collectively, “Permitted Matters”), provided that (i) the Permitted Matter is not related to any matter in which Outside Counsel is representing or has represented a Link Related Party, (ii) no confidential information received from a Link Related Party shall be used on behalf of any other client or prospective client of Outside Counsel, (iii) the attorneys at Outside Counsel with primary responsibility for work on Link matters will not work on the Permitted Matter without Link’s consent, and (iv) subject to Outside Counsel’s obligations, Outside Counsel shall give the Link Matter Contact (with a copy to email@example.com) written notice prior to the time Outside Counsel agrees to be retained in connection with the Permitted Matter (items (i) through (iv) collectively, the “Permitted Matter Requirements”).
For the avoidance of doubt, Outside Counsel’s representation of any client or prospective client in any type of litigation, arbitration or other adversarial proceeding against a Link Related Party (other than bankruptcy matters and bankruptcy related litigation that comply with the Permitted Matter Requirements) shall always be considered a conflict of interest that is not a Permitted Matter, and Outside Counsel shall not represent any client or prospective client in any such matter without Link’s prior written consent.
Any request for a conflict waiver, if required because the representation is not a Permitted Matter that satisfied the PAny request for a conflict waiver, if required because the representation is not a Permitted Matter that satisfied the Permitted Matter Requirements, must be in writing to the relevant Link Matter Contact and must, subject to Outside Counsel’s legal obligations: (i) identify the other client or party; (ii) identify the subject matter of the other representation(s); (iii) describe the work to be performed for the other client or party; (iv) describe whether, in Outside Counsel’s best judgment, the substantive nature of the legal issues or outcome of the matter may adversely affect the applicable Link Related Party(ies); and (v) explain why Outside Counsel believes the waiver is appropriate under the existing circumstances.
During Outside Counsel’s representation of Link, Outside Counsel will become privy to a variety of information that is confidential and protected by the attorney-client privilege. This information must remain confidential even if Outside Counsel’s representation of Link ends. Link also expects that Outside Counsel will take all appropriate security measures to assure that any information stored by Outside Counsel in any manner will remain secure and protected from intentional or accidental disclosure. In the course of Outside Counsel’s representation of Link, Outside Counsel may receive communications of a proprietary and/or confidential nature pertaining to internal policies, procedures, strategies and positions of Link or its affiliates. While handling particular matters, members of Outside Counsel may also be provided with records or information pertaining to Link or its affiliates, including information pertaining to the portfolio of real estate managed by Link. Link requires Outside Counsel to maintain the confidentiality of such information, both during and after the course of Outside Counsel’s representation of Link. In particular, Outside Counsel shall limit disclosure of, and access to, Link’s proprietary or confidential information to those members and employees of Outside Counsel who need to have such access to provide the services for which the information has been provided.
Outside Counsel acknowledges that it is aware of U.S. and other securities laws that prohibit trading of securities on the basis of material non-public information and has established policies and procedures to prohibit and aid in preventing such trading.
All inquiries from the media regarding Link matters will be handled by Link. Outside Counsel is prohibited from engaging in any dealings or contact with the media regarding Link matters unless directed to do so by Link. Outside Counsel should also refrain from identifying Link or any of its affiliates as a client or discussing any Link matters, strategy or other information obtained during Outside Counsel’s representation on Outside Counsel’s website, in any trade publications, or during any training or presentations.
Information Technology and Risk Management
Information Technology and Risk Management
To optimize the use of law firm technology on Link matters, Outside Counsel should proactively suggest the use of secure extranets or other web-based tools for document storage, due diligence, and other appropriate activities. Link will not be responsible for any costs associated with the purchase or installation of hardware or software by Outside Counsel.
Link requires that Outside Counsel maintain adequate information security controls to protect confidential records and information related to Link matters from unauthorized access and/or exposure. Outside Counsel should iLink requires that Outside Counsel maintain adequate information security controls to protect confidential records and information related to Link matters from unauthorized access and/or exposure. Outside Counsel should implement best practices related to governance and risk assessment, access rights and controls, data loss prevention, vendor management, training, threat and vulnerability management, security monitoring and incident response. Outside Counsel may be requested to provide information and/or documents to validate policies, procedures and controls related to these activities. Link will not be responsible for any costs associated with the implementation of information risk and security hardware, software, procedures or resources by Outside Counsel for Link matters.
With respect to its employees, Outside Counsel is expected to maintain strong internal control practices and risk-mitigating policies and procedures, which may include background checks, training or other measures as appropriate. Outside Counsel may be required to provide information and/or documents to validate such practices, policies and procedures.
Compliance with Laws and Regulations
Compliance with Laws and Regulations
Outside Counsel agrees to be bound by all anti-corruption regulations, including, without limitation, the Foreign Corrupt Practices Act, the UK Bribery Act, and anti-money laundering regulations and regulations of the Office of Foreign Assets Control. Additionally, Link expects Outside Counsel to be aware of and in compliance with all applicable financial services related regulations.
Outside Counsel must follow all applicable law in force from time to time relating to confidentiality and, in relation to any processing of personal data disclosed to it by Link (or any personal data generated by Outside Counsel on the basis of personal data disclosed to it by Link) (“Relevant Data”), data privacy, including, without limitation, the General Data Protection Regulation (“GDPR”) and the California Consumer Privacy Act. Except as otherwise agreed between Outside Counsel and Link, Outside Counsel and Link agree that Outside Counsel processes such Relevant Data as a separate data controller. Outside Counsel shall: (i) only process the Relevant Data as reasonably necessary to perform its obligations and exercise its rights under the arrangement entered into by Outside Counsel and Link; (ii) give Link such information in relation to that processing as it reasonably requests from time to time to enable Link to comply with its obligations under applicable law; (iii) notify Link in writing if it becomes aware of, or suspects the occurrence of, any personal data breach in relation to applicable law in respect of the Relevant Data; (iv) give Link such information, assistance and co-operation as it reasonably requests to enable it to mitigate any adverse consequences for data subjects of any such personal data breach; (v) notify Link in writing if it receives any communication from a data subjector a data protection authority seeking to exercise rights under, or alleging or proposing to investigate an allegation of breach of, applicable law in relation to the Relevant Data; and (vi) give Link a reasonable opportunity to comment before and in responding to any such communication.
Link expects Outside Counsel to be properly insured for general liability, workers’ compensation, professional liability and for any specialty work that Outside Counsel may perform for or on behalf of Link.
All invoices should be submitted in the Legal Electronic Data Exchange Standard (“LEDES”); specifically, the LEDES 1998B, LEDES BI, LEDES 1998BI v.2, or LEDES XML formats.
If your current billing software does not support LEDES format, you can use the Legal Tracker LEDES Generator to create and post LEDES 1998BI formatted invoices directly in Legal Tracker.
Without prior approval, non-LEDES invoices may be rejected. If you are unable to submit invoices in the LEDES format through your time and billing system or through the Legal Tracker LEDES Generator, or if the LEDES format does not comply with jurisdictional requirements, contact our Tracker Coordinator.
Invoice Submission Timing
All invoices should be submitted on a monthly basis, unless otherwise negotiated as part of an alternative fee arrangement (“AFA”) or as permitted by the Lead Company Person. Invoices should be posted in Legal Tracker no later than 20 days after the end of the month in which the services were performed, or the work on the AFA was completed. The billing period start date should be the first day of the month of service, and the billing period end date should be the last day of the month.
For invoices submitted more than 90 days after the end of the month in which the services were performed except as permitted above, we may apply a 3% per month invoice reduction to account for the additional administrative work caused. Invoices submitted more than 120 days after the end of the month in which the work was completed may be rejected.
Invoices in Advance
Absent prior approval from our Tracker Coordinator, we may reject invoices submitted in advance of performing services. Please contact our Tracker Coordinator prior to submitting invoices in advance of providing services.
Reposting Rejected and Disputed Invoices
We may reject or dispute invoices that are not in compliance with this Policy. Notification of a rejected/disputed invoice will be provided to the person who posted the invoice. Rejected/disputed invoices should be corrected and reposted to Legal Tracker within 15 days of the date of rejection/dispute. For rejected invoices, you should repost a rejected invoice with the same invoice number to Legal Tracker. For disputed invoices, you should make any necessary changes or comments and then repost the same invoice number to Legal Tracker.
Helpful Legal Tracker links:
Posting invoices in Legal Tracker
Re-posting a rejected or disputed invoice
Notifications for rejected and disputed invoices
Time Entry Increments
Time entries should be submitted in 1/10th (.10) hour increments. Rounding up to the half or whole hour may result in a reduction to the line item.
No Block Billing; Detailed Description
We do not accept invoices containing block billing unless otherwise negotiated as part of AFA. Block billing is defined as combining multiple distinct activities in one description of services and not designating the amount of time devoted to each activity OR combining activities related to multiple task codes within one task code. We may reject invoices including block billing descriptions, in whole or in part, for lack of clarity regarding the reasonableness of the hours billed. Each line item should include a detailed and accurate description sufficiently clear to understand the work product associated with individual activity performed. Descriptions such as “Meeting with Jane Doe” are not sufficient.
A single invoice should be submitted for each matter absent an AFA to the contrary. We may reject invoices containing fees and/or expenses for multiple matters. If you are unable to locate the appropriate matter to invoice in Legal Tracker, contact firstname.lastname@example.org or our Tracker Coordinator to request creation of the matter.
Task and Expense Codes
For all invoice formats, individual fee line items should include the standard UTBMS task codes (or any custom task codes we have provided you) required for the specific matter being invoiced. Individual expense line items should include the standard UTBMS expense codes. You can find matter requirements for task codes under the “Matter #s” and “Post Invoices” tabs for billing in Legal Tracker. We may reject or reduce line items for failure to include required task or expense codes.
The Legal Tracker LEDES Generator includes the required task and expense codes and can be used if your time and billing software cannot provide those required.
Helpful Legal Tracker links:
How to access your list of matters
Introduction to UTBMS codes
Standard UTBMS task and expense codes (Click the “UTBMS by Type’ drop-down menu to see more specifics)
TIMEKEEPERS AND TIMEKEEPER RATES
Timekeeper ID Structure
The timekeeper ID structure you use should be consistent from year to year. If your timekeeper ID structure is going to change, you should give us 60 days’ advance notice of any change and submit a new rate sheet with the updated timekeeper IDs for approval. The name for each timekeeper ID should remain the same from invoice to invoice unless the timekeeper has a legal name change.
New Timekeeper Hourly Rate Approval
Default and matter-specific negotiated hourly rates for all new timekeepers should be submitted through a rate sheet in Legal Tracker for review and approval prior to invoicing. We may reject any invoices submitted to Legal Tracker that include unapproved timekeepers or rates, and you may only re-submit the invoice after rate sheet approval of all timekeepers on the invoice. We may reject rate sheets or individual timekeepers if all of the following information are not included:
- Timekeeper name
- Timekeeper ID
- Base rate (your standard hourly rate excluding discounts)
- Effective rate (our negotiated rate including any discounts)
- Timekeeper currency (all timekeeper rates should be approved in the same currency used to invoice a matter; multiple currencies will require multiple timekeeper IDs for each currency)
- Timekeeper postal code
- Timekeeper country
- Timekeeper state/province
- Timekeeper classification
- Timekeeper years of experience
Timekeepers should be billed at the effective rate approved on your rate sheet. You can view approved effective rates in the Billing section of Legal Tracker or by running the pre-configured Timekeeper Rates report in the Report section of Legal Tracker. Unless otherwise approved, we may reject invoices including individual rate discounts as line items or as invoice level adjustments. If you have a special rate discount arrangement with us (e.g. tiered volume discount arrangement) in addition to the discount reflected in your rate sheet, contact our Tracker Coordinator for additional invoicing instructions.
Timekeeper Rate Changes
You should notify our Tracker Coordinator 60 days in advance of your intent to increase rates and request instructions on how to proceed with your rate increase proposal. Rate increases, including step level or promotional increases, will be allowed no more than once per year. Default and matter-specific negotiated hourly timekeeper rate changes should be submitted through a rate sheet in Legal Tracker in the same manner as new timekeepers. Invoices containing increased timekeeper rates that are not approved on a rate sheet may be reduced or rejected.
Timekeeper Staffing Requirements
We consider proper staffing to be one of the most crucial elements leading to the success of a matter. The following outlines our expectations for your management when staffing our matters.
For each matter, the Legal Tracker designated Lead Outside Counsel should communicate a timekeeper staffing plan with our Lead Company Person and receive approval of the plan. For matters requiring budgets, the timekeeper staffing plan should be consistent with the approved budget. The Lead Outside Counsel should monitor and manage the efficiency, effectiveness and quality of the work product provided.
- Expertise and Efficiency
We expect you to staff our matters in a high quality and cost-efficient manner. We expect you to develop and use competent and qualified resources who are familiar with the legal issues in our matters and who have expertise in areas of law associated with our matters. We will not pay for training where it is reasonable that your resources should have the requisite expertise. We expect you to engage as few timekeepers as possible at each level, and minimize turnover of timekeepers on matters, especially at senior levels.
We are deeply committed to diversity, both internally and in our outside counsel hiring practices. We believe that a diverse workplace is better able to serve our needs and produce better results. We expect you to contribute to our efforts by staffing matters with diversity as an important consideration.
- Alternative Legal Service Providers
We expect you to staff matters in a cost-effective manner given the nature of the matter and using appropriate internal and external resources (e.g. alternative legal service providers for document review).
Non-reimbursable Timekeeper Activities
We expect that administrative and clerical activities are “reimbursed” as part of your timekeepers’ hourly rate billings and therefore should not be separately billed. Further, we will not pay for activities that constitute training or that are duplicative in nature. While not an exhaustive list, we may reduce or reject invoices if one or more of the following activities are included:
- Non-legal work
- Secretarial and/or clerical staff
- Docketing and/or calendaring
- Word processing and/or proof-reading
- File creation, including data entry into your case management system
- File maintenance, including copying, updating files, indexing pleadings, retrieving correspondence, creating matter-related sub-files, copying CDs, and general organizing
- Receiving, reviewing and/or distributing mail
- Time for photocopying and/or faxing
- Invoice preparation, including uploading to Legal Tracker
- Time spent preparing, managing and/or entering matter budgets and accruals in Legal Tracker
- Time spent entering matter profile data, status reports, events and/or documents in Legal Tracker
- Time spent educating a replacement timekeeper due to turnover on a matter
- Unnecessary or excessive internal meetings/conferences, internal phone calls, and internal communications
- Unnecessary or excessive attendance of timekeepers at meetings, conferences, depositions, court appearances, trials, etc.
- Update meetings or work schedules of any kind
- Legal research performed on a previous matter or for which your expertise is expected
- Duplicate activities or quality control work between timekeepers
- IT staff time
- Training of summer associates or junior timekeepers
- Summer associates not approved in advance by our Lead Company Person on the matter
EXPENSES AND TRAVEL
Expense Submission Timing
All expenses, including those related to charges from third parties, should be invoiced within 60 days after the month in which the services were provided. The billing period dates should correspond with the month in which the work was completed. We may reduce invoices submitted after these dates consistent with our late invoice policy. Documentation should be provided for all expenses over $100.00.
UTBMS Expense Codes
You should use the E or X UTBMS expense code set when submitting expenses in Legal Tracker. Expenses should be classified under the appropriate UTBMS expense code. Unless otherwise approved in advance of invoicing, you should not submit expenses under E124 or X999.
Some out-of-pocket expenses are either partly or fully of an overhead nature (e.g. monthly subscriptions to research services), or are not effectively reimbursed as pass-through expenses, and should be considered to be part of the overhead component in the hourly fees you charge us. The following are charges of this nature. We may reduce or reject invoices if one or more of the following administrative expenses, or those similar in nature, are charged:
- Word processing
- Online research
- Telephone service
- Delivery/messenger services
- Local travel (defined as travel within 60 miles of your office(s))
- Local meals (non-travel meals)
- Interest and/or late charges
- Bank fees
- Office supplies
- Electronic and/or physical data storage charges
- Bar and/or court admissions
- Continuing legal education seminars
- Court sanctions
Reimbursable Travel Expenses
Reimbursable travel expenses include any reasonable expenses associated with traveling more than 60 miles from your office(s). Meals, mileage, hotel, airfare, and car rental are types of reimbursable expenses. In general, travel expenses should be incurred prudently, balancing the need to be a good steward of travel dollars with the need to be efficient and effective with your time.
Non-reimbursable Travel Expenses
Non-reimbursable travel expenses include any expenses associated with local travel, defined as travel within 60 miles of your office(s). First class and/or business class airfare is a non-reimbursable expense unless previously approved by the Lead Company Person.
Third-party providers are vendors performing legal support services for you as part of your legal services to us. Court reporting services, experts, consultants and local counsel all fall under this type of provider. You should receive approval from the Lead Company Person prior to engaging a third-party provider for services in excess of $1,000. It is our preference that all third-party providers invoice us directly in Legal Tracker where their total annual charges exceed $25,000. Should you pass through charges for services provided by third-party providers in an amount less than $25,000, you must identify the appropriate UTBMS expense code and provide documentation for any invoices over $100, consistent with our expense submission requirements.
ALTERNATIVE FEE ARRANGEMENTS (AFAS)
We encourage you to propose AFAs as the basis for compensation on our matters wherever practical. We believe that properly tailored AFAs help us both focus on the results and outcomes of matters. We believe AFA’s also facilitate your providing effective and efficient representation on matters, reduce non value-add activities and reduce the time to complete your work, and better align our mutual financial interests. When proposing AFAs you should, in partnership with the Lead Company Person on the matter, attempt to keep the billing provisions of the AFA as simple as possible so that monitoring them through Legal Tracker is possible. If you should have any questions about how a particular AFA should be structured so that it can be easily billed through Legal Tracker, please contact our Tracker Coordinator for invoicing guidance.
HOURLY FEE ARRANGEMENTS
Regular Discounted Hourly Rates
Where it is not possible to enter into an AFA on a matter and you must bill on an hourly rate basis, the hourly rates you submit must be net of the discount you provide (e.g. the effective rate on your rate sheet), and you are not to use invoice level adjustments for discounts. We strongly discourage proposals for tiered volume discount arrangements and strongly prefer simple rate discount arrangements which provide for the same discount percentage for all timekeepers across all matters.
In the instance where we have negotiated a tiered volume discount arrangement (discount based on annual spend), contact our Tracker Coordinator for instructions on how to submit your invoices.
Helpful Legal Tracker links:
Adding a budget to matters in Legal Tracker
Budget training tutorial
Alternative Fee Arrangements Overview
INTERNATIONAL INVOICING AND TAX
LEDES 1998BI Format
Invoices containing taxes should be submitted in LEDES 1998BI (international) format to properly account for the tax being charged and to ensure tax tracking compliance. Invoices containing taxes submitted in LEDES 1998B (non-international) format, including those invoices using the expense code E124 for taxes, may be rejected, and you will be asked to re-submit in the proper format. The LEDES Generator in Legal Tracker creates a LEDES 1998BI invoice. If you are unable to generate a LEDES 1998BI invoice, contact our Tracker Coordinator.
Specifying Tax Types
When charging tax, specify the tax type using one of the following Legal Tracker supported tax types: Sales, VAT, HST, GST, PST, QST, or Withholding. Tax designations within your LEDES 1998BI invoice should specify one of these supported tax types. You may need to work with your time and billing software provider to ensure that your invoices are posted with Legal Tracker supported tax types. If your invoice requires a tax type not listed, contact our Tracker Coordinator prior to entering the Other tax type because we may reject invoices when the Other tax type is used. When posting your invoice to a matter, Legal Tracker will specify any required tax types.
Firm Office Profiles
Each individual office profile under your overall firm profile in Legal Tracker should be populated with your appropriate tax identification number for each tax type applicable to the invoices posted from that office. The tax identification number should match the identification number provided in your LEDES 1998BI invoice (field: LAW_FIRM_ID). Failure to populate your office profiles or invoices with a matching tax identification number may result in a rejected invoice.
Client Tax ID
You should correctly populate the tax identification number for the entity you are invoicing in the LEDES 1998BI invoice (field: CLIENT_TAX_ID).
Billed to Entity
You should correctly populate the entity you are invoicing within your LEDES 1998BI invoice (fields: CLIENT_NAME, CLIENT_ADDRESS_1, CLIENT_ADDRESS_2, CLIENT_CITY, CLIENT_STATEorREGION, CLIENT_POSTCODE, CLIENT_COUNTRY). If you choose to use the Legal Tracker LEDES Generator, the correct entity is automatically populated in the invoice header information. The appropriate entity is also referenced at the end of the matter profile.
BUDGETS AND UNBILLED AMOUNTS (ACCRUALS)
When required, you should submit a budget for each matter in Legal Tracker. The Lead Company Person for the matter will determine whether you enter a fiscal year or phased budget. Budgets should be entered by your Lead Outside Counsel assigned to the matter, and budget amounts should not include projected taxes. Prior to the end of our fiscal year, Legal Tracker may provide notification to review the budget on each of your matters. When budgets are required on the matter, Legal Tracker may place a hold on invoices posted to the matter until a budget is received. Your Lead Outside Counsel can assign a delegate to submit budgets in Legal Tracker.
Unbilled Amount Submissions
If required on a matter, unbilled amounts should be submitted in Legal Tracker on a quarterly basis. Unbilled amounts include estimates of all fees, expenses, and taxes you have not previously submitted on an invoice in Legal Tracker, including amounts for prior fiscal years. Unbilled amounts are to be entered for each required individual matter and are due by the deadlines set forth in the Legal Tracker calendar of events. Legal Tracker will provide notifications for matters requiring unbilled amounts and deadlines for submission to your users who have billing and/or firm administration system access. Unbilled amounts may be uploaded in bulk for all required matters. If you have a matter with no unbilled amounts, enter a zero. If you have unbilled amounts for a matter that has not been created in Legal Tracker or discover an error or material update after your input deadline, contact our Tracker Coordinator immediately.
Legal Tracker provides a platform to manage matters in a collaborative way. Sharing key information about our matters in Legal Tracker is essential to our effectively managing our legal matters. While matter management tasks in Legal Tracker are the responsibility of your Lead Outside Counsel assigned to the matter, your Lead Outside Counsel can assign a delegate to provide the information in Legal Tracker.
Helpful Legal Tracker Links:
Assigning delegates for matter management
How to access your list of matters
MATTER PROFILE DATA
Your Lead Outside Counsel may receive notification to enter information for a matter profile in Legal Tracker. Legal Tracker identifies which information you should populate with red asterisk to the left of each required data field on the matter profile screen. If you are required to enter matter profile information, Legal Tracker may place a hold on posting invoices to the matter until the information is provided.
Helpful Legal Tracker links:
How to add information to a matter profile
Our Lead Company Person may choose to require that you submit status reports to your Legal Tracker matters on a monthly or quarterly basis. Status reports should be entered for each separate matter and should be restricted with the appropriate access option. You should also select the material development options, when appropriate. Status reports are due by the deadlines set forth in the budget/status report calendar and notifications provided by Legal Tracker. If you are required to enter status reports, Legal Tracker may place a hold on posting invoices to the matter until the status report is provided.
Legal Tracker is not a replacement for your legal docketing system, however it can be used to notify the Lead Company Person of important upcoming deadlines and/or milestones. Please discuss with your Lead Company Person whether you should use Legal Tracker for tracking dates and events and, if so, specifically what dates and events you are responsible to provide. When adding dates and events to Legal Tracker, you should restrict access to entries to the appropriate setting. If you are requested to track dates and events in Legal Tracker, you should select Yes for email notifications and select the email to be sent immediately,  days in advance of the event, and on the day of the event and include All Company Participants as the recipients to ensure adequate notifications are received.
Legal Tracker can be used as a document repository by uploading documents to your individual matters in Legal Tracker. Please discuss with your Lead Company Person whether you should use Legal Tracker for sharing documents and which type of documents should be uploaded (standard documents, contracts and/or service of process records). If you are requested to upload documents to our matters, you should restrict access to the document to the appropriate setting. When uploading documents, you should also select the Review Requested option if you would like to provide notification to the Lead Company Person. At Link’s request, you are required to promptly provide us with copies of any records pertaining to Link. You must notify us prior to destroying any records pertaining to Link outside commercially reasonable document retention policies you may have.
Helpful Legal Tracker links:
Uploading a document to a matter
Assigning access security
Providing a review requested notification
ADDITIONAL MATTER REQUIREMENTS
Specific Legal Tracker requirements in addition to those outlined here may be imposed when working with us on litigation and/or intellectual property matters. Please contact the Lead Company Person on your matter to determine if there are additional requirements.
OPENING MATTERS IN LEGAL TRACKER
You do not have access to open matters in Legal Tracker. If you have an invoice to post and cannot locate the matter in Legal Tracker, contact the Lead Company Person or our lead in-house counsel involved in the matter. Your Lead Outside Counsel selected for the matter will receive notification when the matter has been opened and then the matter will become visible in the Billing section of Legal Tracker. If you have been asked to begin work on a matter and have not received notification of a matter being opened, please contact the person who authorized you to begin work.
Helpful Legal Tracker links:
New matter notification emails
Unless mutually agreed otherwise, we pay our Legal Service Providers promptly after the invoice is posted in compliance with this Policy. If an invoice is placed on hold for incomplete items in Legal Tracker, the invoice posting date will be the date the items are deemed complete by Legal Tracker. The status of your invoices can be checked directly in Legal Tracker, either in the Billing section or with the Invoices tab within a specific matter. If, after checking Legal Tracker, you have not received payment shortly after the agreed payment term, contact our Tracker Coordinator.
Helpful Legal Tracker links:
Reviewing pending invoices
Tracking invoices that are on hold
LEGAL TRACKER SUPPORT
If you have any questions regarding this Policy, your LSA or designee should contact our Tracker Coordinator or email@example.com. OurTracker Coordinator’s email address is accessible at the bottom of every Legal Tracker page. If you are having technical difficulty generating or posting a LEDES invoice, click the Tracker Support link at bottom of the Legal Tracker screen, or send an email to firstname.lastname@example.org. When contacting the Legal Tracker Support Team, please include a detailed description of the help you would like and, when possible, also include screen shots that may assist the Support Team in responding to your inquiry. If you would like a member of the Legal Tracker Support Team to contact you, you may request a callback in your email.