Keep time in any format you prefer. When the case is done, upload to PanelTime™ and convert your records to an eVoucher-ready file automatically. Free templates for CJA-20 and CJA-21.
CJA timekeeping has one non-negotiable rule: record time contemporaneously. Entries reconstructed at the end of a case from memory are a known red flag for reviewing judges and are frequently cut. The discipline is to record each task when it happens — or at minimum at the end of each day.
Every entry needs three things: a date, a specific description of the work performed, and the time spent in tenths of an hour (0.1 = 6 minutes). The description is the most important part. "Legal research" is vague and vulnerable to reduction. "Researched circuit precedent on ineffective assistance claims for motion" is specific and defensible. "Telephone call with client" is weaker than "telephone conference with client re: plea offer, advised on sentencing exposure and collateral consequences." The more specific the description, the stronger the voucher.
Expenses — mileage, parking, copies, court fees, travel — should be recorded separately from time, though PanelTime™ will separate them automatically even if they're mixed into the same document.
Strong entries
Be specific about the task
"Reviewed 400-page discovery production, identified Brady material, prepared summary for client" is far stronger than "reviewed discovery." Describe what you actually did and why it took the time it did.
Common cuts
Vague entries get reduced
"Research," "case work," "misc," and "preparation" are routinely cut. A judge cannot evaluate what you did or whether the time was reasonable without a description that says specifically what you did.
Record keeping
Record contemporaneously
Time reconstructed at the end of a case from memory is legally permissible but practically vulnerable. Reviewing judges can tell. Record at the end of each day at minimum — ideally as you work.
Expenses
Track mileage from day one
Note mileage and parking for every courthouse, jail, and client visit. Expenses are easy to forget and impossible to reconstruct accurately. A running note on your phone is sufficient — PanelTime™ pulls them out automatically.
Designed for CJA panel attorneys. Fill by hand or type, then upload to PanelTime™ to convert.
How should CJA panel attorneys keep time records?
CJA panel attorneys should record time contemporaneously — meaning as the work happens, not reconstructed later. Each entry needs a date, a specific description of the work performed, and the time spent in tenths of an hour. Vague entries like "legal research" or "case work" are commonly cut by reviewing judges; entries like "researched Fourth Amendment suppression standards for motion" are much stronger.
What format should CJA timesheets be in?
There is no required format. CJA panel attorneys can use handwritten notes, Word documents, Excel spreadsheets, Google Docs, or any other format as long as each entry has a date, a description of work performed, and the hours spent. PanelTime™ accepts all of these formats and converts them to eVoucher automatically.
How do I convert my CJA time records to eVoucher?
Upload your timesheet to PanelTime™. The AI reads your entries, assigns the correct eVoucher service codes, separates expenses, and produces a CSV file you import directly into the national eVoucher platform. The free Chrome extension fills the expenses tab with one click.
What is the difference between CJA-20 and CJA-21 timekeeping?
CJA-20 vouchers are for panel attorneys representing defendants. CJA-21 vouchers are for service providers — investigators, interpreters, experts, and similar — billing for services rendered in a CJA case. For CJA-21 timekeeping, include your hourly rate on the timesheet (e.g., "RATE = $85") and PanelTime™ calculates total compensation automatically.
Do I need special software to keep CJA time records?
No special software is required. Use whatever you already use — a notepad, Word, Excel, or your phone's notes app. The only requirement is that each entry has a date, a description of the work, and the time spent. PanelTime™ converts any format to eVoucher automatically when you're ready to submit.