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Employee Leave Management

Leave Management Types

Earned Leave - Leave hours are earned based on the number of hours worked on the employee timesheet.

Accrued Leave - Leave hours are accrued based on the employee's hire date. Accrual options are weekly, bi-weekly, semi-monthly and monthly.

Employee Leave Management Benefits

  • Provide leave balance detail on employee timesheet.
  • System-managed carry-over values from year to year.
  • System managed ceiling for each type of leave

Employee Leave Management Features

  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached.
  • System will reset balance to “carry-over” value each year.
  • Balance will reflect manual adjustments (if any).

DCAA Compliant Timekeeping Software

DCAA Compliant Timekeeping Software

Advice from the experts

Everything needs to be tracked

Time spent on overhead tasks, bid and proposals, training, leave (paid or unpaid) and yes, even uncompensated time

Timekeeping isn't just for hourly employees

All time worked should be tracked. Both salaried and hourly employees

Correction timesheets are okay

Budgets change, mistakes are made, people forget.. that's why a documented correction process is imperative.

Audit trails are the key

With the internet, all things are possible. Anywhere. Anytime. A detailed audit trail captures it all. The time, the place as well as the details.

Just saying it doesn't make it true

Any software can claim to be DCAA compliant but we don't just say it. We guarantee it. Our experts of 20+ years will make sure!

Having been in the industry for over 25 years, there are a number of key topics that continue to come up when talking with a customer about DCAA compliant time tracking software.  One common theme I hear time and time again is  centered around managing correction timesheets and enabling someone other than an employee to update a timesheet. There are many sources on the web and an unlimited number of resources that are waiting and willing to charge you for FAR training.  Go ahead, do a little "google research" or just ask one of our many referral partners.

Additional Resources

Measure Costs Right: Make the Right Decisions

How To Calculate And Track Overhead Costs

How do I Calculate Overhead Costs?

Federal Acquisition Regulation Full Download

Federal Timekeeping Policies for Government Contractors (chron.com)

Record-keeping Requirements under the Fair Labor Standards Act

Top 5 Advantages of Using A QuickBooks Cloud Hosting Service Provider

QuickBooks cloud hosting services make sense for a small business today

INDUSTRY ACCEPTED PRACTICE 

The practice of accessing your company QuickBooks data file using a 3rd party service has finally been accepted as an alternative to the costly expense of building and maintaining IT infrastructure.  “Hosting” QuickBooks desktop means that a hosting service installs and manages the QuickBooks software and the company data files on their own cloud-based servers.  With a cloud/hosted solution, you gain access to your company file from any PC, Mac, iPad, or mobile device 24/7 by simultaneous users.

REMOTE ACCESS

As your business grows, more users will likely need access to the company QuickBooks data. Businesses with multiple locations or a mobile workforce find that centralized access to data allows users to function as though they were all in the same office. Being able to run the QuickBooks software and access company file via the Internet allows users to work in a single company file no matter where they may be working from.

ELIMINATES IT COSTS

By choosing the hosted/cloud option, you don’t incur any upfront hardware or software costs (other than the cost of QuickBooks). Instead, you pay the hosting company a monthly fee per user to take care of things for you. Most providers will manage the data, software updates, upgrades, and equipment, as well as provide first level technical support their clients.

BETTER USER EXPERIENCE

Users experience more efficient and effective collaboration with simultaneous access available to multiple users.  Accounting professionals can work on client files seamlessly sharing data with the client even as the client may be working in the system.

SAFE & SECURE

Cloud/hosting service providers follow stringent security measures to ensure full safety for your QuickBooks data file. Most data centers provide 24/7 security and extreme care in disaster planning such as fire detection, backups, diesel generators and biometric security.

And of course...Hour Timesheet works great on your desktop or in the cloud. Come try our simple QuickBooks 1-click data sync today.

Top Providers:

Right Networks,
Swizznet,
Infinitely Virtual

$3/user with NO setup Fees, NO support fees and NO contract.

Start your 30-day free trail now.

Why Your Organization Needs Online Timekeeping Software

Why Your Organization Needs Online Timekeeping Software

Managing employee timekeeping software can be huge headache for any company

But... it doesn’t have to be. A good solution such as Hour Timesheet can eliminate the frustrations that accompany timekeeping by automating the processes associated to payroll and billing. Most businesses already use an automated payroll service, but many are slow to navigate to automated time card solutions.

Below are the top advantages of switching to an automated timekeeping solution.

Saves time

The most basic benefit to your business is that less time will be spent, both by employees and your accounting staff, tracking, recording and processing time spent working each day. Some businesses have reported cutting their time calculating payroll each month by up to 70 after implementing employee time tracking software%.

Makes your business scale-able

Manual time entry may work, in some respects, for your business now. If you expect your business to grow, you’ll want a system that can grow with you as you hire more employees and have more information to track and enter into payroll.

It’s the law

State and federal labor laws, such as the Fair Labor Standards Act, regulates things like overtime pay and record keeping, both of which can be problematic with the wrong solution. Employers are required to accurately record the hours worked by nonexempt employees and to pay them for all time worked. These requirements appear straightforward. In practice, however, capturing the time worked by employees can be difficult, making accurate payment of wages a challenge. Using an online solution such as Hour Timesheet helps your organization stay within the law.

Reduces errors

Every company has had issues at one time or another when it comes to employees not receiving the proper amount of pay. Wage and hour lawsuits, particularly those claiming that employees were not compensated for all hours worked, are one of the most common types of lawsuits brought by employees against employers. With Hour Timesheet, employees submit each timesheet which includes a detailed audit trail of all timesheet activity.

Increases profits

The bottom line for any business is to be profitable, and businesses are constantly looking for a way to cut costs and increase profits. When they have an automated employee timekeeping software solution, they are better able to understand the company workflow, and see where there are any problems that need to be addressed.

Promotes employee/manager communication 

Many employees get nervous when they hear their company is going to implement a policy of tracking of hourly time using an online timekeeping software solution. They hear the word “tracking”, and automatically feel as if they are being constantly watched. Employers need to make sure that their employees realize the reasons for having time timekeeping software. It is about payroll issues, client billing, and cutting expenses. These are things they can understand.

Increases visibility

The right timekeeping software solution has the capability to help employees to better capture their time spent on various projects, while giving managers visibility into the employee’s work day as well as estimating projects and overall project management. In addition, companies who hire contractors or have a remote workforce can keep costs down while ensuring accountability. Business owners and managers can see the overall picture of time spent on a project, which can help them re-prioritize or streamline processes, or pull additional resources to a project that needs more attention.

Happier Employees

Automated timekeeping software makes employees happier because a good solution guarantees timely and accurate pay. Employees gain secure access to their personal data, hours worked, and historical data in real time on a supported time clock, on a mobile app or on the web. This makes it easier for employees to access information without having to go through the human resources or accounting department. Employees feel empowered when they have access to their own information, and that level of empowerment can lead to increased satisfaction on the job.

Additional Resources

QuickBooks Desktop App Listing

QuickBooks Online App Listing

iOS App Store Listing (Apple Devices)

Android App Store Listing

QuickBooks Timesheet Integration

Why Use Hour Timesheet instead of the QuickBooks Timesheet feature?

Detailed audit trail of all timesheet entries - Hour Timesheet contains an activity log that tracks the username, IP address and a time and date stamp of all entries made to the timesheet. The QuickBooks timesheet feature does not.

Multiple supervisor signatures - Hour Timesheet allows for multiple manager signatures to any employee timesheet. Employees in a cross functional (matrix) organization can have each manager approve the timesheet. The QuickBooks timesheet feature does not.

Authorized charges - Hour Timesheet includes the ability to limit employees to only see charge codes they are authorized to charge to. Limiting what the employee can see on the timesheet eliminates the possibility of employees charging to wrong codes. The QuickBooks timesheet feature does not.

Reason required - employees who don't enter time daily can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing a previously entered data on a timesheet The QuickBooks timesheet feature does not.

Correction timesheet process - Hour Timesheet includes a correction timesheet process providing alerts (emails) to supervisors and site admins when correction timesheets are created. The QuickBooks timesheet feature does not.

Visit our listing in the Intuit Marketplace

Data Integration with QuickBooks Timesheet

With a click of a button Hour Timesheet syncs all of your QuickBooks Timesheet data to/from QuickBooks. Enter new employees, job codes, service items and class list in QuickBooks and use the sync tool to populate the same data into Hour Timesheet. Once time cards are submitted and approved by supervisors, all employee time data is populated back into QuickBooks Timesheet entries.

Question? What kind of data does the Web Connector sync with Hour Timesheet?

Answer: Employee List, Vendors (1099's), Customers & Jobs, Payroll Items, Service Items, Classes

Enter data ONCE in QuickBooks. Use the import tool inside Hour Timesheet to populate your site.  The import tool can be used to update your data ANYTIME you add new data to QuickBooks.

After timesheets are completed, Hour Timesheet will import the data back into your company QuickBooks file by using the import tool as an admin from within Hour Timesheet.

Question: What does Hour Timesheet Send to QuickBooks?

Answer: The Timesheet Export process will populate the weekly time cards in your company QuickBooks file with the following data.

Employee Name, Date of Entry, Hours by Day/date, Customer, Job, Service Item, Class, and Payroll Item charged to on timesheet.

$3/user with NO setup Fees, NO support fees and NO contract.

Start your 30-day free trail now.

DCAA Approved Timekeeping System

Is Your Company Ready?

Most likely, your answer to this question is, “I don’t know”. It's often the case that a company thinks maybe they could be ready for a DCAA audit, but has little confidence that they would pass. On the other end of the spectrum, are you a company who thinks you're definitely ready for DCAA because you have an expensive or robust accounting and/or timekeeping system?

Unfortunately, if you never had DCAA in your office before, then you probably are not ready, regardless of your systems.

Contrary to what you may have heard, you cannot “buy” a DCAA-approved accounting system. No accounting or timekeeping system has ever, or will ever, receive DCAA’s stamp of approval. As a government agency, they will not endorse a product in that manner. In addition, DCAA never “approves” your systems anyway. Instead, they test your end to end system, policies and procedures and determine if it is “adequate”. In a nutshell, they want to make sure that you walk the talk and you do it according to regulation.

How can you prepare for an Audit?

Test yourself

Internal audits (or as we call them “mock audits”) are an ideal way for you to determine where your gaps are and correct those gaps. They are also great to get you ready for an audit as practice. Having an outside party review your accounting system, timekeeping system, chart of accounts, policies and procedures, then test you on those, is the only way to ensure you are ready. Without such a test, you are walking into the battlefield blind. -  Arrowhead Solutions, LLC,

Read similar post about DCAA Compliant Timekeeping Practices

DCAA Compliant Timekeeping Key Requirements

Advice from the Experts

Tired of Deltek Timesheets?

For more information becoming a referral partner, visit our partner or visit us in the QuickBooks marketplace listing.

Referral Partner Listing

DCAA Assist

Arrowhead Solutions

Edward Moore

Gov-Con Solutions

ReliAscent

DCAA Compliant Timekeeping Checklist

Key requirements for compliant timekeeping systems

Best practices

Timekeeping continues to be a hot item for government contract regulators including DCAA Compliance. Adequate timekeeping practices are crucial to successfully securing or maintaining a government contract accounting system. Often deficient timekeeping is the reason for failing a DCAA  audits.

The timekeeping system or procedures must be documented in a timekeeping policy or procedure provided to all employees.

All of the key elements of an adequate time keeping system must be addressed.

Every employee must record their time daily.

Recording time in advance or days after the fact such as at the end of the week is not acceptable.

All time must be charged

Time must be charged by day and by project and/or indirect accounts.

Employees must record all indirect time.

Hours not identifiable to a given project must be charged to a proper indirect cost account.

All employee leave time must be recorded.

Employees must record all vacation, sick, holiday and other leave time to the proper accounts.

Job codes that appear in the system should be initiated by finance or the system administrator.

Job codes must be provided to employees authorized to work on a given project.

Under no circumstance may personnel work on one project and record time to a different project.

Under no circumstance may personnel work on indirect tasks and record time as direct costs to a project or vice versa.

Corrections are approved by the employee’s supervisor.

Under unusual circumstances where the employee cannot make the changes to timesheet, the accountant or administrator may make such changes with the employee’s consent.

All employee time must be signed by the employee.

All employee time must be approved by the employee’s supervisor.

All employees should be provided at least documented time keeping training awareness.

Periodic monitoring of compliance with time keeping requirements should be conducted by audit or floor checks.

Time sheets and all corrections must be maintained for a period of at least 2 years.

However, project records under a government contract must be maintained for audit purposes for a period of three years after final payment. The requirements for record retention are contained in FAR Subpart 4.7.

Check out more about DCAA Compliant Timekeeping @ Edward D. Moore, CPA dcaaConsulting LLC

Hour Timesheet Partner Listing

DCAA Assist

Arrowhead Solutions

Edward Moore

Gov-Con Solutions

ReliAscent

Read similar post about DCAA Compliant Timekeeping Practices

DCAA Compliant Timekeeping Key Requirements

Advice from the Experts

Tired of Deltek Timesheets?

Employee Timekeeping Software for Small Businesses

Employee Timekeeping Software Top 5 Advice Tips

Get it Right the First Time

  1. Make sure your employee handbook includes a section on employee time tracking. Highlight honesty and various examples of timekeeping fraud. Include definitions of work time and expectations from business owners
  2. Train your managers. Hold training sessions on laws and regulations pertaining to FLSA & employee overtime policies. Also train users how how to use your company's time tracking software and mobile app.
  3. Make everyone accountable. Require 2 sets of signatures on each time card. Both employees and managers need to sign each timesheet.
  4. Schedule internal timesheet audits Communicate objectives for supervisors who manage employees and need to approve time cards, as well as the definition of total hours and employee time tracking expectations.
  5. Require employees to sign-off on any updates made by management.. All timesheets edits should be acknowledged by the employee. This can include employees using the web based time card app, the mobile time tracking app or users on the time clock.

HTS Advice

DCAA Timekeeping Requirements

We've got you covered | Simple Employee real time tracking by Hour Timesheet

  1. Authorized Charge Codes - employee timesheets only display codes assigned by management.
  2. Reason Required - System requires employees to enter a reason for late timesheet entries.
  3. Timesheet Audit Trail - All timesheets keep track of employee timesheet entries and edits. The detailed audit trail that captures every change made to a timesheet.
  4. Daily email reminders- send reminders to those employees who forget to enter time daily or weekly.
  5. Correction Timesheets- After you run payroll there are possibilities that timesheet data might need to change. Hour Timesheet includes a detailed and auditable record of all revised/corrected timesheets.
Additional Resources

Federal Acquisition Regulation Full Download

Federal Timekeeping Policies for Government Contractors (chron.com)

Record-keeping Requirements under the Fair Labor Standards Act

Measure Costs Right: Make the Right Decisions

How To Calculate And Track Overhead Costs

How do I Calculate Overhead Costs?