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Why Your Organization Needs Online Timekeeping Software

Why Your Organization Needs Cloud-based 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 time tracking system that can grow with you as you hire more employees and have more information to track and automatically sync with your payroll software.

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 communication

Many employees get nervous when they hear their company is going to implement a policy of track time and work progress 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, tracking projects and tasks, 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 work hours online against 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 hassle free 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 each entry made to the employee time card. The QuickBooks Online time card feature does not.

Multiple supervisor signatures. Hour Timesheet allows for more than one supervisor to sign or approve each time card. Employees in a cross functional (matrix) organization can have each manager approve or reject each 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 record hours worked against. Limiting what the employee can see on the timesheet eliminates the possibility of employees charging to unauthorized codes. The QuickBooks timesheet feature does not.

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

Correction timesheet process. Hour Timesheet includes a correction time tracking process providing alerts (emails) to supervisors and site admins when correction timesheet data is created.  This feature assures that payroll is notified of any changes that effects payroll cost from prior payroll periods. The QuickBooks timesheet feature does not.

DCAA Compliant. Hour Timesheet is a fully featured software app that checks all of the boxes for DCAA compliance for both small businesses and large. 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

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,

What do they test (or look for)

  • Daily time entry for every employee
  • Are all employees capturing all hours worked (paid and unpaid)
  • A detailed audit log or audit trail of every entry made to the employees time card
  • A system that tracks time by project or job codes
  • The ability to capture both direct labor cost and indirect labor cost
  • Supervisor submissions and approvals
  • Documented timekeeping procedures
  • All time worked (on government contracts) and overhead

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

DCAA Compliant Timekeeping Checklist

Best practices

Timekeeping continues to be a hot item for government contractors 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 (defense contract audit agency) 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 and compliant accounting 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. This includes direct labor cost, indirect labor cost and uncompensated overtime.

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 tracking requirements should be conducted by "practice" dcaa audits 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.

Hour Timesheet includes all the features for a dcaa compliant time tracking software for both small businesses and large. Employee timesheets are in the cloud are are available real time with an online approval timesheet process for supervisors.

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?

DCAA Compliant Timekeeping Software

Hour Timesheet


Simple Timekeeping Software

Hour Timesheet - Employee Time Card Features

Timesheet Sections The “My Timesheet” can be subdivided into 4 sections

  1. Clock In/Clock Out – this section is OPTIONAL
  2. Hours Worked – this section is required for QuickBooks timesheet integration
  3. Notes/Summary – section for entering daily hours worked notes or viewing leave balance data or timesheet summary overview.
  4. Timesheet Audit Log – non-editable activity log of all entries on the employee timesheet.

Section 1. Clock In/Clock Out

This section is auto populated with employee who clock in/out utilizing the web clock on the Hour Timesheet login page. Daily hours are totaled by calculating the time between “clocked in” and “clocked out”. A user may have as many in/out pairs as required. This feature is optional and is hidden by default if no values are present in the in/out section of the timesheet.

Section 2. Adding Work Hours and Leave Hours

  • Adding Work Hours - this section contains a set of drop down boxes that are available once the user clicks the “Add Work Hours” button on the timesheet. These codes are referred to as “Employee Authorized Charges”. These selections are designed limited to codes each user is “authorized” to use when charging time on the timesheet.
  • Adding Leave Hours - this section contains a set of drop down boxes that are available once the user clicks the “Add Leave Hours” button on the timesheet. These codes are the leave types that are available to each user of Hour Timesheet.
  • Copy Previous Timesheet Codes – this feature allows the user to copy the codes from the previous timesheet period to the current period.

Section 3. Timesheet Notes/Hours Summary/Leave Balance

  • Adding Notes – there are two types of notes that may be entered in the timesheet. General notes are notes that apply to the entire timesheet. Daily hours worked notes apply to the single entry of time entered for a specific authorized charge code on a specific day.
  • Hours Summary – This graphic shows the breakdown of hours worked on the current timesheet divided into the following categories 1) Regular Hours 2) Leave Hours 3) Overtime Hours
  • Leave Balances – Displays the current leave balance for each employee.

Section 4. Timesheet Audit Log

This section of the timesheet is auto populated with each entry into the employee timesheet. The audit trail captures the username of the person who made the timesheet entry, the IP address of the person who made the entry along with a time and date stamp of the entry made. The audit trail is not editable.

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?

DCAA Compliant Time Tracking Software

What Makes Hour Timesheet

a DCAA Compliant Time Tracking Software Solution

DAILY EMAIL REMINDERS
1

DAILY EMAIL REMINDERS

Hour Timesheet will send daily email reminders to those employees who don't enter hours worked daily.

REASON REQUIRED
2

REASON REQUIRED

Employees who don't enter daily time entries can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing worked hours previously entered data on a timesheet.

CORRECTION TIMESHEET PROCESS
3

CORRECTION TIMESHEET PROCESS

Hour Timesheet includes a correction timesheet process providing alerts (emails) to supervisors and site admins when correction timesheets are created.

DETAILED AUDIT LOG
4

DETAILED AUDIT LOG

Hour Timesheet includes a real-time detailed employee timesheet audit trail that captures all entries, edits and corrections. The detailed audit trail captures an IP address and a time and date stamp of each entry made to the time card.

CUSTOM SETTINGS
5

CUSTOM SETTINGS

Hour Timesheet includes the option of having an 8-day timesheet for those hourly employee needing to track 9-10 hour days without charging to overtime.

Need some help with setting up your accounting software to integrate with your DCAA (Defense Contract Audit Agency) Compliant timekeeping Software Solution? Ask one of our many referral partners who have decades of experience with DCAA timekeeping requirements and timekeeping procedures and DCAA audit procedures.

Government contracting requires all hours to be tracked by both hourly and salaried employees. Hour Timesheet includes the ability for employees are able to track time again overhead, G&A, B&P as well as any other non-billable codes and billable labor cost.

Check out Hour Timesheet with full DCAA compliance and allow your employees to track time on the internet, mobile app or any remote device.

Check out our  DCAA Compliant Time Tracking Software Solution listing in the Apps for QuickBooks Desktop Marketplace website.

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

Start your 30-day free trail now.

Additional Resources

Can managers change employee timesheets?

Google Play Timekeeping App Listing

10 Signs You Need Web-Based Timekeeping Software

Web-based Timekeeping software

Top 10 reasons you need Hour Timesheet

top 10 reasons

  1. You spend more than 5 minutes each week tracking down missing employee timesheets
  2. You manually enter employees time into your 3rd party payroll software to track time even though you already have a web-based timekeeping software solution.
  3. Your employees have trouble with basic math and time management isn't on the top of their list.
  4. Your non-exempt employees track overtime manually
  5. Your employees bill rate varies from job to job
  6. Your workforce telecommutes and dreams of a simple time tracking app
  7. You’ve been known to look for an employee only to remember 2 hours later that they took the day off.
  8. You have that questionable employee who is never around when need him
  9. Your tired of killing trees and wasting paper on printed timesheets
  10. You would rather go to the dentist then process payroll.

Sound familiar? If so, our experts with over 20 years in the Web-based timekeeping industry experience are excited to hear from you. We understand organizations aren't cut from the same mold, that's why Hour Timesheet lets you define your integration needs. Choose from QuickBooks, Paychex, ADP or Deltek....our timesheet app lets you connect with just about anyone, anywhere. Come check out the best time tracker app in the marketplace.

Additional Resources

Green Business, Greener Pastures: Ways Business Owners are Helping the Environment While Saving Money

6 Reasons Why Going Paperless Benefits Your Business

 

"Absolutely the best web-based timekeeping software on the market today"

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

Start your 30-day free trail now.

The A – Z Of Timekeeping

Employee timekeeping should be as simple as ABC

26 Reasons Why Your Company Needs Hour Timesheet

HTS ABC ListAudit trail – know where, when & who updated each timesheet entry. Accountability is important.

Back-end business logic – leave the thinking to us. Restrict overtime, late entries, absentees & more.

Compatible on any browser and operating system.

DCAA compliant time tracking software – 25+ years of experience. Take care of your business and leave compliance to us.

Eliminate manual data entry – enter all your data one time and in one place

Free trial – 30-day no obligation free trial included when you sign up.

Growing profits – with the price per user so low, you’ll be increasing your bottom line in no time.

Helpful user guides – includes a detailed step-by-step guide of everything you need to know

Integration with QuickBooks– simple one-click timesheet imports to top 3rd party payroll solutions

Job costing – stay informed. The who, what when and why of project management.

Knowledge base – easy to access on our website.

Leave management – let us track your employee leave balances. Delete that excel spreadsheet.

Manager approvals – sign one or sign them all. Supervisors will find this task easy as pie.

No credit card required – no obligations when you sign up for the free 1-month trial.

Overtime tracking – take control of your employees. No more surprises after payroll processing

Price - $3/user with a 10-user minimum. Affordable for small businesses

QuickBooks compatible – simple integration with online and desktop versions.

Real time data - access to real-time data 24/7 from in the office or remote job site.

Save time time it takes to run payroll

Track time - on the web, on a smart phone or even a time clock

Uncompensated pay – track all your employee time, know where those extra hours are going.

Vendor tracking – import your 1099 and contractor users from QuickBooks Desktop

Working window-based web clock

X-tra care –our support team loves to help and we look forward to exceeding your expectations.

You won’t regret it – sign up now and see what everyone else is talking about. It’s almost too easy!

Zero cost for 30-days – Once again…. why not give us a try? We guarantee you’ll love it. The best QuickBooks compatible timekeeping software on the market.

Additional Resources

What is direct labor?

What Is an Audit Trail and Why Is It Important in Accounting?