QuickBooks Timesheet Integration

Why Use Hour Timesheet Instead of QuickBooks Time for DCAA Compliance?

By choosing Hour Timesheet over QuickBooks for your DCAA compliance, you’re opting for a tool that’s custom-built to handle the intricate timekeeping demands of the most stringent audits.

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 Timekeeping feature does not include this type of audit trail.

Multiple supervisor signatures. Hour Timesheet streamlines the process by which multiple supervisors can sign off on a single timesheet, facilitating a smooth approval workflow within DCAA guidelines. The QuickBooks time tracking feature does not have a means to have more than one manager approve a timesheet.

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 time tracking feature does not does not allow you to restrict the codes that users are assigned to.

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 prompt users to capture a reason for late or edited entries.

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 include a correction timesheet workflow.

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 IS NOT a DCAA compliant timekeeping software solution.

Don’t simply manage your time; control it with the precision of Hour Timesheet. Make the switch today and stay one step ahead of your regulatory obligations. The trust of your customers and the success of your business are too important to leave to chance.

Hour Timesheet Integration with QuickBooks

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 data 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.

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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,

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 is tracked

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

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DCAA Compliant Time Keeping Checklist

Best practices

Timekeeping continues to be a hot item for government contractors including DCAA Compliance. Having an Adequate DCAA Compliance Time Keeping Checklist is 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.

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

2. All of the key elements of an adequate timekeeping and compliant accounting system must be addressed.

3. Every employee must record their time daily.

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

5. All time must be charged

6. Time must be charged by day and by project and/or indirect accounts. This includes direct labor cost, indirect labor cost and uncompensated overtime.

7. Employees must record all indirect time.

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

9. All employee leave time must be recorded.

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

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

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

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

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

15. Corrections are approved by the employee’s supervisor.

16. 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.

17. All employee time must be signed by the employee.

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

19. All employees should be provided at least documented timekeeping training awareness.

20. Periodic monitoring of compliance with time tracking requirements should be conducted by “practice” dcaa audits or floor checks.

21. Timesheets 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 Time Keeping @ Edward D. Moore, CPA dcaaConsulting LLC

Learn More

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 available real time with an online approval timesheet process for supervisors.

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Hour Timesheet: The Ultimate Solution for DCAA Compliant Employee Time Cards

DCAA Timekeeping

Hour Timesheet

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

Clock In/Clock Out – this section is OPTIONAL

Hours Worked – this section is required for QuickBooks timesheet integration and Gusto Payroll Integration

Notes/Summary – section for entering daily hours worked notes or viewing leave balance data or timesheet summary overview.

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.

When it comes to time tracking, user-friendly features are crucial. Imagine a clean interface, intuitive buttons, and straightforward navigation.

Employee Timekeeping Software for Small Businesses

Employee Timekeeping Software Top 5 Advice Tips

Get it Right the First Time

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

Train your managers. Hold training sessions on laws and regulations pertaining to FLSA & employee overtime policies. Also train users how to use your company’s time tracking software and mobile app.

Make everyone accountable. Require 2 sets of signatures on each time card. Both employees and managers need to sign each timesheet.

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.

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.

DCAA Timekeeping Requirements

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

Authorized Charge Codes

Employee timesheets only display codes assigned by management.

Reason Required

System requires employees to enter a reason for late timesheet entries.

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.

Daily email reminders

Send reminders to those employees who forget to enter time daily or weekly.

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.

Start Your Free 30-Day Trial with Hour Timesheet Today

Taking the first step towards enhanced timekeeping efficiency is just a few clicks away. Here’s how you can start with Hour Timesheet without any hassle:

Visit Our Website – Click on the ‘Try Now’ button to begin.

Sign Up for an Account – Fill in your business details to create your account. No credit card required for sign-up!

Set Up Your Data– Customize your Hour Timesheet data to reflect your unique business needs.

Add Employees – Easily add employee profiles so everyone can start tracking their time right away.

Explore Features – Test drive all the powerful features Hour Timesheet offers, from time tracking, employee leave management and embedded payroll

Take Advantage of Support – Utilize our comprehensive support resources if you need help along the way or have any questions.

Remember, Hour Timesheet isn’t just a tool; it’s a compliance-safe harbor that’s trusted by the world’s most innovative companies, ready to support your small business as you grow. So why wait? Start your free trial today and take the first step towards streamlining your business’s timekeeping practices.

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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?