Ensuring your timekeeping system meets DCAA (Defense Contract Audit Agency) standards is critical for government contractors. Hour Timesheet offers built-in features that support compliance, transparency, and audit readiness. In this guide, we’ll walk through each key feature, where to find it, and how to configure it properly—with screenshots to help you every step of the way.
Daily Time Entry Requirement
Why it matters: DCAA requires employees to enter time daily to ensure accuracy and accountability.
Where to find it:
Go to Settings > Notifications
Toggle on “Remind Employee to enter time”
Toggle on “Remind Employee to submit timesheet.”
Audit Trail for Edits and Deletions
Why it matters: DCAA auditors look for a clear audit trail showing who made changes, when, and why.
Where to set it:
Navigate to Settings
Navigate to My Timesheet > Timesheet
Check the Timesheet Business Rule Capture reason for any changes made in previous days time
Click the down arrow to expand and view the audit log
Approval Workflow
Why it matters: Supervisory approval of timesheets is a DCAA requirement.
Where to find it:
Go to Groups> Select Supervisor
Assign approvers by Group
Leave Type and Service Item Mapping
Why it matters: Accurate categorization of leave ensures proper billing and cost allocation.
Where to find it:
Go to Accounting> Leave
Create a Leave Type for Each Type of Leave for Your Organization
Assigned Employee Charge Codes
Why it matters: To meet DCAA compliance standards, time entries must be clearly linked to contract-specific charge codes. Each charge code should also be assigned to designated employees to ensure accurate reporting and prevent misallocation.
Where to find it:
Navigate to Accounting> Codes
Assign codes to users and make them visible in the time entry screen
Time Entry Lockout and Period Close
Why it matters: Preventing retroactive changes after approval is essential for audit integrity.
Where to find it:
Go to Export > Export Time
Set rules for locking time entries after approval or payroll export
Timesheet Reports
Why it matters: Auditors may request proof of compliance via a report.
Where to find it:
Navigate to Reports> Printable Timesheet
Final Thoughts
DCAA compliance isn’t just about ticking boxes—it’s about building trust and transparency into your operations. Hour Timesheet makes it easier by embedding compliance into your daily workflows. If you’re unsure whether your setup meets all requirements, reach out to our support team or schedule a compliance review.
