The Small Business Administration (SBA) maintains strict rules and regulations around timekeeping to ensure transparency, prevent fraud, and safeguard taxpayer funds. In this blog post, we’ll explore the basic DCAA compliance requirements for SBA-compliant timekeeping and provide tips for maintaining accurate records.

Basic DCAA Timekeeping Requirements

Record All Hours Worked:

• All hours worked, including both direct and indirect labor, must be recorded.
• Managers or supervisors should review and approve these records.

Precise Charge Codes:

• Employees must log their hours precisely against each charge code.
• Corrections should be made in ink, with a clear description and reason for the change.

Daily Recording:

• Employees are responsible for recording their own time daily, either in ink or via an electronic timekeeping system.
• Managers should not record time on behalf of employees unless necessary (e.g., due to illness or work-related travel).

No Pre-Logging:

• Employees cannot log time before the work is actually performed.

Single Timesheet per Work Period:

• Each employee is allotted only one timesheet or timecard per work period.

Electronic Timekeeping Systems

As technology advances, electronic time-tracking systems such as Hour Timesheet are becoming more popular. Here are the special requirements for DCAA-compliant electronic systems:

Password Protection:

• • The system must have password protection, and employees’ passwords should be changed every six months.

Employee Responsibility:

• • Employees must maintain personal control over their timesheets to prevent unauthorized changes.

Accurate Entry:

• • Time must be entered under the correct label and project name.

Conclusion

Adhering to SBA timekeeping guidelines ensures accuracy, accountability, and compliance. By following these rules, your organization can contribute to the success of government contracts while maintaining transparency and integrity.

Remember, accurate timekeeping benefits everyone involved, from small businesses to taxpayers. If you have any questions or need further clarification, feel free to reach out and speak to an expert

Sign up for a 30-day free trial of Hour Timesheet today

References:

1. SBA Guidance
2. DCAA Timekeeping Regulations and Best Practices