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Tired of Deltek Timesheets?

So you have been using your Deltek timekeeping system for some time now and you are fine with how it has been working for you....

Stop settling for "fine", it is time for a better solution that helps you end the needless timesheet day processing scramble and the endless timesheet headaches!

Are you tired of reminding employees that timesheets are due?

how about a system that sends daily reminder to both employees and supervisors.

Are you tired of your employees charging to expired project codes?

how about a system that restricts access to ended codes.

Are you tired of old timesheets remaining unprocessed in your Deltek timekeeping system?

how about a system that ensures all timesheets are accounted for when processing?

Are you tired of workarounds for employees on non-standard work schedules?

how about a system that allows for an 8-day timesheet and is DCAA and Labor Department compliant?

Are you tired of employees and supervisors not adhering to your timekeeping policies?

how about a system that allows you to easily customize to ensure adherence to company policies..from state to state..or even group to group?

Are you tired of paying too much for time and attendance software?

how about a system that will provide the best solution, while saving you money....guaranteed?

Contact us today and if we can't show you in 5 minutes our solution is better than your current "fine" solution...we will give you 3 months free.

QuickBooks Integration Q&A

QuickBooks Integration Q&A

Common questions and answers for Hour Timesheet and QuickBooks Integration

Question 1. How does QuickBooks sync data with Hour Timesheet?

Answer. Hour Timesheet utilizes the Intuit Web Connector to sync company data with QuickBooks Desktop. While logged in to Hour Timesheet as an Admin you will click the Request for Import button. This will import your company data (selected by you) into your Hour Timesheet account.
03/25/2018

Question 2. What data does QuickBooks bring into Hour Timesheet?

Employees: The sync tool will import all “active” QuickBooks employees and vendors (optional) into your Hour Timesheet account. Only vendors that have a First and Last Name field value in QuickBooks will be imported.

Customers/Jobs The sync tool will import all “active” QuickBooks Customer and associated Jobs into your Hour Timesheet account.

Service Items The sync tool will import all “active” Service Items from QuickBooks into your Hour Timesheet account.

Classes The sync tool will import all “active” Classes from QuickBooks into your Hour Timesheet account.

Payroll Items The sync tool will import all “active” Payroll Items from QuickBooks into your Hour Timesheet account.

Question 3. How do I add a new data in Hour Timesheet (employees, customers, jobs, etc)?

Answer. New data will need to be entered into your QuickBooks company file first.  Once the new data is entered, you can use the sync tool to import your additional information in Hour Timesheet.

Question 4. How will my employees receive their Hour Timesheet login credentials?

Answer. Hour Timesheet will send an email invitation to each employee with the link and login ID to the Hour Timesheet account included in the body of the email. Once the employee accesses the link, the employee will be prompted to create an initial password to login to Hour Timesheet.

Question 5. Can my employees track time against customers and jobs, service items, classes and payroll items?

Answer. Yes, your employees will be asked to select from a list of authorized charges. Employee authorized charges (EOC) are defined by the admin at the employee level.  This feature enables the employees to only see EOC’s that are assigned to each user.

Question 6. How do I delete information in my Hour Timesheet account?

Answer. Once you mark the data (employee, customer, job, etc.) as inactive in QuickBooks, the data will be updated in your Hour Timesheet account upon performing the data sync.

Question 7. How does Hour Timesheet identify billable vs non-billable items on the timesheet?

Answer. By default, any EAC that includes a service item will be marked as billable time in QuickBooks. The user also can mark individual line items as billable or non-billable on the timesheet.

Question 8. Can employees add comments to a timesheets?

Answer. Yes, there is the ability to input general comments and daily comments in Hour Timesheet.

Question 9. I exported my employee's time into my company QuickBooks file, but now I need to make an adjustment to a timesheet. How do I do this?

Answer. Hour Timesheet does not allow processed timesheet data to be edited. Hour Timesheet will display a link on the timesheet that will allow the user to create a “corrected” copy of the timesheet. The detailed audit trail will show the log of all changes made to the revised timesheet.

Question 10. Can multiple supervisors approve a timesheet

Answer Yes. Hour Timesheet will allow for multiple supervisors to approve a timesheet.

Question 11. We have a daily requirement for our employees to enter timesheet data. Does your software include daily reminders?

Answer Hour Timesheet includes the option to turn on daily notifications to serve as reminders for those employees who forget to enter time daily.

Question 12. I track my employee leave balance info manually in an Excel spreadsheet because QuickBooks doesn’t include all of the options I need to track my employee leave. Can Hour Timesheet manage leave for my employees?

Answer - Hour Timesheet has a full-function leave management feature that will allow accrued and earned types of leave tracking.

Visit us in the marketplace

QuickBooks Online

QuickBooks Desktop

DCAA Compliant Timekeeping Key Requirements

Adequate DCAA timekeeping practices are critical to securing a contract award.

Often deficient DCAA timekeeping compliance is the reason government contractors fail an audit. Below are the key requirements and best practices incorporating a DCAA compliant timekeeping software solution into your organization and your payroll processes..

Web-based timekeeping systems are acceptable by the defense contract auditing agency provided the key requirements are followed.

01. Company timekeeping procedures must be documented in a policy or procedure handbook provided to all employees. All key elements of an adequate time keeping system must be addressed.

02. Every employee must record all of his/her time daily. Recording hours worked in advance or days after the fact such as at the end of the week is not acceptable.

03. Time must be charged by day and by project or job code as well as by indirect cost accounts (overhead, G&A, B&P, etc).

04. All employees must record 100% of time worked on projects to the proper job codes whether working on a government contract or commercial work.

05. Employees must record all indirect time not identifiable to a given project to proper indirect cost accounts (overhead, G&A, B&P, etc).

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

07. All job codes that appear in the timekeeping system should be initiated by accounting or the system administrator. Project codes must be provided to employees authorized to work on a given project.

08. All timesheet entries must be the employee’s own. Time must be recorded based on work completed, irrespective of whether the time is billable or non-billable.

09. Under no circumstance may an employee work on one project and record time to a different project.

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

11. Correction timesheet entries should be made by the employee. Correction timesheets are approved by the employee’s supervisor. Under unusual circumstances where the employee cannot make the changes to timesheets then accounting or the administrator may make such changes with the employee’s consent. All corrected timesheet data must be recorded in a detailed audit trail.

12. All employee timesheet data must be approved by the employee’s supervisor.

13. Employees should be provided documented DCAA compliance & timekeeping training whether by formal or informal means.

14. Time sheets must be maintained for a period of at least 2 years.

15. Monitoring of employee timekeeping compliance should be conducted by audit or floor checks randomly throughout the year.

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

Start your 30-day free trail now.

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

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?

10 Signs You Need Web-Based Timekeeping Software

Web-based timekeeping software

Top 10 reasons you need Hour Timesheet

1.0 You spend more than 5 minutes each week tracking down missing employee timesheets

2.0 You manually enter employees time into your 3rd party payroll software

3.0 Your employees have trouble with basic math

4.0 Your non-exempt employees work over 40 hours a week

5.0 Your employees bill rate varies from job to job

6.0 Your workforce telecommutes

7.0 You’ve been known to look for an employee only to remember 2 hours later that they took the day off.

8.0 You have that questionable employee who is never around when need him

9.0 Your tired of killing trees and wasting paper on printed timesheets

10.0 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 software lets you connect with just about anyone, anywhere.

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 to Use Hour Timesheet and more

Audit 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.

Correction timesheets –it’s all about the documentation.

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

Email reminders – daily alerts, your employees can’t forget.

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

Job tracking – 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.

QuickBooks compatible – simple integration with online and desktop versions.

Rely on use – your timekeeping experts.

Summary of hours – fingers & toes aren’t needed. We provide a simple graphical interface for you.

Timesheet options – weekly, biweekly, semi-monthly and monthly. You choose.

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

Vendor tracking – tracking 1099’s is simple. Contractors, consultants are both included.

Web-based access – anywhere, anytime. All you need is the internet.

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.

Additional Resources

What is direct labor?

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

 

Timekeeping Is Crucial To Your Business. Learn Why!

Why is time so important to a business?

We pay our employees by time, we bill our clients by time. Our vacations are tracked by time. All successful businesses know how to manage time! It starts with web-based time tracking. With a good time and attendance tool, employers have access to:

  • identify tardy employees
  • job costing
  • overtime management
  • automated payroll file creation

How much time does your staff spend on the following?

  1. Correcting math errors on timesheets
  2. Tracking down late timesheets
  3. Manually entering employee payroll data

With the correct time and attendance tool, these tasks are simple. Let technology work for you.

Work smarter…. not harder.

Hour Timesheet was created for you; with your origination in mind. We have created a simplified solution that captures your complex situations. Give us a try FREE for 30 days. No credit card required. Our experts with over 20 years of industry experience are waiting to hear from you now.  Hour Timesheet includes a QuickBooks timesheet import sync that makes your payroll process a snap!

View QuickBooks Online Apps here

View QuickBooks Desktop Apps here

View HTS Mobile Download here

Additional Resources

Job Costing: 5 Tips So You Don’t Lose Money
What is job order costing?