Looking for QuickBooks and ADP Timesheet Integration?

3 Solutions Working Together

If you use ADP for payroll and do your invoicing in QuickBooks, you’re in luck. Hour Timesheet's 5-star reviewed software integrates with both solutions. HTS gives you everything you need to track time & attendance, create invoices, and do payroll in minutes without having to key in data.

Hour Timesheet includes a feature-rich time and attendance solution and mobile functionality that is geared for small businesses. Our SaaS solutions gives your organization affordable, easy-to-use web-based solutions.

Features and Benefits

  • Mobile App – iOS and Android
  • Manage Employee Leave – Manage leave balances, track leave request and more.
  • Manage Overtime – Compliance with DOL overtime regulations
  • Job Costing – Track and manage job cost
  • Quick Access - HTS is a SaaS solution so employee time cards are stored safely and to-the-second data is ready when you need it.
  • Quick Payroll Processing - With HTS and ADP and you eliminate the double-entry of data and ensure your staff are paid accurately and on time.
  • Eliminate Data Entry – The QuickBooks “one-click” sync imports employee and customer/job data into HTS for quick employee setup.

At Your Fingertips

The 25 years of experience you get by choosing Hour Timesheet means that you’ll have experienced, knowledgeable customer service at your fingertips. We’re always ready and eager to help you troubleshoot your way through any problem or figure out new ways we can help your business succeed!

  • Detailed Audit Trail
  • Daily Timesheet Reminders
  • Correction Timesheet Workflow
  • Required Reason for late or edited entries
  • Supervisor Approvals

Already have Hour Timesheets?

Contact us today to connect your account to ADP.

support@houtimesheet.com

Want Help With Your Integration?

If you’d like help getting the ADP or QuickBooks Time Tracking integration setup, we’ve got you covered. We’ll be right there with you via phone, email or screen sharing session to make sure you are successful. Call us anytime at 832.942.9556.

DCAA Compliant Timekeeping

Key Audit Requirements [Checklist]

The term 'being DCAA compliant’ when referring to your timekeeping procedures is often just thrown around, but if you don’t understand what that means or how to verify that you are, Hour Timesheet can help.

Simply put, DCAA stands for Defense Contract Audit Agency. This is the federal government agency responsible for auditing the Department of Defense (DoD) contracts. As imagined, the DoD is very strict about their rules and regulations surrounding timekeeping. They will award contracts to businesses that use web-based timekeeping, providing the following essential requirements are met.

  1.  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. Companies must provide all employees with an updated policy or procedure booklet regarding timekeeping procedures.
  2. 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.
  3. 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)
  4. All employees must record 100% of time worked on projects to the proper job codes whether working on a government contract or commercial work.
  5. Employees must record all indirect time not identifiable to a given project to proper indirect cost accounts (overhead, G&A, B&P, etc).
  6. Employees must record all PTO, vacation, sick, holiday and other leave time to the proper accounts.
  7. 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.
  8. 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.
  9. 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 and approved by the employee’s supervisor. In the 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. The employee's supervisor must approve all employee timesheet data. 
  13. Employees should be provided documented DCAA compliance & timekeeping training whether by formal or informal means.
  14. Time sheets must be maintained for at least 2 years.
  15. Monitoring of employee timekeeping compliance should be conducted by audit or floor checks randomly throughout the year.

Unfortunately, DCAA timekeeping compliance is the reason government contractors fail an audit. Hour Timesheet can help. We have the employee and contractor time tracking experience to ensure total compliance. Sign up for Hour Timesheet today and work with an experienced implementation rep for a complete review your account for total compliance. All for FREE.

$3/user with NO fees for setup, support and no annual contract.

Additional Resources

Federal Acquisition Regulation Full Download

Federal Timekeeping Policies for Government Contractors (chron.com)

Record-keeping Requirements under the Fair Labor Standards Act

 

DCAA Compliance: QuickBooks

DCAA Compliance: QuickBooks

Both QuickBooks Desktop and QuickBooks Online can be set up properly to be DCAA / FAR Compliant. The keys are Job Costing and Labor Distribution. The advantage that QuickBooks Desktop has over QuickBooks Online is it's integrated payroll module that permits direct charging of time direct to the General Ledger including Customer, Job, and Service Items.

QuickBooks Desktop

This interface of web-based time tracking software and payroll makes QuickBooks Desktop the superior tool for DCAA Compliance based on our experience with hundreds of clients over the course of several decades.

QuickBooks Online

While QuickBooks Online is not designed to meet the FAR and DCAA requirements, and it has some limitations on meeting all the requirements, there are ways to make a QuickBooks Online system meet all the government's requirements.

Keys to Compliance

Timesheet Kay Features

  • Employee time tracking posted daily with required explanations for edits and record locking
  • Printable timesheet reports
  • Policies & Procedures oriented toward FAR Compliance Criteria found in DCAA's SF-1408 pre-award audit checklist
  • Consistently applied labor dollar distribution accommodating uncompensated OT for salary exempt personnel
  • Indirect Cost Pools and the ability to compute and forecast Indirect Rates applied to Direct Costs under Cost Reimbursable Awards
  • Progress billing + Cumulative dollar values reported against award ceilings tied to cost proposals
  • Identification and segregation of Unallowable Costs as defined per FAR 31.205

We can Help

Hour Timesheet isn't just a timekeeping software provider for government contracts looking to pass a DCAA audit. We also partner with dozens of CPA firms and consultants who can assist you with the entire life cycle of getting a DCAA approved accounting system. Give us a call today and we can introduce you to our long list of partners.

Call 832.942.9556 today!

Job Costing & Hour Timesheet

What is cost accounting? What are its objectives?

Are you finding it difficult to manage your expenses? You might be well aware that to run a business successfully, it is important to know to control your expenses. For this purpose, it’s important you keep a record of all your operating costs. This is where cost accounting comes into the picture. If you are wondering, how cost accounting is beneficial for your business, then you need to continue reading.

Modern methods of cost accounting first emerged in the manufacturing industries, though its advantages helped it spread quickly to other sectors. For many firms, cost accounting helps create and measure business strategy in a more organic way.

Cost accounting is distinct and separate from general financial accounting, which is regulated by generally accepted accounting principles (GAAP) and is critical for creating financial statements. Instead, cost accounting aims to report, analyze and lead to the improvement of inter-business cost control and efficiency. Cost accounting is a system of operational analysis for management.

Cost Accounting Defined

Cost Accountancy is the process of accounting for cost. It begins with the recording of expenditure and ends with the preparation of statistical data. Cost Accounting is a formal mechanism of ascertaining and controlling the costs of products or services.

It is thus helpful to the management in decision making which also requires the costing information. However, if a firm keeps cost and financial accounts separately then their reconciliation is also necessary so as to verify the accuracy of both sets of accounts.

Cost accounting is also used for control purposes and guidance to management. It involves the ascertainment of the cost of every job, order, product, process or service.

Objectives of Cost Accounting

  1. Determination of Cost
  2. Basis for fixing selling prices
  3. Cost Control
  4. Cost Reduction
  5. Identifies and eliminates wastes like material, expenses, equipment, tools and so forth.
  6. Ensures optimum utilization of resources
  7. To correctly analyze the cost of both the process and operations.
  8. Determination of the profitability of each of the products and help management in the maximization of these profits.
  9. Help in the preparation of budgets and implementation of budgetary control.
  10. Aid management in the formulation and implementation of incentive bonus plans on the basis of productivity and cost savings.

Functions of Cost Accounting

  1. Bookkeeping - Bookkeeping involves recording of cost according to pre-arranged or predetermined classification.
  2. Cost Control - The cost control is exercised through cost collection, cost analysis, cost presentation and cost interpretation.
  3. Cost Analysis - Cost Analysis deals with determination of different relationship between cost and various determinants of costs.
  4. Cost Comparison - The cost of alternative products, activities, methods or areas is compared in the field of production or distribution.
  5. Cost Planning - Cost planning involves the accounting of all costs in the records in a proper manner.
  6. Cost Finding - Cost finding is the measurement or estimation of different products, departments or other segments of the company’s operations.

Summary

In every business, pre-planning your business strategy is crucial. Without a proper idea of the financial state of the organization, the business strategy is incomplete. When you are aware of the costs, you know where the profit margin is lacking. It becomes easier to eliminate the extra cost being incurred and make a better business finance strategy. Also, cost accounting helps you to keep an eye on the increasing costs. If the cost of raw materials is increasing annually, then it allows companies to decide a future course of action to reduce or control the increasing costs. For this purpose, a firm may consider approaching other vendors or decide to manufacture the raw materials themselves. Accordingly, the management can decide on future strategies for the company.

Let Hour Timesheet help you with capturing your job cost today. Try free for 30-days. No credit card required.

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Tired of Deltek Timesheets?

Okay is Not Okay

Is your firm using a Deltek timesheet software solution for tracking employee time? If so, are you "okay" with its features and functionality?

Stop settling for "okay"! it's time for something better. Hour Timesheet offers you a solution that helps you end the nightmares and headaches that accompany timesheet collection and payroll processing.

Q #1 Are you tired of reminding employees that timesheets are due each labor period?

how about a system that sends daily and weekly timesheet reminders to both employees and supervisors.

Q #2 Are you tired of employees charging to expired charge codes?

how about a system that restricts employees charging to ended charge codes

Q #3 Are you tired lingering unprocessed timesheets from previous timesheet periods?

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

Q #4 Are you tired of workarounds for employees working non-standard schedules?

how about a system that allows employees to open a timesheet with 8-days and is DCAA compliant?

Q #5 Are you tired of employees and supervisors not adhering to company policies?

how about a system that allows you to easily customize and adhere to company, state and contract policies.

Q #6 Are you tired of paying too much for time and attendance software?

how about a system that will provide a simple yet complex time and attendance software 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 Deltek Timesheet "okay" solution...we will give you 3 months free.

Resources

The importance of company polcies

Irregular Work Schedules

The New Standard American Workday

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. We utilize the Web Connector (provided by QuickBooks) to sync company data between QuickBooks Desktop and Hour Timesheet in real time. The version of QuickBooks Online offers a direct sync between the two systems.

Question 2. What type of data does QuickBooks sync with 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” Customer/Jobs in to your Hour Timesheet account.
  • Service Items: The sync tool will import all “active” Service Items in to your Hour Timesheet account.
  • Classes: (optional) The sync tool will import all “active” Classes in to your Hour Timesheet account.
  • Payroll Items: (optional) The sync tool will import all “active” Payroll Items in to 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 web connector tool to import your new data in to your Hour Timesheet account.

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 7How 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.

Question 8. Can employees add comments to a timesheets?

Answer. Yes, Hour Timesheet includes a feature to allow employees to input general comments and daily comments.

Question 9. I exported my employee's time into my company QuickBooks file, but now I need to make corrections. 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 Review page 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 single timesheet?

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

Question 11. We have a requirement for our employees to enter hours worked.daily, does Hour Timesheet 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 data manually in an Excel spreadsheet because QuickBooks doesn’t include all of the options I need, can Hour Timesheet manage leave?

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

Additional Resources

QuickBooks Tutorials for Accountants

Attend a QuickBooks Training Class Near You

DCAA Compliant Timekeeping Software

DCAA Compliant Timekeeping Software

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 government contractor about DCAA timekeeping requirements.  One common theme I hear time and time again is centered around managing correction previously entered time entries as well as enabling someone other than an employee to update an employee's timesheet. There are many sources on the web and in your google searches that are willing to charge you for FAR training, consulting fees or "compliant bookkeeping. Go ahead, do a little "google research" or just ask one of our many referral partners.

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 should be recorded on a timesheet. Bottom line, all hours worked by employees are required to be tracked by a companies timesheet software.

Timekeeping isn't just for hourly employees -Employees working on contract and in the corporate office need to track hours. This includes salaried and hourly employees. This includes both labor cost and indirect labor cost (overhead, G&A, B&P)

Corrections on timesheets are okay - Budgets change, mistakes are made, people forget.. that's why documented timekeeping procedures that include a correction process is imperative.

Audit logs are the key - With the internet, all things are possible. Anywhere. Anytime. A detailed audit trail real time edits to all timesheet entries. The time, the place as well as the details.

Do practice floor checks - let your employees know what to expect in the event that the defense contract audit agency does to a floor. Quarterly planned practice floor checks will put your employees at ease.

Just saying it doesn't make it true - Any software can claim that their software meets dcaa compliance and FAR regulations but we don't just say it. We guarantee it. Our experts of 20+ years will make sure!

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

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 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.