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 compliant timekeeping software and requirements and guidelines.  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 about DCAA Compliance and Timekeeping Software

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 in order to properly manage DCAA compliance and timekeeping Software . 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.

DCAA Compliant Timekeeping Software: 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 Timekeeping Software 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

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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,

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

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.

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DCAA Assist

Edward Moore

Gov-Con Solutions


The A – Z Of QuickBooks Compatible Timekeeping

QuickBooks Compatible timekeeping should be as simple as ABC

26 Reasons Why Your Company Needs Hour Timesheet

HTS ABC ListAudit 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.

Contractor time tracking – 1099s and subcontractors can easily track time in Hour Timesheet.

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

Eliminate manual data entry – enter all your data one time and in one place

Free trial – 30-day no obligation free trial included when you sign up.

Gusto embedded payroll integration – run your Gusto payroll from within your Hour Timesheet account.

Helpful user guides – includes a detailed step-by-step guide of everything you need to know

Integration with QuickBooks, Gusto and ADP built-in

Job costing – 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 – $8/user. Affordable for small businesses

QuickBooks compatible – simple integration with online and desktop versions.

Real time data – access to real-time data 24/7 from in the office or remote job site.

Save time time it takes to run payroll

Track time – on the web, on a smart phone or even a time clock

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

Vendor tracking – import your 1099 and contractor users from QuickBooks Desktop

Working window-based web clock

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?

Utilizing a Timekeeping App Is Crucial To Your Business. Learn Why!

Woman Wearing A Watch With Notebook Blurred In Background

We compensate our employees based on time, and we invoice our clients accordingly. Time is also a crucial factor in tracking our vacations. The ability to effectively manage time is a key attribute of successful businesses. Our enterprises are centered around the concept of time, and our accomplishments stem from its judicious utilization. Continue reading to discover why it is worthwhile to delve deeper into the employee timekeeping applications available in today’s market.

Why is an employee timekeeping app so important to a business?

To maximize your time efficiency, it’s crucial to utilize employee timekeeping apps like Hour Timesheet. Nowadays, time tracking happens online, and with a reliable time and attendance tool, employers gain access to valuable features, including:

  • Identifying tardy employees
  • Job costing
  • Overtime management
  • Automated payroll file creation

These tools streamline operations, enhance productivity, and ensure accurate record-keeping.

Imagine the amount of time wasted on inefficient systems. If you could calculate it, you’d be astounded. Consider how many hours your employees spend on these tasks:

  • Correcting math errors on timesheets
  • Chasing down late timesheets
  • Manually inputting employee payroll data

But with the right time and attendance tool, like Hour Timesheet, these tasks become simple. Employee timekeeping apps, such as Hour Timesheet, are available to make your life easier and eliminate concerns about wasted time. Let technology do the heavy lifting for you!

Let the latest employee timekeeping app technology work for you.

Most small businesses use QuickBooks Online or QuickBooks Desktop to process payroll or create invoices. There are several fields in QuickBooks that you might want to have employees capture time or hours worked against.

Customer Job Data 

This is undoubtedly the most crucial data you’ll need when billing your clients. Understanding the expenses allocated to each client helps you gain insights into your resources and strategically plan your bottom line.

Service Items 

Companies capture these data points in employee time data. QuickBooks then associates these items with a chart of accounts, which serves as a foundational element for your business.

Payroll Items 

Understanding these additional data sources is crucial when requiring employees to capture time entry, whether it be online, by phone, or through a web-based system. The pay type, also referred to as a payroll item, plays a significant role in importing time to various leave types, overtime rules, and distinguishing between hourly and salary pay.

Now that your timesheets are complete, the ideal solution is to effortlessly sync or export your employee time card data to QuickBooks. Hour Timesheet seamlessly integrates with QuickBooks, streamlining this process for you. Learn more about our QuickBooks integration here.

Compliance and Reliability at the Forefront

It’s essential for businesses to not only enhance efficiency but also ensure that every aspect of their operations is compliant with regulatory standards. Hour Timesheet understands this need intimately, providing a solution that is not only user-friendly but also meets the meticulous requirements laid out by government bodies for time-tracking compliance.

With Hour Timesheet, companies can benefit from:

  • DCAA Compliant Timekeeping: Keeping your business in line with the Defense Contract Audit Agency’s regulations.
  • Automated Audit Trail: Providing clear, accessible records needed for governmental audits, thus safeguarding against compliance issues.
  • Accurate Job Costing: Allowing for precise and transparent allocation of employee time to different projects and tasks, crucial for financial planning and reporting.

Enterprises across various sectors, including those highly regulated, trust Hour Timesheet to maintain their legal and ethical obligations without sacrificing operational excellence.

Testimonials That Speak Volumes

Our commitment to delivering a reliable and compliant timekeeping solution is echoed through the experiences of our most innovative clients. Trusted by leaders in industries ranging from construction to consulting, Hour Timesheet has proven to be an invaluable asset for thriving businesses. Here’s what some of our clients have to say:

“Hour Timesheet has revolutionized the way we handle payroll. The integration with QuickBooks and the ability to maintain DCAA compliance has made it indispensable.” – A Tech Industry Leader

Discover the peace of mind that comes with knowing your business is backed by a tool that carries the weight of compliance for you. Choose Hour Timesheet today for a seamless blend of functionality and compliance.

The Bottom Line: Your Time is Invaluable

Don’t let manual processes hinder your business growth. Hour Timesheet revolutionizes the tedious task of tracking employee hours, transforming it into a streamlined and profitable operation. Work smarter, not harder, and let us handle the complexities while you focus on what truly matters – growing your business. Embark on a journey towards flawless time management with Hour Timesheet. Get started now and experience the pinnacle of efficiency and compliance.

Additional Resources

View QuickBooks Online Apps here

View QuickBooks Desktop Apps here

View HTS Mobile Download here

View HTS Embedded Payroll here

Learn More