Planning to Update Your Timekeeping Software Tool in 2024?

Wondering when it’s the right moment to upgrade your timekeeping software tool? If any of the following four points resonate with you, then this article is a must-read!

Inefficient Manual Processes: If your current timekeeping system tool requires significant manual inputs and adjustments, leading to inefficiencies and increased risk of errors, it’s time for an update.
DCAA Audit Failures: Regular failures in DCAA audits due to non-compliance indicate that your software is not up to date with current DCAA rules and regulations, necessitating a change.
Poor Customer and Technical Support: If your vendor is unresponsive or lacks the expertise to quickly resolve software issues, it hampers productivity and can lead to significant time losses. A robust, reliable support system is crucial for smooth business operations, indicating the need for a software upgrade.
Poor User Experience: If your employees find the software challenging to use, leading to low usage or data inaccuracies, it’s a clear sign you need a more user-friendly, DCAA compliant timekeeping tool.

Planning Your Transition

Before you start looking at new software, identify your specific needs. What features are essential for your operations? What issues have you encountered with your current system?

Functionality: Determine the core features required in your new timekeeping software.
Usability: Consider the ease of use for both managers and employees.
Integration: Ascertain its compatibility with other software already in use.
Compliance: Ensure the software meets all necessary industry and legal regulations.
Scalability: Look for options that can grow with your business.
Support: Check if the vendor offers adequate technical and after-sales support.
Cost: Calculate the total cost of implementation, including software, training, and support costs.
Data Security: Understand the measures the software employs to protect your data.
Reporting: Examine the types of reports the software can generate as this will aid in business decision making.
Vendor Reputation: Finally, conduct research on the software vendor’s reputation in the market.

Research Timekeeping Software Tools

Once you’ve identified your needs, begin researching potential solutions. Look for software that is designed specifically for the GovCon industry, as this will best meet your compliance and operational needs.

Deltek Costpoint: A renowned name in the GovCon industry, Deltek Costpoint offers comprehensive solutions for project accounting, workforce and talent management, and billing and revenue recognition. The DCAA compliant timekeeping module is designed to provide accurate, real-time labor data, enabling users to effortlessly meet government requirements.
SpringAhead: Designed with government contractors in mind, SpringAhead offers robust, cloud-based timekeeping and expense tracking solutions. Its DCAA compliant module focuses on ease of use, secure data management, and seamless integration with popular accounting and project management systems. With real-time visibility into labor data and comprehensive reporting options, SpringAhead helps ensure accuracy and compliance in every project.
Hour Timesheet: A trusted solution in the GovCon community, Hour Timesheet provides a DCAA compliant timekeeping system that’s both user-friendly and robust. Its features include automated timesheet notifications, real-time labor cost reporting, and secure data protection. Its streamlined interface simplifies time tracking, while ensuring adherence to stringent government regulations. The software is easily integratable with popular payroll and accounting systems, making it a versatile choice for government contractors.

Plan the Transition

The transition to a new timekeeping software tool involves a structured approach to ensure minimal disruption to operations and seamless integration into current workflows.

System Configuration: In this phase, the software is set up to meet your specific needs. This could involve configuring settings, establishing user roles and permissions, and integrating the software with other systems you currently use.
Data Migration: Once the software is configured, the next step is to transfer all relevant data from your old system to the new one.
Training: Training is a pivotal part of the implementation process.
Go-Live: With training complete, it’s time to switch to the new system for daily operations. It’s advisable to have a support team on hand during the initial days of the transition to address any issues that may arise.
Use Product Support as a Resource: Remember, successful implementation requires meticulous planning, open communication, and ongoing support. Your software vendor is a valuable resource during this process, so don’t hesitate to seek their expertise as needed.

Getting Assistance

For a successful transition to a DCAA compliant timekeeping software solution before January 1, 2024, consider partnering with an experienced consultant. Here are some additional resources to help.

Hour Timesheet is an excellent place to start your search for consultants. Their partners are well-versed in Hour Timesheet’s DCAA compliant timekeeping software tool and can provide you with the guidance necessary for a seamless transition. They specialize in helping government contractors achieve compliance and operational efficiency, making them a reliable choice for your DCAA timekeeping and business needs.
The DCAA website: Here you will find links to various resources that can be helpful for many small businesses that are interested in getting into federal contracting.
Federal Acquisition Regulation (FAR): The FAR provides uniform acquisition policies and procedures for use by all Executive agencies.

In Conclusion

Don’t wait until the deadline is upon you . Consider the resources mentioned above and engage an expert to ensure a smooth transition today for your DCAA timekeeping needs!

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8 Things You Should Know About DCAA Compliance

The government frequently extends contracts to small- and medium-sized government businesses to cover its varied needs. Winning such a contract offers businesses a tremendous financial opportunity, but it comes with some essential responsibilities.

The U.S. Department of Labor (DOL) and the Department of Defense (DoD) work with the Defense Contract Audit Agency (DCAA) to ensure financial oversight of government contractors and their employees.

If your business has recently won a government contract, you are likely to have some questions regarding what you should know about DCAA compliance.

8 Things To Know About DCAA Compliance

Here are the eight facts that we believe are important facts that you need to know about DCAA compliance.

1. The founding of the DCAA and its mission

The DCAA was founded under the DoD to provide transparent financial services to ensure proper use of taxpayer dollars when the government signs small- and medium-sized businesses for contracts. The DCAA’s mission is to provide regular audits and financial oversight and work according to the authority and control of the Secretary of Defense to guarantee that the U.S. military has all the resources it needs at fair prices.

2. Guidelines for DCAA compliance

DCAA compliance focuses on a small contractor’s systems and diligent efforts to meet the stringent demands of a DCAA audit. There are two sets of guidelines government contractors must follow:

Federal Acquisition Regulation (FAR) Standards
Cost Accounting Standards (CAS)

3. What DCAA compliance covers and entails

Government contractors need to comply with various regulations and requirements, including the following:

Documented policies set forth by the DoD, DOL and DCAA
DCAA-compliant business systems
Accounting systems that track costs for various costs separately from nongovernmental business relationships
Job timekeeping records combined with cost accounting
Readily available auditing records for a DCAA-initiated audit at any time

4. The DCAA audit process

Any time the DCAA deems it necessary, the body will initiate an audit to examine costs, such as direct or indirect costs, unallowable costs or the pooling of indirect costs outlined in FAR, CAS and Government Auditing Standards.

5. Different types of DCAA audits

Different types of DCAA audits include those related to incurred costs, forward pricing, precontract award, labor charges, compensation and benefits, and contractor purchase systems review (CPSR).

6. Timekeeping audits can occur at any time

Government contractors should remain fully compliant and prepared for a full-fledged DCAA audit at any time. One frequent audit that DCAA auditors regularly conduct is related to timekeeping-specific examinations.

7. Basic protocols for a DCAA audit

When a DCAA audit is triggered or determined, an auditor will visit the contractor’s business site. The contractor should be ready to provide all requested documents, including:

Time entries for workers
Submission and approval procedures
Verification documents for paid and unpaid time
Time spent on each individual project

8. General risk thresholds that trigger audits

There are different risks that might trigger a DCAA audit, such as contracts on a specific job that cost the DoD more than $1 million. Another risk might involve those having recurring issues with their accounting systems and timekeeping records. These contractors might experience audits if their contracts fall well below the $1 million mark.

Our Solutions Will Help You Ensure Consistent Time Tracking Processes

With Hour Timesheet, our time tracking software will keep your payroll department and employees on point and compliant with your government contract.

Contact us to learn about our integrated system that will allow you to access vital employee time tracking information in an instant.

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The Keys Understanding DCAA Compliance

The term ‘DCAA compliance’ when referring to your timekeeping procedures is often just thrown around. But what is DCAA compliance, and what does it mean for your business? If you don’t understand what that means, Keep reading this blog post for assistance for keys to understanding DCAA Compliant Timekeeping

What Is the DCAA?

What does DCAA stand for? Simply put, DCAA stands for Defense Contract Audit Agency. This is the federal government agency responsible for conducting DCAA audits of the Department of Defense (DoD) contracts. Its purpose is to review all contracts with outside vendors and suppliers to ensure that taxpayer money is being spent in the most appropriate manner. With approximately 7,500 contractors being reviewed and audited every year, the agency’s responsibilities are substantial making Understanding DCAA Compliance critical for government contractors.

As imagined, the DoD is very strict about its rules and regulations surrounding DCAA compliance and timekeeping. The DoD will award government contracts to businesses that use web-based timekeeping if they meet all requirements.

For companies seeking government contracts, adhering to the DCAA requirements is imperative. Those that are found to be noncompliant with the agency’s standards run the risk of being hit with significant penalties. These run the gamut from termination of contracts to fines to prison time depending on the severity of the infractions. One of the most severe consequences of noncompliance is debarment, which means the contractor in question is no longer allowed to be considered for future federal contracts.

What Is an Audit and How does it Relate to Understanding DCAA Compliance?

Audits and reviews are the primary method the DCAA uses to determine whether or not a contractor is complying with the appropriate standards. What is a DCAA review? These typically examine a wide range of items, including direct costs, indirect cost pools, allowable costs and more.

There are a wide range of audits that a contractor may be subjected to, depending on the nature of the standards being looked at and the possible infraction. For example, audits may include:

Pre-award surveys — These reviews are conducted primarily to determine whether or not the contractor’s accounting system is up to DCAA standards. They typically involve the contractor demonstrating the system for an auditor.
Forward pricing — Under this type of audit, the DCAA evaluates the contractor’s estimate of the project’s cost. They are usually performed before the contract is awarded.
Incurred costs — These audits determine how accurate a contractor’s annual allowable cost representations are. This is performed after the awarding of the contract to ensure what the contractor has estimated the costs to be is truly what was quoted.

Keys to Understanding DCAA Compliance

Referring to Federal Acquisition Regulation and Cost Accounting Standards, respectively, FAR and CAS are rule sets used by the DCAA to establish its standards. FAR represents the guidelines for government procurement and is used by all federal agencies whenever purchasing goods or services. On the other hand, CAS refers to the rules used to establish consistency for government contractors’ cost accounting practices. This includes outlining how charges to contracts can be made and exactly what can be charged to them. Both of these frameworks inform and influence the DCAA regulations. Keys to Understanding DCAA Compliance are below.

1. The company must document all timekeeping procedures in a policy or procedure handbook.

The employee handbook must address all critical elements of an adequate timekeeping system. Companies must provide all employees with an up-to-date policy or procedure handbook regarding time entry procedures.

2. Every employee must record all of his/her time daily.

Attempting to track time worked in advance or days after the fact is not acceptable. Hour Timesheet comes equipped with reminders and alerts to ensure employee time is entered daily. This means that no matter the size of the company, Hour Timesheet is equipped for every employee to track time. This DCAA timekeeping feature is especially useful for any companies participating in SBIR and STTR programs. They may be smaller businesses, but they must ensure they remain DCAA compliant to qualify for their funding.

3. All employees must record 100% of the time worked.

Whether working on a government contract or commercial work, all time worked must be accounted for. With the Hour Timesheet mobile app the employees and 1099’s can add time from anywhere, whether they’re working from home or the office.

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

One example of an indirect cost is overhead. This usually includes the indirect costs involved in support operations or direct production. These costs are directly related to a project or projects. However, they cannot be allocated to one specific contract. This is because they overlap across many different projects.

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

Hour Timesheet allows for leave tracking any kind

6. The system administrator(s) should initiate all job codes that appear in the timekeeping system.

Charge codes must be provided to employees authorized to work on a given project.

7. All timesheet entries must be recorded by the employee.

An employee must record their time based on work completed. They should track all time entries, irrespective of whether the time is billable or non-billable. This must happen daily.

8. Employees must charge to the appropriate project

Whenever the employee completes work or tasks, they must charge it accurately and directly to that project. Hour Timesheet can be setup to restrict which codes an employee can charge their time; therefore, an employee cannot charge to a project they have not been assigned.

9. Employees may not work on indirect tasks and record time as direct costs

An indirect task is work that is not explicitly tied to a project. To remain DCAA, compliant employees must never charge the time it takes to complete these tasks to any project. This would violate DCAA compliance and regulations.

10. The employee is required to initiate all correction timesheet entries.

The employee must record all corrected timesheet data that includes a detailed audit trail. An audit trail is critical to remaining DCAA compliant.

The employee’s supervisor must approve every correction time entry in a detailed report, in the event of a DCAA audit.

In the unusual circumstances where the employee cannot make the changes to timesheets, then the HTS administrator may make such changes with the employee’s consent. The DCAA may analyze each entry on an employee’s timesheet. Thanks to your detailed audit trail, the DCAA will see who edited a time card after it was submitted. They will also be able to see when the changes were made, and why. Hour Timesheet creates an un-editable audit log that proper documentation. This activity log will include all of all the additions, deletions, approvals, and modifications made to your employees’ timesheets.

11. The employee’s supervisor must approve all employee timesheet data.

Each timesheet requires two signatures, in order to comply with DCAA compliance regulations. Hour Timesheet allows for online signatures at both the employee and manager levels.

12. All employees should be provided documented timekeeping training.

The company’s employee handbook or new-hire orientation program typically includes this training. Either way the employee should become familiar with the company’s timekeeping policy before they begin working.

13. In order to be DCAA compliant, the company must retain timesheet data for at least two years.

That means the company must be keep their files in a secure and easily accessible location. Should the DCAA require you to produce copies of your timesheets, they should be available. Hour Timesheet keeps the timesheets indefinitely for all employees, current, and past.

14. The company must conduct audit or floor checks randomly throughout the year to monitor employee timekeeping compliance.

Unfortunately, not knowing the keys to understand DCAA timekeeping compliance is one of the primary reasons 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 to review your account for total compliance. All for FREE.

We Can Help

What is DCAA accounting, and how can you ensure your organization is in compliance? Choosing Hour Timesheet’s solutions for your timekeeping provides you with a DCAA-compliant answer that is easy for you and your employees to use. Our simple, real-time time-tracking platform gives you the tools and resources needed to stay compliant and prepared for any audits that might come your way. To learn more about our software the Keys to Understanding DCAA Compliance and what it can do for you, reach out and speak with one of our representatives today.

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How Accurate Timekeeping Benefits Remote Workers

As the number of remote employees grows, employers need to understand the importance of accurate employee and contractor timekeeping. For government contractors who often use a timesheet system, it’s important to ensure that all employees are accurately tracking their hours and work activities. Here’s why accurate timekeeping is an essential part of managing remote workers.

Accurate Records Ensure Compliance with Laws and Regulations

When managing remote workers, it’s important to have accurate records for compliance with laws and regulations. Government contractors must comply with specific labor laws and regulations, such as the Fair Labor Standards Act (FLSA). The FLSA requires employers to keep accurate records of all employee hours worked, wages paid, and other payments made. Accurate employee and contractor timekeeping helps employers maintain compliance with these labor laws and regulations.

Improved Productivity for Remote Employees

Accurate employee and contractor timekeeping also helps increase productivity by providing visibility into how much time is actually being spent on tasks. Employers can identify areas where employees may be spending too much or too little time on their assigned tasks. This allows them to adjust workloads as necessary or provide additional training or resources if needed to ensure that tasks are completed efficiently. Having an understanding of each employee’s workflow also helps managers better assess performance levels over time.

Tracking Performance Metrics for Remote Workers

Accurate employee and contractor timekeeping also provides visibility into performance metrics like average completion times for projects or customer service response times. By understanding how quickly tasks are being completed by each employee, managers can more easily identify areas where improvements need to be made or processes can be streamlined for better efficiency overall. Accurate timekeeping data is especially useful for non-salaried staff who are paid hourly because it makes it easier to calculate total hours worked per week or month by each employee.

Conclusion

Accurate employee and contractor timekeeping is essential for managing remote workers—especially those in highly regulated industries like government contracting. Accurate records help companies remain compliant with various labor laws and regulations while also improving productivity and giving managers visibility into individual performance metrics like completion times and customer service response times. Employers should strive to implement an effective system such as Hour Timesheet for accurate timekeeping in order to maximize the benefits associated with having a remote workforce.

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How To Keep Track Of Employee Hours

Time tracking remains the most effective way to measure your employees’ value to your business. It is also the most practical way to pay them for their commitment and service to your organization. That’s one reason why it is so important to find out how to keep track of employee hours.

Additional benefits of learning how to track employee time worked include Defense Contract Audit Agency (DCAA) compliance, accurate payroll reporting, employee performance, time management, project progress, billing clients, and identifying potential issues and problems. Now that we have some thoughts in mind about why employee time tracking is so important, let’s dive deeper into this topic.

Tracking Employee Work Hours

Considering all the benefits of tracking employee time, you are probably wondering about the best way to do it. These days, you have plenty of options, ranging from manual pen and paper techniques and desktop timeclocks to comprehensive automated time tracking software programs that do it all.

Like most businesses, you probably don’t have time to take the traditional route and would rather find a user-friendly, high-functioning and customizable software tracking tool. You might find yourself lost in a sea of time tracking technology, requiring guidance regarding what you need along with best practices and standards.

What to Look for in Time Tracking Software

You might not know how to start your search with so many software options available. Here are four things to look for in time tracking software.

Payroll Integration

Payroll integration allows your payroll system to sync with other software programs. With integrated payroll capabilities, you can quickly and easily access vital information, including historical time and attendance records, all signed documentation from all employees, information about employees’ benefits and tax details, and workers’ compensation files.

Track Employee Hours and Job Costs

Job costing is a method included in different time tracking software that allows you to track all costs and revenue attached to each project. You can track everything from human resource investments to material costs and more.

Leave Tracking

Leave tracking is a crucial feature included with time tracking software, ensuring that your HR team and employees always know the status of vacation, PTO and sick time. Anyone who has managed leave time manually knows that requests for leave slips can fall through the cracks. Leave tracking also lets employees check their available time to avoid any missteps or confusion before making vacation plans. Finally, time tracking software’s inclusion of leave tracking lets everyone in the office know when an employee is out of the office.

Location Tracking

Employees who work remotely or who are frequently away from their desks can let other workspace members know where they are with location tracking capabilities enabling them to not only track employee work hours from Hour Timesheet’s simple and free mobile app.

Frequently Asked Questions

Is your software DCAA compliant?

Yes! Hour Timesheet provides detailed audit documentation, manager approvals and daily employee reminders to enter time tracking information, including authorized charge codes.

Will my team still need to do any manual data entry?

You won’t need to do much manual data entry, if any. We have automated and streamlined nearly every facet of employee time tracking.

Our Solutions Will Streamline Your Time Tracking Processes

At Hour Timesheet, our time tracking software will be a game-changer for your payroll department and employees. We offer an integrated system that ties everything together to keep valuable employee information at your fingertips. You won’t need to wonder about how to track workforce hours again.

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Facts about Employee Time Tracking

6 Facts about Employee Time Tracking

Despite the mixed feelings on time tracking, having the right time management software can be beneficial to both workers and business. Below are several time management statistics and six Facts about Employee Time Tracking to help shed some light on the process and its potential value for organizations of all shapes and sizes.

Time Management Defined

First, what does time management refer to? Essentially, it is the use of a system to log and monitor a person’s activities. Many organizations utilize these systems to track employee hours and how they are using their time on the clock. However, it can also refer to tracking personal time through a private app as well as organization-wide project time tracking, which can be much more complex.

1. Time Tracking May Improve Time Management Skills

First on the list of Facts about Employee Time Tracking is that using even a simple software to track time can help hone a person’s time management capabilities. Such self-development gives an advantage to both individuals and companies. For instance, one in eight surveyed people reported they never feel under control at work. However, when armed with effective time management, it’s possible to gain control over the demands of the day through organization and improved productivity.

2. Employee timekeeping Identifies Areas of Improvement

Did you know the average employee is only productive for two hours and 23 minutes each day? That means a lot of time is being spent on non-work-related tasks such as browsing social media and making personal calls. Although it may appear to take up time to log the employee’s activities, it works to reveal timeframes or tasks where work is not being executed appropriately.

3. Workers in the U.S. Spend 2.5+ Hours on Emails Daily

Drafting and replying to emails is an essential part of many jobs. That being said, a lot of time is devoted to the task and at times, unjustifiably so. The right time management software could expose such waste and steps can then be taken to reduce squandered time.

4. Employee Timekeeping Errors Lead to 50 Million Lost Hours in the U.S.

5. Time of Day Impacts Productivity Levels

According to a 2021 report, productivity rates drop down significantly, all the way to 45%, between the hours of noon and 3 p.m. Freelancers also see a dip, with activity rates falling to 43% between 3-6 p.m.

6. Time Theft Is a Challenge for 75% of Businesses

Time theft can be a serious problem for any size of business. One study even found it causes U.S. employers to lose $11 billion annually. Fortunately, time tracking has been shown to reduce lapses in productivity up to 80% by combating the various form of time theft, such as buddy punching, finishing early and using work time to engage in personal activities.

Don’t Let Valuable Time Slip Away

These industry Facts about Employee Time Tracking and statistics only scratch the surface of the potential benefits time management has in store. If you want to see just how effective time management could be for your business, consider upgrading to Hour Timesheet’s innovative time tracking software. Our easy-to-use platform eliminates hours of tedious manual data entry and streamlines your business’s ability to track employee and contractor hours in real time.

Reach out to us today to learn more!

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The Benefits of Time Tracking Software

Effective time tracking software management can make a world of difference within a team or an organization. When each team member is on top of things, operations not only run smoother, but overall productivity may see a significant boost.

What Is Time Tracking Software

Available for mobile, desktop or both, time tracking software is a means to track the time, resources and manpower spent on each task or as a collective. An individual, such as a freelancer, may utilize it to keep track of personal efficiency, or it could be employed by an organization to better monitor employee performance.

Depending on the software, a time tracking platform may feature an innovative app, reliable tracking for billable hours and even advanced analytics and reporting. Having these conveniences at hand could help streamline various processes while also ensuring essential tasks are getting done on time.

How else might it be beneficial?

Provides greater organization and prioritization

One of the top advantages of time tracking software is that it could greatly diminish the time it takes to organize a whole list of tasks and put them in order of priority. This is especially true in terms of optimizing daily work and meeting important deadlines. Having a reliable tool to schedule tasks based on importance or even profitability could be very valuable when prioritizing which assignments to finish first and for cutting project costs.

Enhances workflow

Similarly, time tracking software can help a business see the big picture and, therefore, adjust the workflow accordingly. For instance, when provided with an overview of how employees are spending their time, the status of important projects, etc., management could more efficiently rearrange or assign tasks, update coinciding processes and plan for future projects. As a result, employees can focus more on efficiently fulfilling their responsibilities.

Offers effortless integration

Another major advantage and convenience is that most time tracking services can be effortlessly integrated with existing software. In fact, adding this handy tool to your current business or project management software is typically done quickly and with minimal interruption.

Such software can easily connect to payroll processes as well. By integrating data from the time tracking software with the payroll system, a company could gain a more in-depth assessment of its finances and reevaluate costs as needed.

Improves operations through data

Data is an invaluable resource in our modern world. With time tracking software, an organization can amass information surrounding the performance of the team as well as individual members. The data gained may also offer precious insight for future planning. Whether it’s used to refine budgetary expenses or strengthen the team’s collaboration, time tracking data can be a very powerful weapon to have in a business’s arsenal.

Finding the right software timekeeping software for your requirements

If time tracking sounds like a good fit, consider the professional services available through Hour Timesheet. Our time tracking software features an easy-to-use time tracking app designed to monitor employee and contractor hours in real time. It also tracks leave time, location and third-party approvals as well as billable and non-billable hours.

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Guide to Online Employee Time Clocks

Having a remote workforce is the new “normal” in today’s environment which creates new challenges in workforce management. Enter Hour Timesheet Mobile, it provides a secure, reliable, and accurate way to allow employees and contractors an easy way to clock in and out as well as document time away from “their desk”.

Who Needs Hour Timesheet Mobile Time Clock?

Any organization with mobile and remote employees who no longer have access to a physical time clock.
Organizations who have workers that travel as part of their job.
Organizations looking to track job cost at the web clock interface.

Simplify Punching In and Out and Streamline Your Payroll Work-Flow Processes

Our online employee time clock includes various features allowing management to streamline the employee’s timecard data.

1. Clock-in/Clock-out

2. Add Project Hours

3. Add Leave Hours

4. Add Timesheet Notes

5. Access to Leave Balance Data

HTS can help your organization with the 5 C’s.

COMPLIANCE. The online employee time clock makes tracking breaks and overtime easy. That helps you stay compliant with state, federal, and municipal regulations.

COMMUNICATION Keep abreast of what is going on even when you are not there in person. The online employee time clock will provide alerts when employees fail to show up for shifts or when they’re approaching overtime.

COST. Track job cost and have access to real-time reports to help you evaluate your overhead cost associated with absence time and overtime.

CALCULATIONS Our online employee time clock does the busy work of calculating time cards for you. The includes regular and overtime hours worked, paid time off hours, and more. Our app will save you valuable time by computing your timecards automatically. Your timesheets will start to reflect your payroll expenses.

CONNECTIONS Hour Timesheets offers various reporting formats for payroll, including Excel and CSV export, PDF, or more simply a paper copy. Our time clock system can easily integrate with various well-known payroll providers, including QuickBooks and ADP.

Online Employee Time Clock

If you’re tired of having to wade through the mountains of timecards and reports regularly, then now’s the time to join the 21^st century with Hour Timesheet’s Online Employee Time Clock. Our easy-to-use application offers a multitude of features and is highly customizable. Your employees do not require training to use the application, and there is no hardware required either. It really could not get any easier.

Time Is Money And Every Minute Counts

Contact Hour Timesheet today to learn more about our app.

DCAA Compliance Explained

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

Simply put, DCAA stands for Defense Contract Audit Agency. This is the federal government agency responsible for conducting DCAA audits of the Department of Defense (DoD) contracts. As imagined, the DoD is very strict about its rules and regulations surrounding DCAA compliance and timekeeping. The DoD will award government contracts to businesses that use web-based timekeeping if they meet all requirements.

1. The company must document all timekeeping procedures in a policy or procedure handbook.

2. Every employee must record all of his/her time daily.

3. All employees must record 100% of the time worked.

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

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

Hour Timesheet allows for leave tracking any kind

6. The system administrator(s) should initiate all job codes that appear in the timekeeping system.

Charge codes must be provided to employees authorized to work on a given project.

7. All timesheet entries must be recorded by the employee.

An employee must record their time based on work completed. They should track all time entries, irrespective of whether the time is billable or non-billable. This must happen daily.

8. Employees must charge to the appropriate project

9. Employees may not work on indirect tasks and record time as direct costs

10. The employee is required to initiate all correction timesheet entries.

The employee must record all corrected timesheet data that includes a detailed audit trail. An audit trail is critical to remaining DCAA compliant.

The employee’s supervisor must approve every correction time entry in a detailed report, in the event of a DCAA audit.

11. The employee’s supervisor must approve all employee timesheet data.

Each timesheet requires two signatures, in order to comply with DCAA compliance regulations. Hour Timesheet allows for online signatures at both the employee and manager levels.

12. All employees should be provided documented timekeeping training.

13. In order to be DCAA compliant, the company must retain timesheet data for at least two years.

14. The company must conduct audit or floor checks randomly throughout the year to monitor employee timekeeping compliance.

Unfortunately, DCAA timekeeping compliance is one of the primary reasons 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 to review your account for total compliance. All for FREE.

Non-Profit Time Keeping

At first glance, Hour Timesheet’s app looks like a simple and straightforward timekeeping application perfect for the non-profit industry. However, if you take a closer look, you’ll notice this online timekeeper can do considerably more, including improve efficiency, increase employee morale, and save your organization money. The following is a closer look.

Improved Efficiency

Hour Timesheet’s online timekeeper will increase your non-profit’s internal efficiency. Our app offers features timekeeping tools that itemize a task and indicate how long it took an employee to perform a particular task the last time. This can provide you with a much better idea of the time it will require to complete each step, allowing you to produce a more accurate schedule going forward.

It is these same time tracking features that will allow you to evenly distribute tasks for a larger project between staff within your non-profit. This is to ensure that no employee within your organization is overwhelmed by too heavy a workload while others do not have any work.

2. Increased Employee Morale

Online time tracking software can tremendously increase employee participation and morale at work in several different ways. With electronic timekeeping, employees don’t have to concern themselves about whether or not they’re in line with the organization’s goals or stress about which tasks to focus on. The more organized a workplace is, the happier a place it is to work.

With the records of all your employees’ daily tasks through your online timekeeping software, it becomes much easier to recognize and celebrate all of their accomplishments. The more employees feel appreciated, the more likely they are to stay with your organization, thereby boosting your non-profit’s employee retention and saving you both time and money.

Online timekeeping also provides an opportunity for employees to provide feedback from larger projects right down to daily tasks. Some of your team members might feel frustrated if they don’t feel they’ve been given enough time for a specific job. This is their forum to express their frustrations, so make sure to listen.

3. Cost-Effectiveness

Nowhere is the statement ‘time is money’ more evident than when using timekeeping software, such as Hour Timesheet. Yes, you have to make money to spend money, but often to save money, you have to eliminate or reduce spending. That’s where time tracking spending can help by showing you how to reduce overhead costs. Staffing makes up the most substantial portion of most non-profit organizations’ budgets. Online timesheet apps can help save money by reducing the time spent manually entering timesheet information, as well as creating task lists and creating schedules.

Timekeeping apps can also help predict staffing overages or shortages for your organization. If you’re understaffed, your employees will have too much work, and certain responsibilities will fall through the cracks. On the other hand, if you’re overstaffed, employee time is not being used efficiently, and you’re wasting valuable money.

Without accurate timekeeping, there is very little chance of remaining within a budget. They go hand in hand. Timesheets give you an honest reflection of the time required to complete a project. In turn, this gives you an accurate estimate of the total cost of any project, program, or endeavor you take on.

Non-Profit Time Keeping

Similar to all businesses, your non-profit organization will change as it grows through its lifespan. As you manage and adapt to its changing needs, you’ll notice that it will be increasingly hard to handle all of the operations on your own. That’s where Hour Timesheet can help. Together we can provide you with a solid foundation from which you can successfully build your organization.

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