DCAA Compliance Guide for Government Contractors
Source: This guide is based on Hour Timesheet's DCAA Compliance Guide and incorporates their best practices for government contract employees. Content has been adapted for general use while maintaining compliance standards.
Table of Contents
- Daily Time Recording Requirements
- Mobile App Best Practices
- Submission and Approval Process
- Leave Time Management
- Prohibited Practices
- Hour Timesheet DCAA Compliance Features
- Best Practices for Users
- Common Violations to Avoid
Section 1: DO's - Required Practices
Daily Time Recording
- Log time daily as work is performed - this is mandatory for DCAA compliance
- Record actual start and end times for each task - no estimates or rounding
- Use daily timesheet reminders to ensure you don't miss any workday
- Enter time for breaks, lunch, and drive time when using mobile apps
- Document all work activities using appropriate job codes and charge codes
Mobile App Best Practices
- Download the mobile app for remote work time tracking
- Use location tracking features when required by organization policies
- Record time immediately when working at client sites or traveling
- Track breaks, lunch, and drive time accurately through mobile interface
- Sync mobile entries promptly when back online
Accurate Data Entry
- Enter exact hours worked without rounding to convenient increments
- Use specific job codes and charge codes as set up by administrator
- Include detailed descriptions in timesheet entry fields
- Ensure all required fields are completed before submission
- Use the audit trail feature to track any changes made to entries
Submission and Approval Process
- Submit timesheets by established deadlines to ensure timely processing
- Use the manager approval workflow built into the system
- Check timesheet approval status in your dashboard regularly
- Respond promptly to rejection notifications with corrections
Section 2: DON'Ts - Prohibited Practices
Timing and Data Entry Violations
- NEVER pre-enter time for future work - violates DCAA requirements
- DON'T batch enter multiple days from memory
- DON'T round hours in time entry fields
- DON'T ignore daily reminder emails
System Misuse
- DON'T share login credentials with anyone else
- DON'T allow others to make entries on your behalf
- DON'T bypass the manager approval process
- DON'T submit incomplete timesheets
Job Costing Errors
- DON'T charge time to incorrect job codes
- DON'T mix direct and indirect labor hours incorrectly
- DON'T duplicate time entries across multiple projects
- DON'T ignore job costing requirements for bill and pay rates
Mobile App Violations
- DON'T disable location tracking when required by policy
- DON'T use the mobile app to enter time while not actually working
- DON'T share mobile app access with unauthorized users
Section 3: Hour Timesheet DCAA Compliance Features
Built-in Compliance Tools
- Detailed audit trails automatically track all timesheet changes
- Manager approval workflows ensure proper authorization
- Daily reminder emails help maintain contemporaneous recording
- Authorized charge codes prevent incorrect project charging
Integration Benefits
- 1-click sync with QuickBooks (Desktop and Online)
- Payroll integration with Gusto, ADP, Paychex, and other systems
- Automated payroll summary file exports reduce errors
- Real-time data ensures accurate job costing
Reporting and Documentation
- Access comprehensive time tracking reports for audits
- View detailed job costing data with bill and pay rates
- Generate leave balance reports and accrual summaries
- Maintain electronic records meeting DCAA standards
Section 4: Best Practices for Users
Daily Routine
- Check system daily for reminder notifications
- Enter time immediately after completing work activities
- Review timesheet entries before submitting
- Monitor approval status and respond to feedback promptly
Mobile Work Guidelines
- Ensure reliable internet connection when using mobile apps
- Verify location tracking is functioning when required
- Sync mobile entries promptly when back online
- Report any mobile app technical issues immediately
System Maintenance
- Keep profile information current
- Update mobile app regularly for latest features
- Report system issues affecting time entry accuracy immediately
- Participate in training sessions when offered
Section 5: Common Violations to Avoid
- Using manual methods instead of electronic timesheet system
- Ignoring built-in audit trail and approval features
- Failing to use job codes and charge codes properly
- Not utilizing mobile app for remote work documentation
- Bypassing system safeguards designed for DCAA compliance
Important Reminders
Key Compliance Points
- Daily, contemporaneous time entry is mandatory
- All overtime must be pre-authorized in writing
- Exact hours (no rounding) must be recorded
- Proper job codes and charge codes must be used consistently
- Manager approval is required for all timesheet submissions
- Mobile app features must be used appropriately for remote work
Disclaimer: This guide is based on Hour Timesheet's DCAA compliance practices. Always follow your organization's specific policies and procedures, and consult with supervisors or support teams for guidance on complex situations.
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