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DCAA Timesheet Compliance

DCAA timesheet and timekeeping compliance facilitated with Time Tracker.Net, through secure routing, validation protocols and rules, and automated reminders.

The goal of the Defense Contract Audit Agency (DCAA) is to ensure that the costs accrued against contracts are valid. A cornerstone of this goal is consistent, reliable reporting of contract-related labor. The DCAA has provided guidelines for systems and procedures for compliant timesheets and timekeeping routines.

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DCAA Timesheets with Time Tracker.Net

The Defense Contract Audit Agency provides a guideline document for DCAA timekeeping policies and audit compliance, titled Information for Contractors. Sections 2-302 through 2-302.2 discuss the requirements for a labor charging system, guidelines for timesheet preparation and recommended timekeeping policies for organizations that want to be compliant.

The following is an overview of these guidelines, and how Time Tracker.Net, a Web based timesheet system, facilitates timesheet compliance.

Review and approval of all timesheets by supervisors.

Time Tracker.Net automatically routes submitted timesheets to designated approvers. All approvals are recorded as date and time-stamped electronic signatures in the timesheet's activity log, establishing a trail of responsibility for compliance with DCAA timekeeping policies.

Completing a timesheet for an absent employee.

Under a DCAA compliant timekeeping policy, supervisors are only allowed to complete timesheets for employees when the employee is absent on authorized leave for a prolonged time. Time Tracker.Net allows a supervisor to create a timesheet for one of his or her employees. Once the employee returns, they may review and approve the timesheet for submission.

Enforcing time reporting policies and rules.

The Defense Contract Audit Agency timekeeping policy recommendations stress the need for current, accurate time reporting.

Time Tracker.Net facilitates this with rules for employee timesheet validation, including minimum / maximum hours on a daily or weekly basis, as well as requiring that time must be charged against projects, tasks, and/or defined activities. Organizations can also require employees to enter an Estimated Time to Complete, as well as a detailed description of the work done for each item. The employee must fulfill these validation requirements before they can submit his or her timesheet for approval.

Time Tracker.Net also provides organizational rules for time reporting, such as only allowing employees to charge time against tasks they are assigned to, and/ or disallowing the charging of tasks that are in a certain phase or that lack an account code.

Track Employee Time Reporting and Automate Compliance

Time Tracker.Net leverages email for its "Auto Nag" feature, that sends timesheet reminder emails to employees that include links that put recipients one click away from their responsibility. Managers can also review the time reporting practice of their employees with color-coded timesheet compliance reports.

Web Timesheet validation error

Validation rules for timesheets ensure reporting compliance

Web timesheet

Timesheets are automatically routed through the approval process, with activity logs recording all edits and approvals

Automated email reminders

Employees receive "Auto Nag" email reminders that put them one click away from their responsibility

Timesheet compliant reports

Managers and administrators can easily review employee compliance with time reporting policies