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

Sign Up today to experience the best DCAA Compliance and Timekeeping Software

Top 5 Advantages of Using A QuickBooks Cloud Hosting Service Provider

QuickBooks cloud hosting services make sense for a small business today

INDUSTRY ACCEPTED PRACTICE

The practice of accessing your QuickBooks account data file using a 3rd party service or cloud server has finally been accepted as an alternative to the costly expense of building and maintaining IT infrastructure. “Hosting” QuickBooks desktop means that a hosting service installs and manages the QuickBooks software and the company data files on their own cloud-based servers. With a cloud/hosted virtual desktop server, you gain access to your company file from any PC, Mac, iPad, or mobile device 24/7 in a multi user environment.

REMOTE ACCESS

As your business grows, more users will likely need access to the company QuickBooks data. Businesses with multiple locations or a mobile workforce find that centralized access to data allows users to function as though they were all in the same office. Being able to access the QuickBooks file via the Internet allows users to work in a single company file anywhere anytime.

ELIMINATES IT COSTS

By choosing a remote hosting option, you don’t incur any upfront hardware or software costs (other than the cost of QuickBooks licenses). Instead, you pay the QuickBooks hosting company a monthly fee per user to take care of things for you. Most providers will manage the data, software updates, upgrades, and equipment, as well as provide first level technical support their clients.

BETTER USER EXPERIENCE

Users experience more efficient and effective collaboration with simultaneous access available to multiple users. Accounting professionals can work on client files seamlessly sharing data with the client even as the client may be working in the system.

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Cloud/hosting service providers follow stringent security measures to ensure full safety for your QuickBooks data file. Most data centers provide 24/7 security and extreme care in disaster planning such as fire detection, backups, diesel generators and biometric security.

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Why Your Organization Needs Online Timekeeping Software

Why Your Organization Needs SaaS Timekeeping Software

Managing employee timekeeping software can be huge headache for any company

But… it doesn’t have to be. A good solution such as Hour Timesheet can eliminate the frustrations that accompany timekeeping by automating the processes associated to payroll and billing. Most businesses already use an automated payroll service, but many are slow to navigate to automated time card solutions.

Below are the top advantages of switching to an automated timekeeping solution.

Saves time

The most basic benefit to your business is that less time will be spent, both by employees and your accounting staff, tracking, recording and processing time spent working each day. Some businesses have reported cutting their time calculating payroll each month by up to 70 after implementing employee time tracking software%.

Makes your business scale-able

Manual time entry may work, in some respects, for your business now. If you expect your business to grow, you’ll want a time tracking system that can grow with you as you hire more employees and have more information to track and automatically sync with your payroll software.

It’s the law

State and federal labor laws, such as the Fair Labor Standards Act, regulates things like overtime pay and record keeping, both of which can be problematic with the wrong solution. Employers are required to accurately record the hours worked by nonexempt employees and to pay them for all time worked. These requirements appear straightforward. In practice, however, capturing the time worked by employees can be difficult, making accurate payment of wages a challenge. Using an online solution such as Hour Timesheet helps your organization stay within the law.

Reduces errors

Every company has had issues at one time or another when it comes to employees not receiving the proper amount of pay. Wage and hour lawsuits, particularly those claiming that employees were not compensated for all hours worked, are one of the most common types of lawsuits brought by employees against employers. With Hour Timesheet, employees submit each timesheet which includes a detailed audit trail of all timesheet activity.

Increases profits

The bottom line for any business is to be profitable, and businesses are constantly looking for a way to cut costs and increase profits. When they have an automated employee timekeeping software solution, they are better able to understand the company workflow, and see where there are any problems that need to be addressed.

Promotes communication

Many employees get nervous when they hear their company is going to implement a policy of track time and work progress using an online timekeeping software solution. They hear the word “tracking”, and automatically feel as if they are being constantly watched. Employers need to make sure that their employees realize the reasons for having time timekeeping software. It is about payroll issues, tracking projects and tasks, client billing, and cutting expenses. These are things they can understand.

Increases visibility

The right timekeeping software solution has the capability to help employees to better capture work hours online against projects, while giving managers visibility into the employee’s work day as well as estimating projects and overall project management. In addition, companies who hire contractors or have a remote workforce can keep costs down while ensuring accountability. Business owners and managers can see the overall picture of time spent on a project, which can help them re-prioritize or streamline processes, or pull additional resources to a project that needs more attention.

Happier Employees

Automated timekeeping software makes employees happier because a hassle free solution guarantees timely and accurate pay. Employees gain secure access to their personal data, hours worked, and historical data in real time on a supported time clock, on a mobile app or on the web. This makes it easier for employees to access information without having to go through the human resources or accounting department. Employees feel empowered when they have access to their own information, and that level of empowerment can lead to increased satisfaction on the job.

Additional Resources

QuickBooks Desktop App Listing

QuickBooks Online App Listing

iOS App Store Listing (Apple Devices)

Android App Store Listing

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Daily Timesheet Reminders

Timesheet Reminders for Employees

Since the Defense Contract Audit Agency (DCAA) mandates daily timesheet entries for each employee, Hour Timesheet ensures compliance by providing daily timesheet reminders. This feature is particularly useful for employees who may forget to complete their time entries on a daily basis. By adhering to the DCAA requirement, Hour Timesheet streamlines record-keeping and helps businesses maintain compliance effortlessly.

Hour Timesheet’s Daily Timesheet Reminder feature is designed to simplify and streamline the process of tracking employee hours. The software automatically generates Timesheet Reminders for Employees for those users who don’t enter time daily.

Visit our features web page or visit us in the QuickBooks marketplace listing.

Other Hour Timesheet Features

Daily Timesheet Reminders: Never miss a timesheet submission again. Our system sends out Daily Timesheet Reminders, ensuring that they record their hours accurately and on time.

Compliance Features: Our system is built to help you comply with labor laws and regulations, avoiding potential fines and legal issues.

User-Friendly Interface: We’ve designed our platform to be easy for everyone in your organization to use, regardless of their tech proficiency.

Time-Saving Automation: No more chasing after employees for their timesheets – our system does the work for you.

Customizable Reports: Generate detailed reports tailored to your specific needs, helping you make data-driven decisions.

Integration Capabilities: Seamlessly integrate Hour Timesheet with your existing HR and payroll systems such as ADP or Gusto

Mobile Access: Employees can submit their timesheets from anywhere using our mobile app.

Customer Support: Our dedicated support team is always ready to assist you with any queries or issues.

Are you ready to experience the benefits of Hour Timesheet’s Daily Timesheet Reminder feature? Sign up for a free trial today and see the difference it can make in your business.

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QuickBooks Timesheet Integration

Why Use Hour Timesheet Instead of QuickBooks Time for DCAA Compliance?

By choosing Hour Timesheet over QuickBooks for your DCAA compliance, you’re opting for a tool that’s custom-built to handle the intricate timekeeping demands of the most stringent audits.

Detailed audit trail of all timesheet entries. Hour Timesheet contains an activity log that tracks each entry made to the employee time card. The QuickBooks Timekeeping feature does not include this type of audit trail.

Multiple supervisor signatures. Hour Timesheet streamlines the process by which multiple supervisors can sign off on a single timesheet, facilitating a smooth approval workflow within DCAA guidelines. The QuickBooks time tracking feature does not have a means to have more than one manager approve a timesheet.

Authorized charges. Hour Timesheet includes the ability to limit employees to only see charge codes they are authorized to record hours worked against. Limiting what the employee can see on the timesheet eliminates the possibility of employees charging to unauthorized codes. The QuickBooks time tracking feature does not does not allow you to restrict the codes that users are assigned to.

Reason required. Employees and contractors who don’t log time worked daily can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing previously entered time on a timesheet. The QuickBooks timesheet feature does not prompt users to capture a reason for late or edited entries.

Correction timesheet process. Hour Timesheet includes a correction time tracking process providing alerts (emails) to supervisors and site admins when correction timesheet data is created. This feature assures that payroll is notified of any changes that effects payroll cost from prior payroll periods. The QuickBooks timesheet feature does not include a correction timesheet workflow.

DCAA Compliant. Hour Timesheet is a fully featured software app that checks all of the boxes for DCAA compliance for both small businesses and large. The QuickBooks timesheet feature IS NOT a DCAA compliant timekeeping software solution.

Don’t simply manage your time; control it with the precision of Hour Timesheet. Make the switch today and stay one step ahead of your regulatory obligations. The trust of your customers and the success of your business are too important to leave to chance.

Hour Timesheet Integration with QuickBooks

With a click of a button Hour Timesheet syncs all of your QuickBooks Timesheet data to/from QuickBooks. Enter new employees, job codes, service items and class list in QuickBooks and use the sync tool to populate the same data into Hour Timesheet. Once time cards are submitted and approved by supervisors, all employee time data is populated back into QuickBooks Timesheet entries.

Question? What kind of data does the Web Connector sync with Hour Timesheet?

Answer: Employee List, Vendors (1099’s), Customers & Jobs, Payroll Items, Service Items, Classes

Enter data ONCE in QuickBooks. Use the import tool inside Hour Timesheet to populate your site. The import tool can be used to update your data ANYTIME you add new data to QuickBooks.

After timesheets are completed, Hour Timesheet will import the data back into your company QuickBooks file by using the import tool as an admin from within Hour Timesheet.

Question: What data does Hour Timesheet Send to QuickBooks?

Answer: The Timesheet Export process will populate the weekly time cards in your company QuickBooks file with the following data.

Employee Name, Date of Entry, Hours by Day/date, Customer, Job, Service Item, Class, and Payroll Item charged to on timesheet.

Category Archives for QuickBooks Desktop

DCAA Compliant Timekeeping Software