Defense Contract Audit Agency (DCAA) compliance is mandatory for businesses holding contracts with specific Federal Acquisition Regulation (FAR) clauses. These regulations demand strict accounting practices for accurate cost tracking and government billing. Non-compliance leads to failed audits, contract disputes, and financial penalties.

Manual timekeeping systems often struggle to meet DCAA requirements. Errors, incomplete data, and difficulty proving compliance leave contractors vulnerable. Hour Timesheet gives government agencies a systemized solution to ensure compliance.

Hour Timesheet is a helpful partner of the DCAA-compliant system. Its features address DCAA standards with timekeeping, job costing, and leave management tools, giving government contractors the support they need.

What Is DCAA Compliant Accounting Software?

Hour Timesheet is more than just a timekeeping solution. It’s a comprehensive tool to ensure your time tracking practices meet DCAA and FAR standards. The DCAA doesn’t formally certify software, but the right tools will guide you to compliance.

Key features of Hour Timesheet include:

Accurate and Auditable Timekeeping

Hour Timesheet tracks employee hours by project, task, and contract with features like supervisor approvals and mandatory notes to justify late entries. This creates an unchangeable record for audits.

Job/Project Cost Tracking

Labor hours are directly linked to contracts or projects with designated cost codes, ensuring accurate billing.

Direct/Indirect Cost Segregation

Hour Timesheet establishes separate cost pools, clearly delineating allowable costs (directly tied to contracts) from unallowable costs (overhead, general expenses), meeting DCAA guidelines.

Integration with Accounting Systems

Hour Timesheet syncs with platforms like QuickBooks, eliminating manual data entry, reducing errors, and streamlining month-end accounting processes.

Robust Reporting Capabilities

Hour Timesheet generates customizable reports detailing job costs, indirect rate calculations, and other critical data required for DCAA audits.

Essential Components of DCAA Accounting Software

Timekeeping System

The DCAA imposes strict timekeeping requirements. Employees must track their daily hours, associating each entry with specific contracts, projects, or tasks. Supervisors are then responsible for reviewing and approving these timesheets.

Hour Timesheet addresses these requirements. It offers an intuitive time entry system accessible via web or mobile app. Employees can simply clock in/out, and select the relevant project, and the software can optionally verify work location using GPS. 

Supervisors receive clear overviews and timely notifications to facilitate approvals. Importantly, the system maintains an unalterable audit trail of all time entries and approvals.

Automated timekeeping improves accuracy compared to manual methods. It also provides the complete, detailed data that are essential for DCAA audits.

Job Cost Tracking

DCAA accounting software facilitates job cost tracking by assigning job codes and cost centers. This ensures that labor and expenses are correctly linked to the corresponding contracts or projects. Integrating timekeeping with project management software provides a real-time view of project costs. 

Additionally, the software generates labor distribution reports, detailing hours and costs by employee, project, and cost category.

Cost Segregation (Direct vs. Indirect)

DCAA software helps businesses classify costs by establishing separate “pools” for direct (contract-specific) and indirect (overhead) costs. The software offers a user-friendly setup process to create and assign cost pools, ensuring compliance with DCAA guidelines.

Integration with Accounting Systems

Seamless data flow between timekeeping, payroll, and accounting systems (like QuickBooks) is necessary. With this integration, you won’t need manual data transfers anymore.

Hour Timesheet’s QuickBooks integration streamlines job costing and invoicing processes by syncing time and project data into the accounting software.

Benefits of Hour Timesheet + DCAA Accounting Software

Combining Hour Timesheet’s capabilities with a DCAA-compliant accounting system offers advantages for government contractors.

Reduced Audit Risk

Automated timekeeping reduces the errors and inconsistencies found in manual systems. The software creates an unchangeable record for every time entry. This provides the detailed documentation that the DCAA requires.

Enhanced Efficiency

The software calculates complex labor costs instantly. This saves your team time and effort. Data flows seamlessly from timekeeping to accounting, which eliminates manual input and streamlines month-end processes. Your accounting team can focus on higher-value activities.

Cost Savings

Compliance with DCAA regulations helps you avoid costly penalties and contract disputes. The software frees up your accounting team from repetitive manual tasks. This optimizes their time and reduces operational costs.

Improved Insights

The software allows you to monitor project costs in real-time. This lets you make proactive adjustments as needed. You can analyze labor costs accurately when deciding about resource allocation and pricing.

Additional DCAA-Boosting Features in Hour Timesheet

The software integrates with major payroll providers (like ADP and Gusto). This ensures smooth data transfer between systems, eliminates manual entry, and reduces the potential for errors.

Hour Timesheet includes customizable reporting. These reports track indirect costs and demonstrate a clear separation of allowable vs. unallowable costs. You can create DCAA-compliant reports that are always audit-ready.

Moreover, the software has mobile location tracking. GPS lets employees track their work locations accurately. This is useful for remote or off-site work. Location tracking verifies contractor activities, adds transparency, and strengthens your audit preparedness.

Additional DCAA-Boosting Features in Hour Timesheet

DCAA accounting software is essential for government contractors. It ensures your systems align with DCAA and FAR regulations. Hour Timesheet serves as a solution to streamline compliance and eliminate audit concerns.

Hour Timesheet’s features address DCAA timekeeping, job costing, and reporting needs. You’ll be ready for audits by instantly generating the required documentation. The software provides accurate data and makes the process easier. Government agencies can save time, reduce errors, and improve job efficiency.

Ready to experience these benefits? Try using Hour Timesheet to make your DCAA accounting less hassle.