Common Errors in Timekeeping for DCAA Contracts – Part II

Part I covered the requirement for documenting timekeeping procedures in writing and documenting employee training in timekeeping procedures.  This time, let’s cover some timekeeping basics for employees.

First, employees must record their time on a daily basis and must do so personally.  For instance, supervisors are prohibited from recording time on an employee’s behalf.  Recording time in advance or after the fact is also forbidden.  Manual timekeeping is so 1900’s, but if you’re still doing it, timesheet entries must be in ink.

Second, corrections to timesheets must be made by the employee and approved by the immediate supervisor.  For manual systems, incorrect entries are crossed out in ink with the correct entries entries then made in ink and initialed by the employee and supervisor.

Third, all time must be recorded even if the time isn’t chargeable to a contract.  Time must be recorded to project codes or to non-chargeable categories such as overhead, vacation, or general and administrative.  The project codes must be established by company management and not changeable by employees.

Of course, there are many other timekeeping requirements for employees.  These are just the basics.  Total Accounting Care offers federal time keeping compliance as a core part of the service.  If you have any questions or for a review of your system, please contact Michelle Evans at mevans@TotalAccountingCare.com or (703) 818-8284.

Thanks for reading!