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GCS-100Leveraging Deltek Time and Expense to Survive a DCAA Timekeeping Audit Overview of DCAA Requirements and Pitfalls
May 18, 2011
Presented byJess Hilliard & Dawn Chronister
Project Manufacturing
Human Resources
Project Management
Financial Management
Enabling Success
Winning More Business
Reducing the Cost of Compliance
Increasing Project Visibility
Improving Cash Flow
CRM and Capture Management
Teaming Solutions
Market Intelligence
Business Performance Management
Know More
Win More
Do More
04/18/20232 ©2011 Deltek, Inc. All Rights Reserved
Project Manufacturing
Human Resources
Financial Management
Project Management
Do More
CRM and Capture Management
Teaming Solutions
Market IntelligenceWin More
Do More
Project Execution & Management
Reporting, GRC & Compliance
Project & Corp Accounting
Time, Expense, Labor, Payroll
Business Performance Management
Know More
04/18/20233 ©2011 Deltek, Inc. All Rights Reserved
Requirements of a Government Contractor
©2011 Deltek, Inc. All Rights Reserved
Maintain company timekeeping policy Record time on a daily basis Record all hours worked, regardless of compensation policy Segregate time based on nature of work Employees complete their own timecard unless on prolonged authorized leave Employees sign their timecards at the end of each time period Supervisors review and approve all timecards Establish effective internal controls over labor charging Maintain audit trail of timecard changes
April 18, 20234
Penalties for Improper Timekeeping
©2011 Deltek, Inc. All Rights Reserved
Lose direct bill capabilities Invoices subject to additional withholding Inability to collect on current outstanding A/R Suspension and Debarment The False Claims Act Employees, Supervisors, Managers, Officers, and the Company are subject to
penalties No direct contractual relationship necessary
April 18, 20235
Compliant System
People
Technology
Processes
April 18, 20236 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
Common Pitfalls
No written timekeeping policy Time is not recorded on a daily basis Time incorrectly charged Inconsistency between labor and expense reports Lack of employee awareness of Defense Hotline Overly complex charge tree structure Poorly documented time changes Timecard hours, labor distribution, and payroll records not reconciled
April 18, 20237 ©2011 Deltek, Inc. All Rights Reserved
Ways to Avoid Common Pitfalls
Maintain a thorough company timekeeping policy with periodic reviews Ensure employees are continually trained on the company’s timekeeping policy Develop User Guide for employees and one for supervisors with step-by-step
instructions, screenshots, and FAQs section Employees submit timely expense reports Institute system automated floor checks Set T&E configuration to require a revision explanation Supervisors review Labor Support Schedule when approving expense reports Compare GCS Timesheet History reports to the Employee Activity and/or
Charge Activity reports in T&E
April 18, 20238 ©2011 Deltek, Inc. All Rights Reserved
Most Commonly Used Reports
Daily Floor Check
Timesheet Status Report
Employee Activity Report
Charge Activity Report
April 18, 20239 ©2011 Deltek, Inc. All Rights Reserved
Labor Corrections & Best Practices
If timesheets have not been exported to GCS: Employee corrects timesheet prior to processing Supervisor reapproves timesheet
If timesheets have been exported to GCS: Re-open timesheet to enable employee to make correction(s) Supervisor reapproves timesheet In GCS, process a sum 0 hour and 0 dollar timesheet to reclass the hours and
cost After processing is completed, compare Timesheet History report from GCS to
Charge Activity report in T&E File supporting documentation for later review
April 18, 202310 ©2011 Deltek, Inc. All Rights Reserved
Leveraging Deltek Time & Expense to Survive a DCAA Timekeeping AuditRunning and Scheduling Reports in T&E
©2011 Deltek, Inc. All Rights ReservedApril 18, 202311
Steps for Reviewing Labor Support Schedule
April 18, 202312 ©2011 Deltek, Inc. All Rights Reserved
Steps for Reviewing Labor Support Schedule (cont’d)
April 18, 202313 ©2011 Deltek, Inc. All Rights Reserved
Steps for Running a Charge Activity Report
April 18, 202314 ©2011 Deltek, Inc. All Rights Reserved
Steps for Running a Charge Activity Report
April 18, 202315 ©2011 Deltek, Inc. All Rights Reserved
Steps for Running a Charge Activity Report (cont’d)
April 18, 202316 ©2011 Deltek, Inc. All Rights Reserved
Sample Charge Activity Report
April 18, 202317 ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a Daily Floor Check
April 18, 202318 ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a Daily Floor Check (cont’d)
April 18, 202319 ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a Daily Floor Check (cont’d)
April 18, 202320 ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a Daily Floor Check (cont’d)
April 18, 202321 ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a Daily Floor Check (cont’d)
April 18, 202322 ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a Daily Floor Check (cont’d)
April 18, 202323 ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a Daily Floor Check (cont’d)
April 18, 202324 ©2011 Deltek, Inc. All Rights Reserved
Notes for Scheduling Reports in T&E
The Daily Floor Check and Timesheet Status reports can be scheduled to run automatically
Each report must be scheduled independently
Multiple people receiving the same report requires separate scheduling
April 18, 202325 ©2011 Deltek, Inc. All Rights Reserved
QuestionsContact Information:
Jess Hilliard
Cordia Partners
Dawn Chronister
Cordia Partners
www.twitter.com/deltek
www.facebook.com/deltekinc
www.linkedin.com/company/163414
www.youtube.com/user/deltekinc
©2011 Deltek, Inc. All Rights ReservedApril 18, 202326