AutoTime Solutions — Datasheets

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DCAA Compliance Datasheets

Click on the tabs below to see how DCAA compliance regulations impact your role. You can download a pdf version or reach out by booking a discovery call if you have more questions.

AutoTime Solutions — HR Leader Guide

The HR Leader's Guide to DCAA-Compliant Timekeeping

Key Areas

For HR leaders at government contractors, timekeeping compliance isn't an administrative footnote — it's a core workforce obligation. DCAA auditors examine HR-owned processes first, and gaps in employee training, policy documentation, or timesheet workflows can trigger findings that put contract revenue at risk.

The compliance stakes for HR

72%

of DCAA findings involve HR-owned timekeeping processes

24 hrs

typical notice before a DCAA floor check occurs

100%

of employee hours must be recorded daily under Total Time Accounting

What DCAA auditors look for in HR-owned processes

Timekeeping training documentation — Auditors require evidence of recurring, documented training with signed acknowledgments. A one-time onboarding mention does not meet the standard.

Annual policy acknowledgments — Every active employee must have a signed timekeeping policy acknowledgment on file, renewed annually.

Corrective action workflows — Any timesheet correction must follow a documented process with reason codes, supervisor sign-off, and an auditable change history.

Supervisor certification records — Auditors verify that managers actively reviewed timesheets — not merely clicked approve. Certification must be traceable and documented.

Total Time Accounting enforcement — Systems must require employees to account for 100% of their time daily — including indirect, leave, and administrative hours.

Compliant vs. non-compliant timekeeping behaviors

Behavior	Non-Compliant	DCAA-Compliant	Risk
Time entry frequency	Weekly or end-of-period	Daily, same day as work performed	High
Indirect time recording	Only contract time logged	100% of hours tracked including indirect	High
Timesheet corrections	Overwritten without documentation	Documented correction with reason code	High
Training records	Stored in LMS, not exportable	Retrievable on demand with acknowledgment trail	Medium
Policy acknowledgments	One-time at hire	Annual, signed, version-controlled	Medium
Supervisor certification	Bulk approval without review	Documented per-employee review with audit trail	High

How AutoTime addresses each requirement

Daily Time Entry

Automated reminders and system-enforced completeness checks ensure employees submit time every day — with real-time delinquency dashboards and reports for HR.

Built for Complexity

Support for salaried and hourly workers, 9/80 schedules, long-running jobs and location specific time entry policies.

Total Time Accounting

The platform allows you to import & manage direct projects, work orders, internal cost centers, and indirect account codes for hourly and salaried employees. On the shop floor, every action taken on the terminal is recorded with the proper timestamps and routed to the correct code. For back office employees – hours worked can be compared to the employee’s schedule, determine whether they have recorded all of their expected time, and make updates as needed (with the proper audit trail and certification rules)

Supervisor Certification Workflow

Structured certification workflows require active review with full documentation — creating an auditable record that satisfies DCAA's certification standard.

How audit-ready is your HR program right now?

AutoTime's free HR DCAA Compliance Assessment takes under 5 minutes and gives you an instant gap analysis across the six areas auditors examine most.

AutoTime Solutions — Finance Leader Guide

The Finance Leader's Guide to DCAA-Compliant Timekeeping

Key Areas

For Finance leaders at government contractors, timekeeping isn't just an HR workflow — it's the foundation of contract billing, indirect rate integrity, and audit defensibility. A single timekeeping gap can cascade into questioned costs, disallowed billings, and forward pricing positions that won't survive DCAA scrutiny.

The financial exposure at stake

Labor mischarging is the leading source of DCAA questioned costs

Disallowed billings from timekeeping findings often cannot be recovered

More likely to pass a DCAA audit by integrating ERP with a timekeeping system

How timekeeping errors flow into financial risk

Indirect rate accuracy — Labor distribution data directly drives indirect rate calculations. Mischarging or unallocated hours distort fringe, overhead, and G&A rates — creating forward pricing exposure.

Labor cost reconciliation — DCAA expects Finance to trace labor charges from timesheet to payroll to invoice. Gaps in that chain result in questioned costs.

Uncompensated overtime — All hours worked by salaried employees must be recorded and appropriately reflected in the indirect cost base — even when no overtime premium is paid.

ERP data integrity — If timekeeping data enters your ERP through manual exports or batch processes, mapping errors create discrepancies that auditors can find before Finance does.

Subcontractor billing verification — Consultant and subcontractor time records must meet the same standard as employee timesheets. Finance is accountable for the flow-down.

CAS consistency — DCAA increasingly tests whether actual labor recording practices are consistent with the organizations CAS Disclosure Statement.

DCAA system adequacy: what Finance must demonstrate

Requirement	What Auditors Test	Common Gap	Risk
Daily time entry	Entry timestamps vs. date worked	Retroactive weekly entry	High
Unapproved change prevention	Can submitted time be altered without workflow?	Open edit permissions after submission	High
Audit trail completeness	Every change has who, when, and why	No reason code on corrections	High
Supervisor certification	Active review vs. bulk approval	Auto-approve or no certification log	Medium
Labor-to-GL reconciliation	On-demand report matching timesheet to GL	Time and Labor entries are separate, requiring multiple reports to tie out project costs	Medium
ERP integration	No manual steps between timesheet and GL	CSV export/import process with manual manipulations and mappings	Medium

How AutoTime protects the Finance function

ERP Integration

Pre-built integrations with Oracle, Deltek Costpoint, and SAP. Labor data flows automatically — no manual exports, no mapping errors, no reconciliation lag.

Real-Time Rate Visibility

AutoTime gives Finance a view of labor distribution — so indirect rate calculations are based on clean, current data at all times, not period-end snapshots.

Audit-Ready Labor Records

Every timesheet entry, correction, and certification creates a permanent, unalterable record. On-demand reconciliation reports are available any day of the period.

Subcontractor Time Capture

Subcontractors submit time through AutoTime's unified portal against your charge code structure — with the same audit trail as your own employees.

How defensible are your labor costs today?

AutoTime's free Finance DCAA Compliance Assessment takes under 5 minutes and scores your program across six critical areas — from indirect rate integrity to ERP integration.

AutoTime Solutions — Operations Leader Guide

The Operations Leader's Guide to DCAA-Compliant Timekeeping

Key Areas

For Operations leaders at government contractors, timekeeping compliance is an execution problem as much as a regulatory one. Non-compliant timekeeping creates labor visibility gaps, audit disruptions, subcontractor accountability issues, and program delivery risk — all of which land in Ops when things go wrong.

The operational cost of non-compliance

24 hrs

or less notice before an unannounced DCAA floor check

100%

of employee time must be recorded — including indirect and bench time

$$$

in contract risk from a single labor mischarging finding

What a DCAA floor check tests — and what Ops must have ready

Employee charge code awareness — Auditors ask employees directly: what are you working on, and how are you recording it? If employees can't answer confidently, that's an immediate finding.

Real-time timesheet status — Operations must be able to produce current timesheet status on demand — who is current, who is delinquent, what has been certified — without waiting on payroll.

Subcontractor time records — If subcontractors are billing labor to your contracts, their timekeeping must meet the same DCAA standard. Operations is accountable for this flow-down.

Corrective action documentation — Any timesheet correction found during a floor check triggers an immediate question: does your organization have a documented correction process? Ad hoc fixes are findings.

Supervisor certification documentation — Auditors verify that supervisors had a genuine basis for certification — especially for remote and hybrid employees. A click-through is not sufficient.

Total Time Accounting enforcement — All hours — direct, indirect, leave, and bench time — must be recorded and allocated daily. Partial recording is a system adequacy failure.

Timekeeping as an operational advantage

Capability	Without AutoTime	With AutoTime	Benefit
Labor burn visibility	Period-end reports only	Real-time by contract & project	Proactive Project Management
Subcontractor time	Email / spreadsheet	Unified compliant portal	Audit coverage & Systematic approvals
Floor check readiness	Scramble to pull reports	Live dashboard & real-time data	Zero prep time
Bench time tracking	Unknown until invoiced	Tracked in real time with each clock punch	Cost control & utilization tracking
ERP data sync	Manual batch export	Automatic bidirectional sync	No lag / errors
Field / mobile entry	Paper or delayed entry	Compliant, mobile entry capabilities anywhere	Full coverage

How AutoTime is built for GovCon operations

Real-Time Labor Visibility

Program managers see labor actuals vs. planned budget the moment time is recorded — by contract, CLIN, project, and workforce category. No more end-of-period surprises.

Subcontractor Portal

Subs submit time against your charge code structure in a dedicated portal — with the same daily entry requirements, audit trail, and certification workflow as your employees.

Floor Check Dashboard

A live compliance dashboard shows current timesheet status, delinquencies, and certification records across your entire workforce — giving Ops instant audit readiness visibility.

Systems Integration

AutoTime connects to Oracle, Deltek Costpoint, SAP, and leading PM/MES platforms. Labor data flows automatically — eliminating the manual reconciliation burden on Operations teams.

Would your organization pass a floor check tomorrow morning?

AutoTime's free Operations DCAA Compliance Assessment gives you an instant readiness score across six critical areas — from subcontractor coverage to real-time labor visibility.

DCAA Compliance Datasheets

The HR Leader's Guide to DCAA-Compliant Timekeeping

The Finance Leader's Guide to DCAA-Compliant Timekeeping

The Operations Leader's Guide to DCAA-Compliant Timekeeping

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