Government Contractor Time Tracking

Overview

Government contractor time tracking involves specialized requirements and compliance measures to meet federal regulations, including DCAA (Defense Contract Audit Agency) standards and FedRAMP authorization for software solutions.

Key Requirements

DCAA Compliance:

• Daily time entry
• After-the-fact prohibition
• Supervisor approval
• Job cost allocation
• Audit trail requirements
• Documentation standards

Cost Accounting Standards:

• Accurate labor charging
• Indirect vs. direct costs
• Overhead allocation
• Consistent methods
• Allowable costs

FedRAMP Authorization:

• Security standards for cloud software
• Data protection requirements
• Moderate or high authorization levels
• Continuous monitoring

Time Tracking Practices

Daily Documentation:

• Record time daily
• Allocate to specific contracts
• Note activities and tasks
• Track direct and indirect time
• Document leave and training

Labor Categories:

• Assign proper labor categories
• Track skill levels
• Match contract requirements
• Document qualifications

Approval Processes:

• Supervisor review
• Contract manager approval
• Timely approvals
• Change documentation

Software Requirements

Must Have Features:

• DCAA-compliant timesheets
• FedRAMP authorization
• Audit trail capabilities
• Role-based access control
• Integration with accounting
• Historical data retention

Recommended Solutions:

• Deltek Replicon (FedRAMP Moderate)
• Other FedRAMP-authorized systems
• On-premise compliant solutions

Audit Preparedness

• Maintain complete records
• Regular internal audits
• Documentation backup
• Training for staff
• Policy compliance
• Quick retrieval systems

Benefits of Compliance

• Contract renewal eligibility
• Reduced audit risk
• Accurate billing
• Improved project management
• Better cost control