Contemporaneous Time Entry Requirement
A DCAA and legal billing best practice requiring time to be recorded at or near the time work is performed rather than retrospectively, ensuring accuracy and authenticity of time records for government contracts and professional services billing.
About this tool
Overview
Contemporaneous time entry is the practice of recording time at or near the moment work is performed, rather than reconstructing time entries from memory hours, days, or weeks later.
Why It's Required
DCAA Requirements: For government contractors, DCAA mandates that employees track time daily and in real time, logging time only for the current day.
Legal Profession Standards: Law firms must maintain contemporaneous time records to withstand scrutiny in fee disputes and to comply with ethical billing requirements.
Accuracy: Memory-based time reconstruction typically results in 15-25% under-reporting of billable time and inaccurate project allocation.
Best Practices
- Daily Entry: Record time every day before leaving work
- Real-Time Capture: Log time immediately after completing tasks when possible
- No Backdating: Do not add entries for past days (except same-day corrections)
- No Future Dating: Only log time for work actually performed
- Detailed Descriptions: Include specific task descriptions while the work is fresh in memory
Benefits
- Higher accuracy in time capture (studies show 20%+ improvement)
- Better client billing justification
- Improved project cost tracking
- Enhanced compliance with regulatory requirements
- More defensible time records in audits or disputes
Enforcement
Many DCAA-compliant time tracking systems enforce contemporaneous entry by:
- Disabling entries for past dates
- Requiring supervisor approval for late corrections
- Flagging non-daily timekeepers in compliance reports
Pricing
N/A - This is a time tracking practice, not a paid service.
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