Deltek Insight 2011: Leveraging Deltek Time and Expense to Survive a DCAA Timekeeping Audit

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

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Requirements of a Government Contractor

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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

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Penalties for Improper Timekeeping

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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

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Compliant System

People

Technology

Processes

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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

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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

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Most Commonly Used Reports

Daily Floor Check

Timesheet Status Report

Employee Activity Report

Charge Activity Report

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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

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Leveraging Deltek Time & Expense to Survive a DCAA Timekeeping AuditRunning and Scheduling Reports in T&E

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Steps for Reviewing Labor Support Schedule

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Steps for Reviewing Labor Support Schedule (cont’d)

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Steps for Running a Charge Activity Report

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Steps for Running a Charge Activity Report

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Steps for Running a Charge Activity Report (cont’d)

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Sample Charge Activity Report

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Steps for Scheduling a Daily Floor Check

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Steps for Scheduling a Daily Floor Check (cont’d)

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Steps for Scheduling a Daily Floor Check (cont’d)

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Steps for Scheduling a Daily Floor Check (cont’d)

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Steps for Scheduling a Daily Floor Check (cont’d)

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Steps for Scheduling a Daily Floor Check (cont’d)

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Steps for Scheduling a Daily Floor Check (cont’d)

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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

jhilliard@cordiapartners.com

Dawn Chronister

Cordia Partners

dchronister@cordiapartners.com

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