DCAA Compliance

Timekeeping that's defensible by design.

DCAA floor checks arrive unannounced, and labor is the cost they scrutinize hardest. AutoTime was purpose-built around the requirements auditors actually test — daily entry, Total Time Accounting, supervisor certification, and a complete audit trail — so audit readiness is your permanent state, not a fire drill.

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Unannounced

DCAA floor checks happen without warning. Auditors observe employees at work, interview them directly, and reconcile what they see against your timesheets.

100%

of employee time must be recorded and allocated — direct, indirect, leave, and bench time. Partial recording is a system adequacy failure.

Timekeeping irregularities have led to more investigations than any other accounting system anomaly — labor is where audits go wrong.

The Floor Check, Line by Line

What DCAA tests — and how AutoTime answers

A floor check isn't a document review. It's an operational test of whether your written policies match daily behavior. Here's what auditors verify, side by side with how AutoTime makes each answer defensible.

What the auditor tests

How AutoTime answers

?Can employees explain their charge codes?

Auditors ask employees directly: what are you working on, and how are you recording it? Hesitation or guesswork is an immediate finding.

✓Structured charge codes at the point of entry

Employees select from assigned, validated charge codes — by contract, CLIN, and task — so the code on the timesheet always maps to the work being performed.

?Is time entered daily — not reconstructed?

Daily entry is a core adequacy requirement. Timesheets filled in weekly, backdated, or ahead of time are a compliance breach.

✓System-enforced daily entry

Autotime tracks time entry down to the second, and uses employee schedules and automatic events to ensure the time recorded to direct work, internal meetings or training, and break or gap time is properly accounted for and associated with the correct final cost objectives.

?Is every hour accounted for?

Total Time Accounting means all hours — direct, indirect, leave, and admin — are recorded and allocated. Auditors test for gaps.

✓Total Time Accounting enforcement

AutoTime blocks submission until 100% of hours are allocated across all charge code categories. Completeness isn't a policy — it's a system control.

?Did supervisors actually review before certifying?

Auditors verify certification had a genuine basis — especially for remote and hybrid teams. A bulk click-through is not sufficient.

✓Documented supervisor certification workflow

Per-employee review with a full audit trail behind every certification, giving each approval a defensible, documented basis.

?Are corrections documented — original entry, change, and reason?

Any correction found during a floor check triggers the question: does your organization have a documented correction process with a clear audit trail?

✓Correction workflow with a complete audit trail

Every edit preserves the original entry, the change, who made it, when, and the documented reason — exactly the record DCAA expects to see.

?Do subcontractor time records meet the same standard?

If subs bill labor to your contracts, their timekeeping must meet the same DCAA bar. That flow-down accountability is yours.

✓Dedicated subcontractor portal

Subs submit time against your charge code structure with the same daily entry, certification, and audit trail requirements as your prime employees.

Beyond the Floor Check

Compliance as a permanent operating state

Passing one audit isn't the goal. AutoTime keeps your labor system in a continuously defensible posture — for floor checks, accounting system audits, and the Incurred Cost Submission alike.

Floor Check Dashboard

Live compliance status across the entire workforce — current vs. delinquent timesheets, certification records, and corrective actions, always up to date and ready to produce on demand.

Real-Time Labor Visibility

Labor actuals against planned budget the moment time is recorded — by contract, CLIN, project, and workforce category. No waiting on payroll to know where you stand.

ICS-Ready Labor Records

A complete, auditable labor distribution record across the year means Incurred Cost Submission prep pulls from a single source of truth instead of reconstructed reports.

Mobile Time Entry

Compliant daily entry from any device for field teams, remote workers, and traveling employees — so distributed workforces don't become compliance gaps.

Role-Based Access Controls

Unique user authentication and protected access keep timekeeping and payroll duties properly segregated, with unauthorized modifications locked out by design.

Total Time Accounting

Every hour — direct, indirect, leave, and admin — must be allocated before a timesheet can be submitted. TTA is enforced at the system level, not left to policy and habit.

Labor data flows straight into the systems you already run — no manual exports, no re-keying.

Deltek Costpoint Oracle SAP JAMIS Prime

Common Questions

DCAA compliance, answered

The questions Finance, HR, and Operations leaders ask most when evaluating timekeeping for cost-reimbursable federal work.

Will AutoTime help us pass a DCAA floor check?

Yes. AutoTime is built to meet DCAA timekeeping system adequacy requirements out of the box — daily entry, supervisor certification, structured charge codes, correction workflows, and a live dashboard — so floor check readiness is the permanent state of your timekeeping, not a scramble when auditors arrive.

Does AutoTime support Total Time Accounting?

Yes. AutoTime enforces 100% hour allocation across all charge code categories — direct, indirect, leave, and admin — before a timesheet can be submitted. Daily entry is required and system-level completeness checks prevent partial submissions.

Can we control which charge codes employees see?

Yes. AutoTime limits each employee's view to only the charge codes they're authorized to use, based on their contract and task assignments. Employees can't mischarge to a code they were never assigned — and because the list is short and relevant, they can confidently explain their charges when an auditor asks.

How are timesheet corrections handled?

Through a documented correction workflow with a complete audit trail. Every change preserves the original entry alongside the modification, who made it, when it occurred, and the reason — the exact documentation DCAA expects during any audit.

Does AutoTime integrate with ERPs?

Yes. We have prebuilt integrations with Deltek, Oracle & SAP. AutoTime can also utilize web services and API's to integrate with other accounting/payroll/MES systems.

What about our subcontractors' time records?

AutoTime's subcontractor portal holds subs to the same standard as prime employees — daily entry against your charge code structure, certification, and a full audit trail — closing the flow-down gap that operations teams are ultimately accountable for.

Make your timekeeping defensible by design.

See how government contractors use AutoTime to protect indirect rates, simplify the ICS, and walk into every DCAA audit with confidence.