GCS-100Leveraging DeltekTime and Expense toSurvive a DCAATimekeeping AuditOverview of DCAARequirements and PitfallsMay 18,...
Enabling Success                       Project                      Human               Financial          Project        ...
Do More                       Project                      Human                Project          Financial                ...
Requirements of a GovernmentContractor     Maintain company timekeeping policy     Record time on a daily basis     Rec...
Penalties for ImproperTimekeeping     Lose direct bill capabilities     Invoices subject to additional withholding     ...
Compliant System People                                                   Technology                                   ...
Common Pitfalls     No written timekeeping policy     Time is not recorded on a daily basis     Time incorrectly charge...
Ways to Avoid Common Pitfalls     Maintain a thorough company timekeeping policy with periodic reviews     Ensure employ...
Most Commonly Used Reports     Daily Floor Check     Timesheet Status Report     Employee Activity Report     Charge A...
Labor Corrections & BestPractices     If timesheets have not been exported to GCS:      Employee corrects timesheet prior...
Leveraging Deltek Time &Expense to Survive a DCAATimekeeping AuditRunning and Scheduling Reportsin T&E11   May 22, 2012   ...
Steps for Reviewing LaborSupport Schedule12   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Reviewing LaborSupport Schedule (cont’d)13   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Running a ChargeActivity Report14   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Running a ChargeActivity Report15   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Running a ChargeActivity Report (cont’d)16   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Sample Charge Activity Report17   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a DailyFloor Check18   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a DailyFloor Check (cont’d)19   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a DailyFloor Check (cont’d)20   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a DailyFloor Check (cont’d)21   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a DailyFloor Check (cont’d)22   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a DailyFloor Check (cont’d)23   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Steps for Scheduling a DailyFloor Check (cont’d)24   May 22, 2012   ©2011 Deltek, Inc. All Rights Reserved
Notes for Scheduling Reports inT&E      The Daily Floor Check and Timesheet Status reports can be scheduled to run       ...
QuestionsContact Information:Jess Hilliard                                                www.twitter.com/deltekCordia Par...
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Deltek Insight 2011: Leveraging Deltek Time and Expense to Survive a DCAA Timekeeping Audit

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

  1. 1. GCS-100Leveraging DeltekTime and Expense toSurvive a DCAATimekeeping AuditOverview of DCAARequirements and PitfallsMay 18, 2011Presented byJess Hilliard & Dawn Chronister
  2. 2. Enabling Success Project Human Financial Project Manufacturing Resources Management Management Do More Market Teaming CRM and Capture Win More Intelligence Solutions Management Know More Business Performance Management Winning More Increasing Project Improving Cash Reducing the Cost Business Visibility Flow of Compliance2 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  3. 3. Do More Project Human Project Financial Manufacturing Resources Management Management Do More Market Teaming CRM and Capture Win More Intelligence Solutions Management Know More Business Performance Management Project Execution Project & Corp Time, Expense, Reporting, GRC & & Management Accounting Labor, Payroll Compliance3 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  4. 4. Requirements of a GovernmentContractor  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 changes4 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  5. 5. Penalties for ImproperTimekeeping  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 necessary5 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  6. 6. Compliant System People  Technology  Processes6 May 22, 2012 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
  7. 7. 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 reconciled7 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  8. 8. 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&E8 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  9. 9. Most Commonly Used Reports  Daily Floor Check  Timesheet Status Report  Employee Activity Report  Charge Activity Report9 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  10. 10. Labor Corrections & BestPractices 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 review10 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  11. 11. Leveraging Deltek Time &Expense to Survive a DCAATimekeeping AuditRunning and Scheduling Reportsin T&E11 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  12. 12. Steps for Reviewing LaborSupport Schedule12 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  13. 13. Steps for Reviewing LaborSupport Schedule (cont’d)13 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  14. 14. Steps for Running a ChargeActivity Report14 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  15. 15. Steps for Running a ChargeActivity Report15 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  16. 16. Steps for Running a ChargeActivity Report (cont’d)16 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  17. 17. Sample Charge Activity Report17 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  18. 18. Steps for Scheduling a DailyFloor Check18 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  19. 19. Steps for Scheduling a DailyFloor Check (cont’d)19 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  20. 20. Steps for Scheduling a DailyFloor Check (cont’d)20 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  21. 21. Steps for Scheduling a DailyFloor Check (cont’d)21 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  22. 22. Steps for Scheduling a DailyFloor Check (cont’d)22 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  23. 23. Steps for Scheduling a DailyFloor Check (cont’d)23 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  24. 24. Steps for Scheduling a DailyFloor Check (cont’d)24 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  25. 25. Notes for Scheduling Reports inT&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 scheduling25 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  26. 26. QuestionsContact Information:Jess Hilliard www.twitter.com/deltekCordia Partners www.facebook.com/deltekincjhilliard@cordiapartners.comDawn Chronister www.linkedin.com/company/163414Cordia Partners www.youtube.com/user/deltekincdchronister@cordiapartners.com26 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved

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