DCAA Compliance

Overview

DATABASICS’ Time and Expense are specially designed to help organizations meet Defense Contract Audit Agency (DCAA) requirements for time and expense reporting. DATABASICS allows organizations subject to DCAA audit to configure a fully compliant software control structure.  Organizations should bear in mind that (1) DCAA does not certify software systems such as Time and Expense per se—only the specific process of an organization including both automated and manual elements and (2) Time and Expense do not mandate that DCAA control structures be implemented. The control structures are configurable options.

DCAA and Process Control Options Related to both Time and Expense

• ID-based access control over application functions and information

• User authentication (Active Directory/SAML)

• Contract workforce capability

• Complete Audit Trail of changes

• Comprehensive “Notes” capability including correction notes, rejection notes and mandatory explanations based upon configurable business rules

• “Floor Check” reports

• Allocation of time and expense to any level of organizational and work breakdown structure

• Enforcement of contractual business rules

• Electronic Signature/Approval compliance

• Secure Socket Layer (SSL) encryption

• Approval workflow management including prohibitions against self-approval

• Password security including:

  • Specification of password formulation rules regarding length, content, and prior use

  • Mandatory password changes; e.g., upon initial login, by date or elapsed time, or as determined by the System Administrator.

  • Lock-out of users after a specified number of failed attempts

  • Logging of login activity including failed attempts

Expense Requirements

• Expense policy rules by organizational unit, WBS, location, employee type, expense type, employee status, and amount charged

• Per Diem allowance and deduction rules (e.g., partial days) with full federal rate support

• Auto-calculation of allowable and unallowable over Per Diem or WBS charges

• Validation against daily per diem rates with automatic reallocation of overages

• Automatic routing to specific approvers if amounts exceed normal allowances

• Reporting of attendees for business meals

• Mandatory notes for amounts exceeding normal allowances

• Calculation of mileage allowances

• Pre-Travel authorization and budget validation to promote contract compliance

TimeSite Requirements

•  Standardization of correction notes

• Enforcement of “same day” entry of time including prohibition of advance entries (except for codes such as “vacation”) and mandatory notes for prior day entry

• Automatic e-mail reminder service for missing, not released or not approved timesheets to facilitate control of report processing

• Enforcement of employee-only timesheet modifications/adjustments (approvers prohibited from altering timesheets)