Time Tracking Software for Government Contractors
Best DCAA compliant time tracking software!
Content overview
- Ensure Total Time Accounting (TTA)
- Separate direct vs. indirect labor
- Compliant timesheet approval workflows
- Manage remote compliance
- Solve incomplete or forgotten timesheets
- CLIN/WBS time tracking
- Manage time and materials, and cost-plus billing
- Stay within budget
- Accurate, on-time reporting
- Passing surprise floor checks
- Proving allowable costs
Timesheet software for government contractors
Using GovCon timekeeping software ensures accurate tracking in line with DCAA and FAR regulations.
GovCon time tracking comes with strict rules that often create challenges for organizations. The key is to make time and work tracking simple and convenient for employees while staying compliant.
For a detailed overview of DCAA requirements, see our DCAA timekeeping guide.
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Ensure Total Time Accounting (TTA)
Although federal contractor timekeeping doesn’t explicitly require TTA, it is expected during audits and reviews.
This means that ALL time must be tracked, including:
- Paid and unpaid hours, plus breaks
- Overtime hours
- Hours worked that are directly or indirectly related to the contract
- All leave types (vacation, sick, etc.)
Start/stop timer for real-time time tracking.- Split work into projects and tasks, and track time against them.
- Fully featured Android and iOS mobile apps.
- Chrome, Edge, and Firefox browser extensions.
- Target hours for users to capture overtime.
- Custom tags to distinguish work types.
Separate direct vs. indirect labor
My Hours lets you add unlimited users and organize them into teams based on departments.
Compliant timesheet approval workflows
For a compliant timesheet approval workflow, government contractors must verify and approve each submitted timesheet. If an error or inconsistency is found, it is up to the supervisor to fix it.
Email alerts notify supervisors when timesheets are awaiting approval.
Manage remote compliance
Your remote workers need a simple way to track time from anywhere, whether they have connectivity or not. And supervisors need access to current timesheet data, whenever required.
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Solve incomplete or forgotten timesheets
My Hours helps users submit complete timesheets before each deadline.
CLIN/WBS time tracking
More complex projects likely have contract line item numbers (CLIN) and work breakdown structures (WBS). Every time log must include this information so the correct codes get assigned to the right deliverables.
Tip: We recommend using custom tags for CLIN codes because users don't have to type codes manually.
Manage time and materials, and cost-plus billing
Accurate time and cost tracking prevents overbilling and fraud while protecting profit margins on cost-plus contracts.
Proving allowable costs
You have to be able to prove each cost and maintain detailed records that support them as genuine, allowable, and allocable.
Stay within budget
Many government contracts specify line-item budgets along with clauses that require prior approval for overruns.
Accurate, on-time reporting
All government contractors are obligated to provide regular reports on cost and time. However, each contract will have unique reporting requirements, depending on its type.
The Detailed report: the most data.
The Timesheet report: insights into each team’s time and activities.
Passing surprise floor checks
My Hours provides DCAA-aligned time tracking, and making full use of the features will keep your organization compliant with federal requirements.
My Hours Implementation Checklist
Set up users in your My Hours account:
- Add each user to the platform and assign them a role.
- Set a labor rate and a billable rate for each user
- Arrange users into teams.
- Assign individual users or teams to projects and tasks.
Here’s a detailed guide to setting up users and teams, and another for user roles.
Define charge codes/labor categories
Create custom fields and tags to define codes, labor categories, allowable costs, etc. Color-code tags for better organization.
Tip: If you have a large number of tags, it’s worth creating a separate spreadsheet or PDF that your employees can quickly reference.
Learn more about creating custom tags and custom fields.
Configure labor separation
Direct and indirect labor separation can be configured in several ways:
- Create custom tags to label time logs appropriately.
- Set up teams according to direct and indirect purposes.
- Create separate projects for direct and indirect tasks.
- Mark indirect labor projects as non-billable.
Learn more about creating projects.
Set up approvals
Pick from manual or automatic timesheet submission.
At the user level, determine which managers can:
- Approve time logs.
- Edit time logs of other users.
Video guide for the approval process.
Enable reminders
- Set default target hours (applies to all workers) or customized target hours per user.
- Choose if reminders are sent daily or weekly.
- If using budgets, determine at what percentage an automated alert should be sent (50% - 90%).
Here’s more about time tracking alerts and budget alerts
Customize report settings
Once all your custom fields and tags are set up, you can go ahead and configure your report settings:
- Decide which report type to use
- Choose the necessary data columns and filters.
- Save report settings.
- Schedule the report for automatic sending.
Detailed guides of My Hours report
My Hours time tracking features
Timer or weekly timesheet
Track time with our seamless timer or enter your time through our keyboard-friendly timesheet. Add a description and custom inputs.
Set billable rates and budgets
Automate calculation of billable amounts by setting precise hourly rates by project, task or team member. Add a project budget to monitor its progress.
Analyze logged hours & expenses
With the Dashboard you’ll get a bird’s-eye view of billable vs non billable hours, earned income by project, under- or over-utilized employees and more.
Generate custom reports
Detailed reports are completely customizable and display as much information as needed. Print to PDF, export to XLS or send schedule it via email.
Manage tasks
Add and assign tasks with an estimated budget. Create templates when identical tasks appear across projects.
Submit and approve timesheets
Supervisors get email whenever timesheets are submitted. Each timesheet can be approved or rejected with an email message.
Set flexible roles
Invite your team to track time on their projects without seeing each other’s hours and rates. Designate managers to oversee their team and manage their work.
Prevent inconsistent reporting
Lock team’s time logs to prevent editing or adding new logs in a selected period. Download the audit log report to keep your books in order.
Streamline invoicing
Create numbered invoices straight from hours logged. Integrations with the most popular invoicing apps are available to all customers.
Integrate with other tools
Connect My Hours data with other tools or vice versa through Zapier connectors. Alternatively, use our API to develop your own integration.
Access from anywhere
My Hours is a cloud-based app with nothing to install. View and manage your hours from any web browser or install our native mobile apps.
Secure infrastructure
My Hours is hosted in Microsofts Azure cloud and we are proud of 99.95% uptime. We perform regular security checks to keep your data in safe hands.
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