Transparency
DCAA labor & accounting system evaluation
We started with DCAA document guidance and DFARS accounting-system criteria, and mapped each to GovSuite's compliance status with each. Note that some still depend on how your company runs the system.
- 20
- Product controls
- 4
- Shared with you
Not a DCAA certification
DCAA does not “certify” commercial software. Auditors evaluate your accounting system in practice — policies, training, and how people use the tools. GovSuite is designed so an adequate labor charging and accounting system is possible. Your configuration and procedures remain required. This page is a product evaluation, not legal advice or Contracting Officer acceptance.
How to read the marks
- Product controls
Designed into GovSuite and demonstrated in product flows. Configure and use as intended.
- Product + your procedures
GovSuite provides the capability or evidence hooks; your company must still write policy, train people, and operate the control.
- —Outside the software
Physical observation, culture, or engagement-specific items DCAA may still perform that no ERP can replace alone.
Under each requirement we cite the underlying DCAA guidance, FAR, or DFARS criterion. Blue citations link straight to the source document so you can read it yourself. Where DFARS lists a numbered accounting-system criterion, that number (for example (c)(12)) is shown in the citation.
Timekeeping & labor charging
Anchored to DCAA Information for Contractors (DCAAM 7641.90) timesheet preparation and labor charging controls — the criteria auditors emphasize in floor checks and labor system reviews.
| Status | Requirement | How GovSuite addresses it |
|---|---|---|
Product + your procedures | Written timekeeping procedures; nature of work drives charging DCAAM 7641.90 — Timesheet preparation Versioned policy publish and employee acknowledgment in product. Your handbook must still match how you actually operate. | Versioned policy publish and employee acknowledgment in product. Your handbook must still match how you actually operate. |
Product controls | Work authorization / charge codes for cost objectives DCAAM 7641.90 · DFARS 252.242-7006(c)(9) Lines require open, authorized codes within period of performance; pickers show project/contract description. | Lines require open, authorized codes within period of performance; pickers show project/contract description. |
Product controls | Daily contemporaneous time entry DCAAM 7641.90 — record time on a daily basis Company policy can require daily entry with a late-entry window and mandatory reason codes for historical edits. | Company policy can require daily entry with a late-entry window and mandatory reason codes for historical edits. |
Product controls | Supervisors do not complete employee timesheets (except prolonged leave) Proxy entry is limited to prolonged authorized leave with audit trail; employee must supersede with their own certification on return. | Proxy entry is limited to prolonged authorized leave with audit trail; employee must supersede with their own certification on return. |
Product controls | Corrections capture original, corrected, and employee concurrence Immutable line revisions with before/after, actor, timestamp, and reason; material post-certification changes require re-certification or concurrence. | Immutable line revisions with before/after, actor, timestamp, and reason; material post-certification changes require re-certification or concurrence. |
Product controls | Total Time Accounting — all hours worked, paid or unpaid DCAAM 7641.90 · FAR 52.237-10 (uncompensated OT disclosure) Total Time Accounting policy, unpaid/uncompensated overtime charge codes, and certification language that all hours worked are recorded. Hour floors remain minimums, not a TTA substitute. | Total Time Accounting policy, unpaid/uncompensated overtime charge codes, and certification language that all hours worked are recorded. Hour floors remain minimums, not a TTA substitute. |
Product controls | Employee certification of hours and cost objectives DCAAM 7641.90 · DFARS 252.242-7006(c)(9) Submit stores who certified, when, and which certification text version — immutably. | Submit stores who certified, when, and which certification text version — immutably. |
Product controls | Supervisor review and approval (cosign) DCAAM 7641.90 · DFARS 252.242-7006(c)(9) Supervisor knowledge-of-work attestation on approve; self-approval blocked unless an audited override exists. | Supervisor knowledge-of-work attestation on approve; self-approval blocked unless an audited override exists. |
Product controls | Segregation of duties — timekeeping vs payroll DCAAM 7641.90 — labor charging internal controls Configurable incompatible role pairs (approve time vs process payroll) with audited override; demos warn when hats are combined. | Configurable incompatible role pairs (approve time vs process payroll) with audited override; demos warn when hats are combined. |
Product + your procedures | Employee training / awareness of accurate time charging Training attestation records can be retained in product. Hire and annual training culture remains yours to run. | Training attestation records can be retained in product. Hire and annual training culture remains yours to run. |
Product + your procedures | Readiness for DCAA labor floor checks / interviews DCAAM 7641.90 — Labor floor checks Floor-check pack export (roster, charges, labor category, supervisor, remote flag). Physical presence checks are still performed by auditors. | Floor-check pack export (roster, charges, labor category, supervisor, remote flag). Physical presence checks are still performed by auditors. |
Product controls | Direct, indirect, and leave identifiable on the timesheet SF 1408 — direct vs indirect · DCAAM 7641.90 Labor bins for project time, support time, annual leave, and leave without pay with nested charge codes; leave balance enforced on paid-time lines. | Labor bins for project time, support time, annual leave, and leave without pay with nested charge codes; leave balance enforced on paid-time lines. |
Product controls | Timesheets approved before payroll processing Labor charging integrity / DCAA practice Labor/payroll export blocked for missing or unapproved timesheets unless an audited override is recorded. | Labor/payroll export blocked for missing or unapproved timesheets unless an audited override is recorded. |
Product controls | Retain timekeeping and cost-support records Retention schedules for timesheet and labor distribution classes with legal-hold hooks. Longer contract-specific retention remains a tenant setting. | Retention schedules for timesheet and labor distribution classes with legal-hold hooks. Longer contract-specific retention remains a tenant setting. |
Product controls | Approved time posts into labor distribution / books Approved time posts after successful labor distribution; finance can see readiness for unposted labor. | Approved time posts after successful labor distribution; finance can see readiness for unposted labor. |
Accounting system criteria (DFARS / SF 1408)
Selected DFARS 252.242-7006(c) criteria most relevant to labor, unallowables, CLIN costing, funding notices, and billing reconciliation. Full business-system adequacy still depends on your books, rates, and contract mix.
| Status | Requirement | How GovSuite addresses it |
|---|---|---|
Product controls | Timekeeping system identifies labor by cost objective Cost-objective charging, certification, supervisor approval, and work-authorization gates as above. | Cost-objective charging, certification, supervisor approval, and work-authorization gates as above. |
Product controls | Labor distribution charges direct/indirect to cost objectives Labor Distribution Report by employee, job, and indirect pool; reconcile hours to timesheets and dollars to payroll; GL exception queues. | Labor Distribution Report by employee, job, and indirect pool; reconcile hours to timesheets and dollars to payroll; GL exception queues. |
Product controls | Segregate direct costs from indirect costs SF 1408 · FAR 31.202 · FAR 31.203 Direct vs indirect charge structures, cost pools, and allowability flags on accounts. | Direct vs indirect charge structures, cost pools, and allowability flags on accounts. |
Product controls | Exclude unallowable costs from government charges DFARS 252.242-7006(c)(12) · FAR Part 31 Account allowability (allowable / unallowable / conditional); block from government billing; exclude from provisional pools. | Account allowability (allowable / unallowable / conditional); block from government billing; exclude from provisional pools. |
Product controls | Identify costs by CLIN / unit when required CLIN/SLIN tagging gates on time and expense when the contract requires it. | CLIN/SLIN tagging gates on time and expense when the contract requires it. |
Product controls | Limitation of cost/funds notices; calculate indirect rates from books DFARS 252.242-7006(c)(15) · FAR 52.232-20 · FAR 52.232-22 · FAR 52.216-7 Configurable limitation-of-cost/funds threshold alerts and year-to-date indirect rate calculation from the books. | Configurable limitation-of-cost/funds threshold alerts and year-to-date indirect rate calculation from the books. |
Product controls | Billings reconcile to cost accounts (current and cumulative) Billing-to-cost reconcile for current and cumulative amounts with retained billing backup packages. | Billing-to-cost reconcile for current and cumulative amounts with retained billing backup packages. |
Product controls | Auditor-ready labor evidence package FAR Subpart 4.7 · DCAA examination practice One-click labor evidence pack: certifications, approvals, revisions, labor distribution, payroll reconcile, and GL ties. | One-click labor evidence pack: certifications, approvals, revisions, labor distribution, payroll reconcile, and GL ties. |
Product + your procedures | Management review of accounting system controls DFARS criteria self-checklist mapped to product modules. Formal internal audit programs remain a management responsibility. | DFARS criteria self-checklist mapped to product modules. Formal internal audit programs remain a management responsibility. |
—Outside the software | Segregate preproduction from production costs Relevant primarily to manufacturing contractors. GovSuite targets services and project-based GovCon; this criterion is typically N/A for our customers and is not covered by a manufacturing module. | Relevant primarily to manufacturing contractors. GovSuite targets services and project-based GovCon; this criterion is typically N/A for our customers and is not covered by a manufacturing module. |
Primary public sources
- DCAA Information for Contractors (DCAAM 7641.90)
- DFARS 252.242-7006 Accounting System Administration
- FAR Part 31 — Contract Cost Principles
- FAR Subpart 4.7 — Contractor Records Retention
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