DCAA Timekeeping

DCAA Timekeeping in ClickTime — This guide explains how to enable and use ClickTime’s DCAA-focused features (Audit Trail, approvals, correction notes) and how they align with core DCAA expectations for labor charging (daily entry by employees, supervisor approvals, audit trails, segregation of duties, and complete allocation of direct & indirect time). See DCAA “Information for Contractors (DCAAM 7641.90)” and DFARS 252.242-7006 for the underlying criteria. DCAA website. 

This article is for administrators at organizations subject to DCAA or similar government contracting requirements who are configuring ClickTime to support their internal timekeeping policies.

ClickTime provides tools that support common DCAA timekeeping expectations, but this guide is for informational purposes only and is not legal advice. Always consult your own auditors and DCAA resources to confirm compliance.

Jump to:

• Enable DCAA Features
• Time Entry & Corrections (Day View)
• Time Off Requests (Approval Required)
• Audit Log: Find the notes & changes
• Best practices & responsibilities
• Caveats / restrictions
• References

Enabling DCAA Features

DCAA-related options require the Audit Trail Module and an enabled Audit Log. Go to Company → Preferences → Security Settings, turn on the Audit Log, then enable DCAA compliance.

DCAA guidelines expect daily entry by employees and documented corrections to submitted time. To support this, the Audit Log and Timesheet Approvals must both be active before you can enable DCAA compliance. With DCAA enabled, employees enter time from Day View only, and submit or unsubmit via Timesheet View. Because of the additional checks and audit logging, you may notice a small performance impact.

(Optional) Allow bulk changes to Billing/Cost Rates for existing entries. If unchecked, the historic rate-change options will be hidden. See: Billing Rates in ClickTime and Cost Rates.

If you don’t see the Audit Trail Module and want to add it, please contact ClickTime Support. You must also use Timesheet Approvals and assign each employee a Timesheet Approver (learn more).

If your organization uses “Company Holiday” Leave Types, set them to Inactive before enabling DCAA, as they are not currently supported.

Using DCAA Features for Time Entry (Day View)

With DCAA enabled, employees enter time daily from Day View (Week View is hidden). When a save meets any of these conditions, ClickTime prompts the employee for a required reason and logs it in the audit trail:

• Logging for a past date
• Logging for a future date (if future entry is allowed)
• Editing an entry not added today
• Editing an entry from a submitted (or unsubmitted/rejected) timesheet

Why this matters: DCAA expects contemporaneous entry by the employee, documented corrections, and supervisor review/approval. This is exactly what the prompt + audit trail + approvals enforce. Source: DCAAM 7641.90; DFARS 252.242-7006(c)(9)-(10).

Using DCAA Features for Time Off Requests

For organizations using Approval Required Leave Types, ClickTime tracks:

• Who approved, when, and any optional approver comments
• Who cancelled an approved request, when, and the required cancellation note

No extra steps are needed—these events are captured in the Audit Log.

Learn more about managing Approval Required Leave Types here, and requesting Time Off here.

Viewing DCAA Notes & Changes in the Audit Log

To review organization-wide activity, go to Company → Reports and open Miscellaneous → Audit Trail. Run for a focused date range (large queries may take time).

You’ll receive an email when the file is ready (available for 24 hours at the top of the Reports page). Download and open in Excel.

Notes entered when logging for past or future dates, or adjusting existing entries, appear in column G — Action Comment.

Approvals/cancellations for Time Off requests include approver identity, timestamp, and any comments.

Need help interpreting a line? See the Audit Log guide or contact Support.

Best practices & responsibilities

• Daily entry discipline: Encourage same-day entry; use reminders and a weekly manager review cadence. DCAAM 7641.90 — daily entry.
• Clean charge codes: Maintain Clients/Projects/Tasks and assign staff only to valid codes (direct and indirect such as OH, G&A, B&P, Training, PTO). DFARS 252.242-7006(c)(9)-(10).
• Approvals workflow: Employees submit; supervisors approve. Post-approval edits require reason + re-approval.
• Always capture explanations: Keep the Audit Log enabled and make sure employees enter a clear reason whenever ClickTime prompts for one. These notes become part of your audit trail.
• Segregation of duties: Avoid letting payroll or supervisors change employee hours; use the correction process instead. DCAAM 7641.90.
• Reconcile labor distribution: Export labor/billing reports and reconcile to the GL each period (direct vs indirect). DFARS 252.242-7006(c)(10) — labor distribution to correct cost objectives.
• Documented procedures: Publish a short, employee-facing timekeeping policy; train new hires and refresh annually. Auditors may perform unannounced floor checks. DCAA floor checks overview.

Caveats / Restrictions

DCAA adds constraints to keep records contemporaneous and auditable. When enabled:

• You cannot change your timesheet model. Contact Support before considering changes.
• Company Holidays are not available.
• Week View is not available; use Day View for time entry.
• All employees who log time must have a Timesheet Approver assigned.
• Mobile app is currently not available when DCAA is enabled; employees must enter time from the web app.
• Project Approvals are not supported with DCAA enabled.
• Custom Fields cannot be associated with a timesheet.
• QuickBooks Online: The legacy QuickBooks Online Connector is not supported (support ended October 18, 2024). DCAA is supported via QuickBooks Desktop Connector and partner solution SaasAnt Transactions for QBO.
• When DCAA is enabled, Billing Rate changes can only be applied to unlocked time entries. See details.

References

• DCAA Information for Contractors (DCAAM 7641.90) — timekeeping & labor charging expectations. See labor charging/timekeeping sections.
• DFARS 252.242-7006 Accounting System Administration — criteria for timekeeping and labor distribution to cost objectives.
• DCAA overview of floor checks (unannounced timekeeping interviews/verification).