OnTrax Timesheets is designed for companies to meet the strict time tracking requirements of the Defense Contract Audit Agency.
From The DCAA compliance manual
5-909.2 Automated Time keeping Systems
Procedures for automated Time keeping Systems should provide for the accurate and current recording of labor hours by authorized employees, as well as appropriate controls to ensure corrections to labor charges are accurate and authorized. Generally, they may be categorized as procedures that pertain to:
a. Only the employee uses their labor charging instrument to access the labor system.
b. Employee badge issuance (ID) is sufficiently controlled so that no number is duplicated and badges (ID's) are not issued to unauthorized persons.
c. Procedures are in place which require the employee to report lost badges (ID's) promptly.
d. Changes are initialed, authorized, and dated by the employee and supervisor and include a description of the reason for the change. This may be done electronically.
e. A verifiable audit trail process is in place that collects all initial entries and subsequent changes
5-910.2 Recording Hours Worked
The contractor should have procedures to ensure that all hours worked are recorded, whether they are paid or not, to assure the proper distribution of labor costs. This is necessary because labor rates and labor overhead costs can be affected by total hours worked, not just paid hours worked
OnTrax Timesheets is designed to aid contractors in meeting the guidelines required for time keeping systems
Requiring comments on time cards - OnTrax Timesheets can be set for optional or mandatory comment entry at during both creation and approval of a posting . All comments and changes are logged in OnTrax automatically. This can be set up in the application configuration section using the 'Compliance and Notifications" section.
Task Assignments E-Mail notification- E mails will automatically be sent to users as they are assigned to projects and project tasks if desired. Set this in the Compliance and Notifications section of the system configuration.
Time sheet E Mail reminder- System reminders can be scheduled to run as often as desired. E mail all users, users who have entered below their minimum hours, expense entry users or others. The automatic email reminders can be scheduled in the System >> Job area of the application
Restrict Posting Dates within OnTrax - System settings restrict users from posting a specified number of days into the future, days into the past, the number of days past a weeks ending date, and the number of days past a months ending date. These restrictions are completely flexible, allowing restrictions to be limited to the guidelines of DCAA compliance.
Work Flow parameters- Work flow allows the system to be configured to operate the way your organization works, while still saving a field level change log and history regarding who changed what, where and when. This change log, brings OnTrax into compliance with the DCAA logging and document history requirements.
Work Flow Audit Trail- Authorized users can view the entire history of a document, its modifications, and how the modifications affected the costs and amounts for the specific posting. The change log records the user ID, User Name, Time & Date modified, field modified, and the From and To value of the field.