Sigma Foundry › Government & Defense › Free tool

DCAA Timekeeping Policy Generator GovCon

For small contractors heading into a cost-type or T&M award: answer a dozen questions and get a complete, numbered timekeeping policy that covers every element DCAA looks for, ready to print, export and have employees sign.

Company

Company name

Effective date

Policy owner (title)

Whoever maintains the charge-code list and runs floor checks. Often the Controller, CFO or Operations Manager.

Approving officer (title)

Signs the policy.

Timekeeping system

How is time recorded?

Software name

Leave blank to say "the Company's electronic timekeeping system".

Pay period

Timesheet submission

DCAA expects timely submission; weekly is the common practice even on a bi-weekly payroll.

Approval and corrections

Who approves timesheets?

Who may initiate a correction?

Corrections after the accounting period closes

Segregation of duties

Overtime and total time accounting

Salaried (exempt) staff who work over 40 hours: costing method

All hours are recorded either way. The method must be disclosed under FAR 52.237-10 when uncompensated overtime is proposed.

Hourly (non-exempt) overtime premium is charged to

Charge codes

Direct charge codes by contract / task order / CLIN (always included) Overhead (indirect delivery support) G&A (general and administrative) Bid & proposal (B&P) Independent research & development (IR&D) Leave: PTO / vacation, sick, holiday Training Unallowable activities (e.g. entertainment, lobbying)

Direct code format (example)

Shown as the example in the policy. Keep it consistent with your job-cost ledger.

Monitoring, training, retention, enforcement

Internal floor checks

Timekeeping training

Records retention

Disciplinary language

An adequate accounting system is the other half of a winning cost proposal. The Bid Pricing Workbench builds the labor, indirect-rate and fee side, by contract type, so the numbers you propose match the system this policy supports.

Open Bid Pricing Workbench →

Built by an SDVOSB founder who has done this paperwork. Not legal, accounting or contracting advice — a starting draft to review with your accountant and counsel before adoption. Data & rules last verified 2026-09-15: DCAA Manual 7641.90 "Information for Contractors" (Nov 14, 2023), Enclosure 3 §3.c-d; DCAA CAM 6-405; DFARS 252.242-7006(c)(9)-(10); FAR 52.237-10; FAR 4.703-4.705; SF 1408. Tell us if something changed. Privacy · nothing you type leaves your browser unless you email yourself a result.