Organizations that receive Federal
Contracts and Grants must adhere to the strictest
time reporting documentation rules required by any
client or audit organization. Our web-based Time Reporting
Application (SageTExT-Time) implements the functional
requirements of Federal Time Reporting and Travel
and Expense regulations (FAR, JTR,
and FTR) and maintains a comprehensive audit trail
of activities throughout the life cycle of a reporting
transaction so that your organization is conforming
to Federal Regulations.
The following table displays the
rules and regulations SageTExT-Time can be configured
to enforce:
**
The DCAA Audit Requirement
The Paper Audit
Criteria & Process
The SageTExT
- Time
Solution
** Timesheet
must be accessible to the auditor at all
times - keep on upper left hand corner of
desk.
Auditor
must be able to walk into an office or cube
and see the timesheet on the desk; unless
the employee is on travel.
SageTExT
provides on-line access to review/view all
timesheets. Timesheets are available all
the time - even when the employee is on
travel.
** Only
the person whose timesheet it is can enter
time on the timesheet
Auditors will:
See who has the timesheet, during Desk
Check
Compare hand writing on individual
lines
SageTExT
utilizes Employee ID and Password to ensure
that only the person has access.
** Time
must be entered daily - just before the
employee goes home
Auditors will perform surprise Desk Checks
to compare ink and style on the timesheet.
They can determine if the entering of
time occurs all at once or daily; the
use of different pens and different writing
"temperaments" indicates compliance.
SageTExT
records the date and time of entry from
the Server time clock.
There is a DCAA allowed Grace period
for the morning of the next day. If time
is entered after the grace period then
a reason for the late entry is required
by the system.
The system can also produce a daily report
of late time entries. (This is what the
auditors now want to see rather than wandering
the halls doing desk checks.)
**
There must be an audit trail
for all corrections to timesheet and follow
the prescribed rules
Single line through error
Correction made in the closest available
space to line-out.
Date and Initial each correction
Provide an explanation for the correction
Paper
entry requires that the rules are followed
via the following process:
Single line thru error on the form
orrections made in the closest available
space to line out.
Date and Initial each correction
Provide an explanation for the correction
- usually at the bottom of the page,
or wedged in margins, cluttering the
timesheet and affecting legibility
SageTExT
fulfils the audit requirements by creating
an audit record each time a correction
is made. Our audit trail contains:
New Value
Time and date of correction
Name of the person making the correction
All correction records are kept without
cluttering the timesheet or affecting
legibility.
Any changes or corrections result in
an Audit Trail entry
**
New timesheets need to be controlled
to ensure that an employee receives one
and only one original
Manual
checks are required to make sure that timesheets
are printed with control numbers, or in
such a way that a second "original"
timesheet cannot be produced.
The
system allows for only one "generation"
of an electronic timesheet for a person
for a time reporting period. Any changes
or corrections results in an Audit trial
entry.
**
All employees are to receive written
instructions reqarding the charge codes
they are to use for specific Federal contracts
Auditors
will ask employees to see copies of memos,
emails, or instructions on backs of envelopes,
from their managers providing this information.
SageTExT
provides a special box on the timesheet
where the manager can enter those instructions.
The instructions then become part of the
audit trail which enables the auditors to
review compliance directly within SageTExT
withough bothering the employee.
