A complete list of all Finance policies and forms are housed in the Epsilon Systems Document Vault.

The Defense Contract Audit Agency (DCAA) conducts surprise audits/floor checks of employee’s timesheet recording practices. This means that DCAA auditors will request interviews with certain employees, and question them about their time recording practices.

In preparation for this, we would like to remind all employees to review the time recording policy and make sure everyone completes their timecard each day. Common errors are below:

1. Not completing timesheets in Deltek Time & Expense daily.
2. Employees charging incorrect projects for the time they worked.
3. Managers approving timesheets that were not reviewed for accuracy.

As a reminder, everyone is required to complete timecards at the end of the day but no later than 0900 the next morning. Supervisors are responsible to provide guidance as to what charge number(s) employees are putting their time towards. If employees have questions, they should contact their supervisor to ensure time recording accuracy.

If you are selected for the Floor Check Interview during the DCAA audit, you will be asked questions with regard to your understanding of the time recording process. In all cases, you should answer the questions truthfully to the best of your knowledge.

Listed below are some of the questions that might be asked during the interview, and examples of common answers to those questions:

Question: Do you have your employee badge with you?

Answer: Provide your badge to the auditor.

 

Question: What is your job title?

Answer: Provide your job title.

Example: “I am an ET3 Main Propulsion SME.”

 

Question: Who is your supervisor?

Answer: Provide your supervisor’s name.

 

Question: Where will you charge your time spent during this interview?

Answer: Provide your answer.

Example: “Epsilon’s policy is that all employees are to charge their time to the appropriate project. Generally, time spent on an interview such as this would be charged to an overhead project. When in doubt, I will ask my supervisor.”

 

Question: What are you currently working on?

Answer: List the project name as you know it and record time to the project in Deltek Time & Expense.

 

Question: What is your standard work schedule in hours and days?

Answer: Provide your standard work schedule. The standard work schedule for most employees is 8 hours per day, 5 days per week.

 

Question: How do you know what code to charge your time to?

Answer: Explain how you determine what project to charge. At Epsilon, the timesheet policy requires guidance from your supervisor.

Example: “My manager communicates the job charge code information to me.”  Be prepared to demonstrate communication from your supervisor, or explain how your supervisor has communicated the correct charge code.

 

Question: Do you complete electronic or manual timesheets?

Answer: Explain how you report your time.

Example: Generally, time is recorded in Deltek Time & Expense, which is an electronic timekeeping system. From time to time, employees may complete a paper timesheet. Be prepared to explain how you record your time.

 

Question: What is the process for correcting errors on a timesheet?

Answer: Explain how you correct any errors.

Example: “Deltek Time & Expense allows Timecards to be adjusted electronically and includes a reason code explaining the reason for the change. The change is then reviewed by a supervisor.”

 

Question: What happens when someone other than the timesheet approver changes a timesheet?

Answer: Explain your understanding.

Example: The employee who performed the work will see an open timesheet with a green flag in Deltek Time & Expense requiring the employee to ensure the change is accurate.

 

Question: If you work more than 40 hours, do you document the need for these hours?

Answer:  Explain how you document the additional hours.

Example: “Employees are required to document all hours worked in the timekeeping system. All hours are then reviewed by the supervisor for accuracy.”

How do I fill out an expense report?

Detailed instructions on how to use Deltek Time & Expense for expense reports can be found in the Deltek Time and Expense User’s Training Guide.

How do I use the Deltek Time & Expense timesheet system?

Detailed instructions on how to use Deltek Time & Expense for time reporting can be found in the Deltek Time and Expense User’s Training Guide.

How do I determine the correct project code? Supervisors are responsible to provide guidance as to what project/charge number(s) employees are putting their time towards. If employees have questions, they should contact their supervisor to ensure time recording accuracy.

What is the company’s time reporting policy?

Epsilons System’s time reporting policy is detailed in our Time Recording Policy document.

How can I get my travel and other expense reimbursements direct deposited to my bank account?

There are forms in the Epsilon Systems Document Vault that can enable you to authorize direct deposit:

• The Direct Deposit Authorization is used to designate a personal bank account to which your travel and other expense reimbursements can be automatically deposited to.
• The AP Direct Deposit Form must be filled out by an employee for direct deposit.
• The AP Direct Deposit Cancellation Form must be filled out by an employee to cancel direct deposit.