Real-Time Labor Evaluations Further information is available in the

Real-Time Labor Evaluations Further information is available in the Information for Contractors Manual under Enclosure 2, Section 4 One Agency, One Team, One Direction

Real-Time Labor Evaluation What is a Real-Time Labor Evaluation? Why does DCAA perform them? What will you need to provide? Will you receive advance notification? Common real-time procedures One Agency, One Team, One Direction Page 2

What is a Real-Time Labor Evaluation? Live real-time examinations designed to test the contractor’s compliance with its timekeeping internal controls and procedures; and the reliability of employee time records by verifying that: employees are actually at work; they are performing in assigned job classifications; and time is charged to the proper cost objective. One Agency, One Team, One Direction Page 3

Why Does DCAA Perform Real-Time Labor Evaluations? To test for compliance with timekeeping controls Deficiencies addressed on a real-time basis Analysis of current labor charging and cost allocation practices In support of Incurred Cost Audits, performed at a later date To determine the accuracy of labor charges to contracts, indirect accounts, or other cost objectives Evaluation performed on a real-time basis since employees are more likely to remember recent events One Agency, One Team, One Direction Page 4

What Will You Need to Provide? A current list of employees & their locations Timekeeping procedures Procedures for Work at Home program (telecommuting) A Point of Contact for employee interviews Will also need an alternate point of contact Separate point of contacts for each location One Agency, One Team, One Direction Page 5

Will You Receive Advance Notification? Labor evaluations are unannounced so we will not call in advance to let you know we are coming or ask for a convenient time to meet. The auditor will arrive at your location and request to meet with the point of contact. The auditor will request to interview employees at their assigned workstation. One Agency, One Team, One Direction Page 6

Common Real-Time Procedures Common procedures include: Evaluating timekeeping procedures/internal controls Employee interviews Analysis of employee timekeeping practices Reconciliation of labor charges with subsequent payroll and labor distribution records One Agency, One Team, One Direction Page 7

Purpose of Employee Interviews Verifying employees exist and are at work Labor charges are to the appropriate cost objective Verifying employees are performing in assigned job classifications Determine if the recorded labor hour charges are a fair representation of the work performed One Agency, One Team, One Direction Page 8

DCAA Labor Evaluations The auditor will ask the employee for a copy of their timesheet upon arrival at their workstation or request the employee open their timekeeping application and input screen Other items the auditor may request include: Copies of timekeeping procedures Written descriptions of current projects Employee identification number Authorization for charging current projects One Agency, One Team, One Direction Page 9

DCAA Labor Evaluations The auditor will concentrate on the following: Employee’s understanding of timekeeping procedures Procedures for receiving work assignment charge numbers and descriptions How often the employee completes their timesheet Whether the employee incudes all hours worked Timesheet submission/approval process One Agency, One Team, One Direction Page 10

Examples of Interview Questions Current job title Description of current projects Period of performance for current projects Charge numbers/accounts used to record time spent on each project Percentage of time on each project Explain the procedure for revising timesheet One Agency, One Team, One Direction Page 11

Impact of Work at Home Program If employee selected for interview is working at home: Employee’s supervisor interviewed to verify control over employee’s work at home schedule Auditor will speak to employee over the telephone: Discuss work at home procedures Discuss specific work being performed Request charge number(s) for work performed Auditor may also interview employee during a follow-up visit One Agency, One Team, One Direction Page 12

Common Real-Time Procedures Obtaining explanations promptly concerning all questionable procedures & practices observed during the floor check. Auditor may also question management, accounting, or other personnel to further clarify or confirm the employee’s statements One Agency, One Team, One Direction Page 13

Common Real-Time Procedures Perform a follow-up of employees that were unavailable on the day of the floor check to verify their existence. Verifying employee time charges (observations made during the floor check) to the labor distribution for the pay period floor checked. One Agency, One Team, One Direction Page 14

Contractor Response Auditor will conduct exit conference to discuss results of the evaluation If deficiencies with the DFARS business system criteria are found, the auditor will furnish a draft version of findings to be presented in a business system deficiency report Contractor is given an opportunity to respond to findings Response can be oral or written Response will be incorporated into the report One Agency, One Team, One Direction Page 15

Questions/Comments One Agency, One Team, One Direction Page 16