Federal Contractors

Federal Contractors

Easily navigate through complex regulations

Federal contractors must ensure that their contacts are fully compliant. DATABASICS provides government contractor timekeeping & expense reporting solutions specifically developed for federal government and state agencies to help navigate complex regulations.

Government Contractor Timekeeping and Expense Reporting Solutions

DCAA-compliant government contractor timekeeping and expense reporting software

DATABASICS Expense

DATABASICS Expense is the best way for federal contractors to ensure that their reporting of travel and entertainment expenses is fully compliant with the Federal Acquisition Regulations (FAR), Federal Travel Regulations, and the Defense Contract Audit Agency (DCAA).

Federal contractors know that how you capture employee time is just as important as what you capture. With DATABASICS Time, you can implement a process that is fully DCAA compliant. Simply turn on DCAA for the business units that need it, and leave it off for those that don’t.

With DATABASICS Time & Expense, federal contractors get a fully integrated, DCAA compliant accounting software solution:

  • Custom categorization: Categorize your costs by whether they’re allowable or unallowable;
  • Per diem management: From CONUS to OCONUS, tracking per diems is easy with GSA support and automatic calculation;
  • Reimbursement insight: Vehicle mileage reimbursement is managed and calculated for you;
  • Compliance: Rules and restrictions are automated to take care of your compliance concerns;
  • Expense report administration: Flexible approval workflows assist in implementing internal controls;
  • Data organization: Allocation of expenses can be attributed to the Contract Line Item (CLIN) or other levels of billing or substantiation.

DATABASICS Time

Implement a process that is fully DCAA compliant. DATABASICS provides a centralized solution for your entire enterprise, including those parts of your business that deal with the commercial market.

With DATABASICS Time, federal contractors can:

  • Get an easy-to-use, unique system:
    • Produce special reports for “floor checks,” missing timesheets, and more;
    • Integrate time reporting with their billing, project management, accounting, and payroll systems;
  • Ensure compliance:
    • Customize entry rules that ensure DCAA compliance and accuracy (from daily entry to restriction of time distribution to assigned projects);
    • Create a complete audit trail of entry, modification, and approval actions;
  • Gain spend insight:
    • Capture time at any level of a contract or other work breakdown structure.
    • Monitor time against contract/project budgets;
    • Differentiate between billable and non-billable time.

Time & Attendance

Measure time-in and time-out for any specific project to ensure accurate and timely billing, along with an audit trail for clients and regulators.

With DATABASICS Time & Attendance, federal contractors can:

  • Track actual time/spend with Start/Stop clock functionality for a specific project;
  • Automatically insert hours to a current timesheet;
  • Capture data intelligently with the GPS & IP Addresses of Start Time & Stop Time users;
  • Auto-stop after a specific time frame (based on user preference).

Audit

DATABASICS Expense Report Audit empowers federal auditors to review expense reports quickly and easily. Reports can be audited at any time after posting or as a final step prior to posting. Auditors need no special training to use our cloud-based software. It’s really that simple and intuitive.

With this mobile, innovative expense reporting solution, federal contractors get a solution designed to meet their customers’ needs as those needs change. Auditors have the freedom to explore and help refine policies as well as monitor compliance. Criteria for selecting reports are highly flexible and reports can be automatically evaluated according to user-defined rules.

You can expect a lot. With DATABASICS Audit, federal contractors get support of the full range of auditing:

  • Ease of use: Receipts, transactions, and status are all presented in the same screen;
  • Specific inquiries: Ad hoc investigations ensure policy compliance;
  • Tracking: Access to a complete audit trail activity and access to the audit trail of system administrators and approvers;
  • Peace of mind: Special security provisions for outsourcing;
  • Automation: Receipts are automatically matched to transactions;
  • Flexibility: Highly flexible criteria, plus reports can be automatically evaluated according to user-defined rules (including by role, policy violations, or by spend thresholds by Expense Type or total spend, and more);
  • Real-time insights: Stay on top of your information with notifications and reporting.

Contract Compliance

DATABASICS ensures full compliance for travel & entertainment reporting, including compliance with Federal Acquisition Regulations (FAR), Federal Travel Regulations, and the Defense Contract Audit Agency (DCAA).

With DATABASICS policy compliance, gov’t and federal contractors get:

  • Compliance: Rules and restrictions are automated to take care of your compliance concerns;
  • Per diem management: From CONUS to OCONUS, tracking per diems is easy with GSA support and automatic calculation;
  • Reimbursement insight: Vehicle mileage reimbursement is managed and calculated for you;
  • Expense report administration: Flexible approval workflows assist in implementing internal controls;
  • Custom categorization: Categorize your costs by whether they’re allowable or unallowable;
  • Data organization: Allocation of expenses can be attributed to the Contract Line Item (CLIN) or other levels of billing or substantiation.

P-Card Management

P-Cards are one way to make the purchasing process simple for government or federal contracting employees, cutting the administrative cost of manually managing purchases.

More important, however, is compliance. With the right P-Card management system uses an effective, auditable control environment, the savings add up. With DATABASICS P-Card Management, federal contractors get:

A system that’s easy to implement and easy to use:

  • Access to information: Management, reporting, and reconciliation reside in the same place for easy visibility;
  • Essential intelligence: A global hub of information at any level is easy to access; plus, all your data is in one place for reporting;
  • A smooth change: The solution is quickly and easily implemented with automatic integration of P-Card processing with the card issuer and accounting system;

The best in the latest P-Card technology:

  • Mobile access: Make full use of mobile devices for entry transaction and approval;
  • Automation: Receipts are automatically matched to card transactions & receipts are read digitally through the latest in OCR technology;
  • Custom rules workflows: Approval workflows follow your rules, including routing of reports based on your preferences, from item type to purchaser;
  • Unmatched flexibility: Business rules analyze transactions and define actions to be taken in the event of violations;
  • Easy-to-use reporting tools: Standard reports allow investigation and reporting on spend and a reporting tool is available for non-technical users to get the information they need;

Savings in time & money:

  • Real time savings: Buyers, approvers, and administrators spend less time managing their P-Card program;
  • Potential waste identification: From inappropriate surcharges to tax misapplications, complete visibility helps to uncover potential refunds;
  • The best in support: Our support team solves problems with industry-leading speed and efficiency.

Per Diem Management

Government work comes with its unique challenges in reporting and managing per diems. DATABASICS Expense is the solution. We know what to do if you operate in the Federal Acquisition Regulation (FAR) framework and rely on CONUS (Continental United States)/OCONUS (Outside of the Continental United States) rates to support your expense management and bill-through process.

Per diem management doesn’t have to be complicated, even if you operate in locations where managing statutory requirements, as well as variations agreed upon with individual company and respective unions and work councils. Take the focus and administrative effort off of per diems with an easy-to-use system brought to you by DATABASICS.

With DATABASICS per diem management, federal contractors:

  • Use an intuitive system: Standard lodging, meals, and incidental rates can reside next to rates that support locally agreed upon subsistence allowances including, or excluding, lodging.
  • Get solutions for their industry: Our per diem service is for those customers that require rates for the U.S. General Services Administration (G.S.A.), State Department, or Department of Defense (D.O.D.).
  • Keep up with changing rates: Of course, these rates change annually, so working with us means staying in the know when it comes to these changes.

Project Tracking

Control projects, and their resources, of any size – from the simplest to the most complex. Because the depth of work varies from project to project, so does the drill-down ability of DATABASICS Time and Expense.

Learn more about DATABASICS Professional Services Automation and what federal contractors get, including:

  • Easy cost allocation & budgeting: With real-time visibility, it’s easy to manage and analyze costs;
  • Easy global expense reporting: Per diem allowances (with GSA CONUS/OCONUS tables and others) are automatically updated within the system;
  • Transparent integration with your critical systems: From job costing to project management, payroll, and billing, your processes will work and reside together in the cloud;
  • Full compliance for T&E reporting: This system complies with Defense Contract Audit Agency (DCAA) requirements and Federal Acquisition Regulations (FAR with Federal Travel Regulations);
  • A single-system experience: Easily and accurately manage your contracts and operations;
  • Charge entry management: A single set of codes avoids synchronization problems with a cross-vendor system.
+ Time & Expense

DATABASICS Expense

DATABASICS Expense is the best way for federal contractors to ensure that their reporting of travel and entertainment expenses is fully compliant with the Federal Acquisition Regulations (FAR), Federal Travel Regulations, and the Defense Contract Audit Agency (DCAA).

Federal contractors know that how you capture employee time is just as important as what you capture. With DATABASICS Time, you can implement a process that is fully DCAA compliant. Simply turn on DCAA for the business units that need it, and leave it off for those that don’t.

With DATABASICS Time & Expense, federal contractors get a fully integrated, DCAA compliant accounting software solution:

  • Custom categorization: Categorize your costs by whether they’re allowable or unallowable;
  • Per diem management: From CONUS to OCONUS, tracking per diems is easy with GSA support and automatic calculation;
  • Reimbursement insight: Vehicle mileage reimbursement is managed and calculated for you;
  • Compliance: Rules and restrictions are automated to take care of your compliance concerns;
  • Expense report administration: Flexible approval workflows assist in implementing internal controls;
  • Data organization: Allocation of expenses can be attributed to the Contract Line Item (CLIN) or other levels of billing or substantiation.

DATABASICS Time

Implement a process that is fully DCAA compliant. DATABASICS provides a centralized solution for your entire enterprise, including those parts of your business that deal with the commercial market.

With DATABASICS Time, federal contractors can:

  • Get an easy-to-use, unique system:
    • Produce special reports for “floor checks,” missing timesheets, and more;
    • Integrate time reporting with their billing, project management, accounting, and payroll systems;
  • Ensure compliance:
    • Customize entry rules that ensure DCAA compliance and accuracy (from daily entry to restriction of time distribution to assigned projects);
    • Create a complete audit trail of entry, modification, and approval actions;
  • Gain spend insight:
    • Capture time at any level of a contract or other work breakdown structure.
    • Monitor time against contract/project budgets;
    • Differentiate between billable and non-billable time.
+ Time & Attendance

Time & Attendance

Measure time-in and time-out for any specific project to ensure accurate and timely billing, along with an audit trail for clients and regulators.

With DATABASICS Time & Attendance, federal contractors can:

  • Track actual time/spend with Start/Stop clock functionality for a specific project;
  • Automatically insert hours to a current timesheet;
  • Capture data intelligently with the GPS & IP Addresses of Start Time & Stop Time users;
  • Auto-stop after a specific time frame (based on user preference).
+ Audit

Audit

DATABASICS Expense Report Audit empowers federal auditors to review expense reports quickly and easily. Reports can be audited at any time after posting or as a final step prior to posting. Auditors need no special training to use our cloud-based software. It’s really that simple and intuitive.

With this mobile, innovative expense reporting solution, federal contractors get a solution designed to meet their customers’ needs as those needs change. Auditors have the freedom to explore and help refine policies as well as monitor compliance. Criteria for selecting reports are highly flexible and reports can be automatically evaluated according to user-defined rules.

You can expect a lot. With DATABASICS Audit, federal contractors get support of the full range of auditing:

  • Ease of use: Receipts, transactions, and status are all presented in the same screen;
  • Specific inquiries: Ad hoc investigations ensure policy compliance;
  • Tracking: Access to a complete audit trail activity and access to the audit trail of system administrators and approvers;
  • Peace of mind: Special security provisions for outsourcing;
  • Automation: Receipts are automatically matched to transactions;
  • Flexibility: Highly flexible criteria, plus reports can be automatically evaluated according to user-defined rules (including by role, policy violations, or by spend thresholds by Expense Type or total spend, and more);
  • Real-time insights: Stay on top of your information with notifications and reporting.
+ Contract Compliance

Contract Compliance

DATABASICS ensures full compliance for travel & entertainment reporting, including compliance with Federal Acquisition Regulations (FAR), Federal Travel Regulations, and the Defense Contract Audit Agency (DCAA).

With DATABASICS policy compliance, gov’t and federal contractors get:

  • Compliance: Rules and restrictions are automated to take care of your compliance concerns;
  • Per diem management: From CONUS to OCONUS, tracking per diems is easy with GSA support and automatic calculation;
  • Reimbursement insight: Vehicle mileage reimbursement is managed and calculated for you;
  • Expense report administration: Flexible approval workflows assist in implementing internal controls;
  • Custom categorization: Categorize your costs by whether they’re allowable or unallowable;
  • Data organization: Allocation of expenses can be attributed to the Contract Line Item (CLIN) or other levels of billing or substantiation.
+ P-Card Management

P-Card Management

P-Cards are one way to make the purchasing process simple for government or federal contracting employees, cutting the administrative cost of manually managing purchases.

More important, however, is compliance. With the right P-Card management system uses an effective, auditable control environment, the savings add up. With DATABASICS P-Card Management, federal contractors get:

A system that’s easy to implement and easy to use:

  • Access to information: Management, reporting, and reconciliation reside in the same place for easy visibility;
  • Essential intelligence: A global hub of information at any level is easy to access; plus, all your data is in one place for reporting;
  • A smooth change: The solution is quickly and easily implemented with automatic integration of P-Card processing with the card issuer and accounting system;

The best in the latest P-Card technology:

  • Mobile access: Make full use of mobile devices for entry transaction and approval;
  • Automation: Receipts are automatically matched to card transactions & receipts are read digitally through the latest in OCR technology;
  • Custom rules workflows: Approval workflows follow your rules, including routing of reports based on your preferences, from item type to purchaser;
  • Unmatched flexibility: Business rules analyze transactions and define actions to be taken in the event of violations;
  • Easy-to-use reporting tools: Standard reports allow investigation and reporting on spend and a reporting tool is available for non-technical users to get the information they need;

Savings in time & money:

  • Real time savings: Buyers, approvers, and administrators spend less time managing their P-Card program;
  • Potential waste identification: From inappropriate surcharges to tax misapplications, complete visibility helps to uncover potential refunds;
  • The best in support: Our support team solves problems with industry-leading speed and efficiency.
+ Per Diem Management

Per Diem Management

Government work comes with its unique challenges in reporting and managing per diems. DATABASICS Expense is the solution. We know what to do if you operate in the Federal Acquisition Regulation (FAR) framework and rely on CONUS (Continental United States)/OCONUS (Outside of the Continental United States) rates to support your expense management and bill-through process.

Per diem management doesn’t have to be complicated, even if you operate in locations where managing statutory requirements, as well as variations agreed upon with individual company and respective unions and work councils. Take the focus and administrative effort off of per diems with an easy-to-use system brought to you by DATABASICS.

With DATABASICS per diem management, federal contractors:

  • Use an intuitive system: Standard lodging, meals, and incidental rates can reside next to rates that support locally agreed upon subsistence allowances including, or excluding, lodging.
  • Get solutions for their industry: Our per diem service is for those customers that require rates for the U.S. General Services Administration (G.S.A.), State Department, or Department of Defense (D.O.D.).
  • Keep up with changing rates: Of course, these rates change annually, so working with us means staying in the know when it comes to these changes.
+ Project Tracking

Project Tracking

Control projects, and their resources, of any size – from the simplest to the most complex. Because the depth of work varies from project to project, so does the drill-down ability of DATABASICS Time and Expense.

Learn more about DATABASICS Professional Services Automation and what federal contractors get, including:

  • Easy cost allocation & budgeting: With real-time visibility, it’s easy to manage and analyze costs;
  • Easy global expense reporting: Per diem allowances (with GSA CONUS/OCONUS tables and others) are automatically updated within the system;
  • Transparent integration with your critical systems: From job costing to project management, payroll, and billing, your processes will work and reside together in the cloud;
  • Full compliance for T&E reporting: This system complies with Defense Contract Audit Agency (DCAA) requirements and Federal Acquisition Regulations (FAR with Federal Travel Regulations);
  • A single-system experience: Easily and accurately manage your contracts and operations;
  • Charge entry management: A single set of codes avoids synchronization problems with a cross-vendor system.

Employee reporting should be hassle free.

Why limit your employees to work on expense reports and timesheets from a computer? Submitting or approving reports is easy and convenient from any phone, tablet, or other mobile device!

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