Timesheets That Make Compliance Easy
Ensure compliance with overtime, DCAA, and other regulations.
"ClickTime is our main hub for reporting on labor. It's efficient, it's accurate, and with it, we're able to ensure we are in compliance at all times."
-Kimara Smith, Staff Accountant and Human Resource Specialist Build It Green
HR Compliance
Whether your team is three people or three hundred, we help you manage a complex world of compliance — from employee time off to expense approvals to accurate payroll. Reduce paperwork, minimize data entry, and centralize critical employee data, all with an easy-to-use time tracking system your employees will love.
Request and Approve Time Off
While the U.S. federal government does not require paid vacation leave, a number of states mandate compensation for time off, as well as most countries around the world. ClickTime allows your team to accrue, schedule, approve, and report on vacation time. By automating the vacation tracking process, it becomes much easier to ensure compliance with both legal and company regulations.
Track Sick Leave
Does your business provide accrued sick leave for your employees? If so, ClickTime can automate sick leave accruals, approvals, and tracking for designated members of of your team — or your entire organization.
For example, California businesses are required to provide paid sick leave to part-time and temporary workers. With ClickTime, it only takes minutes to ensure you are in compliance!
Accurate Time Reporting
Every business has their own needs for time tracking. Some may be required to track contractor hours. Others might look to associate employee time with a specific cost center or project. Nonprofits manage time against grants, PR firms against retainers, and lawyers in six-minute increments at flat, hourly rate. No matter why you track time — or however you budget or bill for your hours — we spend our days (and sometimes nights) making easy timesheets for everyone on your team.
Expense Reimbursement and Reporting
Not only is it easy for employees to take pictures of receipts and submit expenses by phone, managers gain real-time visibility into project costs — and new insights that make expense management, spend controls, expense policy, and even vendor negotiation much simpler.
Overtime Compliance
Our overtime reports highlight who is working overtime hours, how many hours were worked, who approved overtime hours, and whether or not any time off was taken during a given period. Overtime can be pre-configured for your organization to help you comply with the FLSA regulations or CA state requirements, or you can self-configure the rules to fit your organization (i.e., create at 37.5 hour workweek).
DCAA Compliance
In order to win and maintain government contracts, it's essential that your time tracking system is in compliance with the Defence Contract Audit Agency (DCAA). This includes an audit trail to capture any changes to timesheet entries, supervisor approvals of timesheets, and comprehensive reporting. Additionally, all revisions to critical labor and cost accounting data should be logged to ensure information integrity.
ClickTime offers dozens of features that make DCAA compliance easy for businesses, contractors, and government agencies.
SOX Compliance
The Sarbanes-Oxley Act of 2002 (also known as the Public Company Accounting Reform and Investor Protection Act, the Corporate and Auditing Accountability and Responsibility Act) expanded requirements for some privately held businesses and all public U.S.-based company boards, management, and accounting firms.
Accurate Financial Reporting
ClickTime helps ensure accurate financial reporting by creating a centralized time and tracking system. DCAA compliant timesheets allow any time entry or change to be easily audited. Additionally, certain financial liabilities, such as employee time off, can be easily tracked and monitored through ClickTime.
Strong Internal Control Structure
ClickTime offers access controls to keep sensitive information limited to approved employees in management or HR. In addition, ClickTime provides a system of checks and balances to ensure the accurate and quick completion timesheets. This includes automated email notifications, missing timesheet reports, and custom thresholds for employee time off accruals.
Document Retention
ClickTime offers near-infinite storage of time, budget, expense, project cost, and other data in the cloud. Accounts can be customized so that time tracking entries must be approved by management and locked, so that they cannot be tampered with.
Financial Compliance for Nonprofits
Nonprofits are subject to strict financial reporting and management policies, including robust internal controls, proper expense management, and transparent communications around cost of labor, overhead, etc.
Functional Expense Reporting
All U.S.-based nonprofits must report their functional expenses to the IRS. ClickTime makes it easy to track employee times, and categorize expenses by their appropriate function: program, administrative, or fundraising. Thousands of companies, including 501(c)(3), 501(c)(4), and 501(c)(6) organizations, use ClickTime to ensure compliance and drive best-in-class operations.
Grant Management
Managing grants is no easy task. It requires strong internal controls, cash management, record retention, a time tracking system (of course!), and much more. That's why ClickTime has partnered with the Association of Grantmakers to ensure our time tracking technology is ideal for easy management of budgets, time, and employee availability.
Assigning Funding Sources to Employees
But automatically assigning the right funding sources to employees who are working on a particular program, ClickTime makes it much easier to properly manage budgets and ensure accurate recording and use of funds.
Assign Activities to Funding Sources
Similarly, by ensuring that only specific activities are assigned to a particular funding source, it becomes much easier to confidently bill work to the appropriate grant.
Mobile Time and Expense Tracking
By making it easy record employee time and expenses on a mobile device, organizations are much more like to accurately track their work, assess program costs, and approve employee hours and expenses.
Uniform Guidance / OMB 2 CRF 200 / Super Circular
Recently, the U.S. Office of Management and Budget (OMB) released updated guidance on Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Like many complex regulations, this new guidance goes by many names: "Super Circular," Uniform Guidance, and in terms of time tracking, OMB 2 CRF 200. This many-named (and easily confused) regulation impacts organizations receiving and administering federal awards, as well as auditors responsible for auditing these programs.
In short, businesses that receive grants from USAID, Americorp, NIH, or other government organizations are required to maintain records that "accurately reflect the work performed."
These records must:
- Provide a time or percentage breakdown on all employee activities, both Federally-funded and non-Federally funded
- Be supported by a system of internal control that provides reasonable assurance the time being charged is accurate, allowable, and properly allocated
- Be incorporated in the official records, such as payroll
- Reasonably represent the employee's total activity
As the leading time tracking software for nonprofits and grant-based organizations, ClickTime is built to ensure compliance, and simultaneously reduce costs and improve operations.