--- title: Best Practices for Compliance and Accuracy in Deltek Costpoint Time and Expense description: Learn best practices for using Deltek Costpoint Time and Expense to improve accuracy, streamline processes, and support DCAA compliance. image: https://info.redstonegci.com/hubfs/RGCI%20-%20Best%20Practices%20for%20Compliance%20and%20Accuracy%20in%20Deltek%20Costpoint%20Time%20and%20Expense.png --- [ PAY INVOICE](https://redstonegci.com/invoice-payment/) [Call Us Today 256-704-9800](tel:2567049800) [info@redstonegci.com](Mailto:info@redstonegci.com) [![Redstone_Logo](https://info.redstonegci.com/hubfs/redstone%20logo%20version%201%20-%20rgb-1.png)](https://www.redstonegci.com/) # Best Practices for Compliance and Accuracy in Deltek Costpoint Time and Expense [Posted by Kim Lay and Mallory Spragins on Mon, May 5, 2025 @ 11:05 AM](https://info.redstonegci.com/blog/author/kim-lay-and-mallory-spragins) - [Tweet](https://twitter.com/share) ![RGCI - Best Practices for Compliance and Accuracy in Deltek Costpoint Time and Expense](https://info.redstonegci.com/hs-fs/hubfs/RGCI%20-%20Best%20Practices%20for%20Compliance%20and%20Accuracy%20in%20Deltek%20Costpoint%20Time%20and%20Expense.png?width=1000&height=571&name=RGCI%20-%20Best%20Practices%20for%20Compliance%20and%20Accuracy%20in%20Deltek%20Costpoint%20Time%20and%20Expense.png) Deltek Costpoint’s Time and Expense module is a powerful tool utilized by many government contractors and other businesses to collect labor hours and manage business expenses. The Time & Expense module’s flexibility aids in compliance and helps keep businesses DCAA audit-ready. Employees, managers, subcontractors, and others enter their labor hours and expenses as defined by company policy and established business rules. Deltek’s Time and Expense system allows for a variety of reporting and inquiring and can also aid in budget planning. Below is a list of compiled Do’s and Don’ts to help maintain compliance and increase the accuracy of the information collected. ## Do’s and Don’ts in Time Collection ### DO: Lock Timesheet Periods Before Processing Leaving timesheet periods open allows resources to enter/change timesheets while processing, resulting in various reconciliation and reporting issues. ### DO: Create Company Work Schedules Company Work Schedules identify employee workdays and holidays. Creating Company Work Schedules increases functionality within Deltek Time and Expense and helps administrators and employees control their labor hours. Multiple Work Schedules can be established. For instance, if an awarded contract identifies certain holidays in which the company does not partake, a separate Work Schedule can be created for those resources who charge to that contract without affecting remaining company resources. ### DO: Hard Code Pay Types Pay Types should be hard coded to keep resources from editing them on timesheets and causing issues with Payroll, Billing, and Reporting. Pay Types default onto timesheets based on a certain hierarchy. Understanding the hierarchy and limiting available Pay Types for resources to choose from when completing their timesheet will help eliminate any errors or discrepancies. ### DON’T: Delete Timesheet Lines This is a big one. If resources make a correction on a previously processed timesheet, the reversal of those previously entered hours will not show on the corrected timesheet. ### DON’T: Unprocess a Single Timesheet If errors are identified on an employee’s timesheet before they have been posted, it is best practice to unprocess the entire batch. Corrections can then be made to the timesheet. After it’s been re-signed and approved, all timesheets can then be processed again. You can avoid duplicate timesheet entries by performing this function for the whole batch. ### DON’T: Adjust Employee Records Directly in Time & Expense Costpoint is the source of record, and any changes need to be made in Costpoint and imported into T&E. If a change is made to an employee’s history record or their resource group in T&E but not in Costpoint, the next time an export and import is performed, the information will be overwritten. Additionally, if a leave adjustment is made on an employee’s resource record, but it’s not accounted for in Costpoint, this could lead to a discrepancy in the general ledger. ## Do’s and Don’ts in Expense Reporting ### DO: Use Wizard Mode for Entry Expenses can be added using one of two methods: Expert Mode or Wizard Mode. Expert mode is best for those who have a deeper knowledge and understanding of the way in which Costpoint works in general. The Wizard Mode is the more user-friendly of the two methods, and the resource entering the expenses is guided step-by-step through the entry. ### DO: Set Receipt Thresholds Expense Types are established during implementation, and business rules are defined. If a receipt threshold is not set, and the expense requires a receipt, all expenses, regardless of amount, will require a receipt and will not allow the resource to continue to submit the Expense Report. Ensure the company’s receipt policy is well-defined and that rules are accurate prior to initialization. ### DO: Add Backup Supervisors to Approval Workflows Without backups, the Expense Report may stall in the approval process. Ensure backup supervisors are identified in the tasks for each Expense Report type to keep approvals moving quickly and smoothly and to keep resources reimbursed and costs captured in a timely manner. ### DON’T: Forget to Upload New Per Diem Rates While Deltek’s Time & Expense module acknowledges GSA per diem rates, those rates must be manually uploaded into the system. New per diem schedules are released often throughout the year. Set a calendar reminder for the 5th of each month and upload the newest rates. ### DON’T: Rely on a Single Expense Report Type During implementation, it is important to discuss the company’s various business expense and travel policies. Understanding these policies helps determine the different types of Expense Reports needed. Take into consideration the approvals needed for the different expenses as well. Set up one Expense Report type for approval set. For example, if government travel requires a Program Manager’s approval and commercial travel does not, ensure you have a government travel Expense Report type and a commercial travel Expense Report type. Doing so eliminates an approval step for commercial travelers and saves time. ### DON’T: Process Expense Reports with Errors When importing Expense Reports into Costpoint, ensure there are no errors prior to hitting the gears. Expense Reports are marked as processed on the Time & Expense side, and an Expense Report with errors will not be imported into Costpoint. Importing a batch where one Expense Report contains an error may result in the incorrect Expense Report being lost/forgotten. There are two choices if an error is found during import: 1. Correct the issue in Costpoint and re-process the Expense Report batch; 2. Mark the batch as unprocessed in Time & Expense, request the incorrect Expense Report be corrected, and re-export the Expense Reports. ## Why These Best Practices Matter in Time & Expense Implementing these best practices in Deltek Costpoint Time and Expense helps reduce errors, streamline internal processes, and accurately capture labor and expense data. More importantly, it reinforces your company’s ability to meet audit expectations and comply with federal contracting requirements. Locking down workflows, setting clear rules, and avoiding common pitfalls can make a meaningful difference in day-to-day efficiency and long-term cost control. ## Laying the Groundwork for Better Compliance and Control Even with well-defined internal processes, fully maximizing the benefits of Deltek Costpoint’s Time and Expense module often requires expert, tailored support. Redstone GCI helps government contractors align system functionality with business needs through implementation assistance, process optimization, customized training, and the development of detailed desktop procedures. Whether you’re getting started or refining your current setup, our team works alongside you to build a framework that supports compliance, efficiency, and long-term success. [![Learn More About Our Deltek Costpoint Consulting & Implementation Services](https://no-cache.hubspot.com/cta/default/203971/interactive-168741835564.png) ](https://info.redstonegci.com/hs/cta/wi/redirect?encryptedPayload=AVxigLJB7XynONigzr5yojzrOTC2q7mjgwJJlyDltkuYkPEgsdbb43oaWGEt0L2PdbB5TRudPZcaXxf0VIpihGUKR2j%2FxWP7pxgDHqvg63z%2FZTvZ5Wnfvtnr%2BPCXzSQmjadEXqNr2cf0gQn4ZqsTsHRQpOZfdTfxssfK4hSo5YEK8V%2B1D2jjJr3JoK9A2EnO&webInteractiveContentId=168741835564&portalId=203971) ### Written by [Kim Lay and Mallory Spragins](https://info.redstonegci.com/blog/author/kim-lay-and-mallory-spragins) ## About Redstone GCI Redstone GCI is a consulting firm focused on fulfilling the needs of government contractors in all areas of compliance. With a singular mission to help contractors through the multiple layers of “red tape,” we allow contractors to focus on what they do best – support their mission with the U.S. Government. We are home to a group of consultants made up of GovCon industry professionals, CPAs, attorneys, and retired government audit and acquisition professionals. Our focus and knowledge of audit and compliance functions administered by DCAA and DCMA will always be at the heart of what we do. However, for the past decade, we’ve strategically grown to support other areas of the government contractor back-office with that same level of focus and expertise. We’ve added expertise in contracts management, subcontract administration, proposal pricing, various software systems, HR and employment law, property administration, manufacturing, data analytics/reporting, Grant specialists, M&A, and many other areas. When we see a trend in the needs of contractors, we act to ensure we can provide the best expertise in the market to fulfill those needs. One thing our clients can be certain of is that with the Redstone GCI Team in your corner, there is no problem too big and no issue too technical for our team to tackle. Topics: [Accounting System Compliance](https://info.redstonegci.com/blog/topic/accounting-system-compliance), [DCAA Audit Support](https://info.redstonegci.com/blog/topic/dcaa-audit-support), [Deltek Costpoint](https://info.redstonegci.com/blog/topic/deltek-costpoint) ### Search Posts This is a search field with an auto-suggest feature attached. - There are no suggestions because the search field is empty. ### Subscribe via E-mail ### Latest Posts ### Posts by category - [Accounting System Compliance (282)](https://info.redstonegci.com/blog/topic/accounting-system-compliance) - [Commercial Determination (34)](https://info.redstonegci.com/blog/topic/commercial-determination) - [Contractor Purchasing System Review (CPSR) (85)](https://info.redstonegci.com/blog/topic/contractor-purchasing-system-review-cpsr) - [Contracts & Subcontracts Administration (300)](https://info.redstonegci.com/blog/topic/contracts-subcontracts-administration) - [Cost Accounting Standards (CAS) (60)](https://info.redstonegci.com/blog/topic/cost-accounting-standards-cas) - [COVID-19 (23)](https://info.redstonegci.com/blog/topic/covid-19) - [Customer Success Story (2)](https://info.redstonegci.com/blog/topic/customer-success-story) - [Cybersecurity (28)](https://info.redstonegci.com/blog/topic/cybersecurity) - [DCAA Audit Support (249)](https://info.redstonegci.com/blog/topic/dcaa-audit-support) - [Defense Procurement & Acquisition Policy (DPAP) (7)](https://info.redstonegci.com/blog/topic/defense-procurement-acquisition-policy-dpap) - [Deltek Costpoint (54)](https://info.redstonegci.com/blog/topic/deltek-costpoint) - [DFARS Business Systems (179)](https://info.redstonegci.com/blog/topic/dfars-business-systems) - [DOD IG (10)](https://info.redstonegci.com/blog/topic/dod-ig) - [Employee & Contractor Compensation (22)](https://info.redstonegci.com/blog/topic/employee-contractor-compensation) - [Employers & Unions (8)](https://info.redstonegci.com/blog/topic/employers-unions) - [Estimating System Compliance (18)](https://info.redstonegci.com/blog/topic/estimating-system-compliance) - [Export & Import (19)](https://info.redstonegci.com/blog/topic/export-import) - [Federal Acquisition Regulation (FAR) (187)](https://info.redstonegci.com/blog/topic/federal-acquisition-regulation-far) - [Federal Construction Contracting (4)](https://info.redstonegci.com/blog/topic/federal-construction-contracting) - [Government Compliance Training (59)](https://info.redstonegci.com/blog/topic/government-compliance-training) - [Government Property Management (18)](https://info.redstonegci.com/blog/topic/government-property-management) - [Government Regulations (265)](https://info.redstonegci.com/blog/topic/government-regulations) - [Government Shutdown (9)](https://info.redstonegci.com/blog/topic/government-shutdown) - [Grants & Cooperative Agreements (2 CFR 200) (32)](https://info.redstonegci.com/blog/topic/grants-cooperative-agreements-2-cfr-200) - [Human Resources (118)](https://info.redstonegci.com/blog/topic/human-resources) - [Incurred Cost Proposal Submission (ICP/ICE) (83)](https://info.redstonegci.com/blog/topic/incurred-cost-proposal-submission-icp-ice) - [Litigation Consulting Support (17)](https://info.redstonegci.com/blog/topic/litigation-consulting-support) - [Manufacturing Operations Consulting (26)](https://info.redstonegci.com/blog/topic/manufacturing-operations-consulting) - [Material Management & Accounting System (MMAS) (23)](https://info.redstonegci.com/blog/topic/material-management-accounting-system-mmas) - [Non-US Government Contractor (3)](https://info.redstonegci.com/blog/topic/non-us-government-contractor) - [Office of Federal Contract Compliance Programs (31)](https://info.redstonegci.com/blog/topic/office-of-federal-contract-compliance-programs) - [Organizational Change Management Consulting (17)](https://info.redstonegci.com/blog/topic/organizational-change-management-consulting) - [Paycheck Protection Program (PPP) Loans (8)](https://info.redstonegci.com/blog/topic/paycheck-protection-program-ppp-loans) - [Program Management & Project Cost Control (2)](https://info.redstonegci.com/blog/topic/program-management-project-cost-control) - [Proposal Cost Volume Development & Pricing (79)](https://info.redstonegci.com/blog/topic/proposal-cost-volume-development-pricing) - [Quickbooks (21)](https://info.redstonegci.com/blog/topic/quickbooks) - [REAs, Claims & Terminations (10)](https://info.redstonegci.com/blog/topic/reas-claims-terminations) - [Redstone GCI (50)](https://info.redstonegci.com/blog/topic/redstone-gci) - [Sequestration (4)](https://info.redstonegci.com/blog/topic/sequestration) - [Service Contract Act (14)](https://info.redstonegci.com/blog/topic/service-contract-act) - [Small Business Compliance (121)](https://info.redstonegci.com/blog/topic/small-business-compliance) - [System Award Management (SAM) (9)](https://info.redstonegci.com/blog/topic/system-award-management-sam) - [UKG Ready HR Software Consulting (7)](https://info.redstonegci.com/blog/topic/ukg-ready-hr-software-consulting) - [Unanet (35)](https://info.redstonegci.com/blog/topic/unanet) - [Vlog (41)](https://info.redstonegci.com/blog/topic/vlog) ### Disclaimer *Data published on our website, such as our white papers, blogs and other government contracting commentary reflect our interpretations and opinions of current events and regulations, at the time such data is published, and the perspectives/opinions of other professionals in our industry may vary from our own.  Further, our commentary and perspectives do not reflect legal analyses, since we are not attorneys, but rather government contracts and accounting advisors.  We therefore make no representation that the use of our published information will insulate a company from government challenges, nor otherwise ensure a successful defense on any government procurement adverse action.  Readers agree that articles or blog commentary presented within our website shall not be replicated or re-published without requesting before publication in another medium, and our expressed written consent to do so.* **Redstone Government Consulting** 501 Madison Street SE, Suite 100 Huntsville, AL 35801 **Phone: ** [256.704.9800](tel:2567049800) **Email Us**[ info@redstonegci.com](mailto:info@redstonegci.com) **[PAY INVOICE](https://redstonegci.com/invoice-payment/)** [PCI DSS compliance documentation](https://redstonegci.com/wp-content/uploads/2016/10/pci_dss_self_assessment_certificate.pdf) © 2026 Redstone Government Consulting | All Rights Reserved | [Privacy Policy](https://redstonegci.com/privacy-policy/) | [Event Refund / Cancellation Policy](https://redstonegci.com/event-refund-cancellation-policy/)