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:
- Correct the issue in Costpoint and re-process the Expense Report batch;
- 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.
