RGCI -DCAA Misapplication of Credits Related to PPP Loans in Rate Development

Recently, our office has become aware of a few instances of auditors misunderstanding the DCAA Headquarters’ guidance pertaining to the treatment of credits associated with PPP Loan Forgiveness. Specifically, it is the position of the Defense Pricing Center (DPC) and DCAA that any forgiven loan amounts should be treated as credits in accordance with FAR 31.201-5 which states that “the applicable portion of any income, rebate, allowance or other credit relating to any allowable cost and received by the contractor shall be credited to the government as a cost reduction…”

There is a difference between a cost reduction and cost that is unallowable or voluntarily disallowed. Unallowable or voluntarily disallowed costs implies the costs were incurred and should participate in all allocable cost burdens. As an example, the incurrence of unallowable labor would bear all allocable indirect cost (e.g., fringe benefits) the same as allowable labor. Since the labor itself is unrecoverable, the allocable indirect costs would likewise be unrecoverable by the contractor. Therefore, the unallowable costs are included in the base when calculating indirect rates.

A cost reduction because of a credit is a different matter entirely. Credits result in the elimination of costs. Therefore, a credit would be a reduction of the pool and base depending on the type of costs that received the credit. If direct labor was forgiven, then it would not be included in the base of the indirect rate calculation or the allocation base for G&A. Credits for material scrap are generally posted to the material handling pool, credits for insurance rebates or proceeds from the sale of manufacturing equipment is credited to the account in an overhead pool, reducing the costs. These credits are not added back to the allocation base for G&A. In short, the accounting for the forgiveness part of the PPP credit is the same, it is as if the costs never existed, and the result is that there are no allocable indirect costs associated with amounts credited, nor is the forgiven cost (e.g., credit) included in the allocation bases as the cost has been effectively removed from the claimed cost.

For those of you familiar with the ICE model, the proper place to record credits because of PPP loan forgiveness is in the GL column of the applicable schedule, not the adjustment column. The credits that result from PPP loan forgiveness are NOT adjustments related to the cost being unallowable rather it is simply a reduction to cost going into the ICE model.

We have prepared and reviewed many ICE models; I will say presenting credits because of PPP loan forgiveness is not entirely intuitive. The fact that there has been some confusion amongst various DCAA auditors in the presentation is not surprising. We just hope DCAA HQ can remedy this confusion soon through additional guidance to their auditors or encourage field auditors to read the applicable regulation and DCAA memos released during 2020.

Written by Kimberly Basden

Kimberly Basden Kimberly is a Managing Consultant with Redstone Government Consulting, Inc. based in our Huntsville, Alabama office. Her areas of expertise include working with government contract accounting and contracting issues and audit. Kimberly specializes in assisting government contractors in the unique accounting, pricing, proposal preparation, and compliance requirements of the U.S. Government. Professional Experience Kimberly’s experience includes preparation of complex incurred cost submissions, compliant accounting infrastructure, preparation and evaluation of policies and procedures, contract closeout process, developing provisional indirect rate budgets, monitoring actual indirect rates, and providing audit support to government contractors. Her primary focus is working pro-actively in preparing small contractors for government contract challenges as well as resolving DCAA issues. Kimberly has almost ten years of experience assisting clients with Federal Acquisition Regulations (FAR) and Cost Accounting Standards (CAS) best practices and compliance. She works with government contractors to comply with critical Federal Acquisition Regulations (FAR) requirements related to cost accounting and proposals. Her sundry experience with various government contract issues and successful resolutions provides insight that benefits our clients. Prior to joining Redstone Government Consulting, Inc., Kimberly specialized in assurance and advisory services with a regional firm (Jackson Thornton), working as a staff accountant conducting compilations and reviews, auditing financial statements and assisting with litigations. Education Kimberly earned a Bachelor of Science degree in Commerce and Business Administration from The University of Alabama in 2007. Affiliations National Contract Management Association Women in Defense

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: Paycheck Protection Program (PPP) Loans