Government contracting is considered by most to be a strenuous process. From meticulous proposal writing for procurement to intricate cost allowability and allocation, contractors must always strive to meet the rigorous requirements of the Defense Contract Audit Agency (DCAA).
And with the ever-changing regulations, it can be challenging to stay DCAA-compliant. In this article, we will explain the importance of DCAA compliance and provide tips on how contractors can keep up with regulatory changes.
Understanding the Importance of DCAA Compliance
When a government agency seeks to procure goods and services from contractors, it relies on the DCAA to audit contractors’ cost proposals and ensure that they meet FAR standards. If the contractor fails to meet these standards, they will be passed over for a lucrative opportunity.
After awarding the contract, the DCAA continues to monitor contractors’ incurred costs, among other financial and accounting aspects, to verify compliance with regulations and contract requirements.
Consequences for non-compliance include audit failure, which can lead to contract termination, legal implications, and reputational damage.
Tracking Changes in DCAA Regulations
As business practices evolve, so do government contracting regulatory frameworks, including the DCAA’s oversight. This helps clarify ambiguities, address new challenges, and cover regulatory gaps. Contractors must stay up-to-date with these changes for DCAA compliance.
Below are tips on how to track the changes:
- Subscribe to DCAA newsletters and publications: The DCAA releases regular newsletters, alerts, and other online publications to provide updates on regulatory changes. Contractors should subscribe to these resources for timely notifications.
- Follow industry news: GovConWire and Federal News Network, among other credible news sources, cover the latest developments in government contracting. These include changes in regulatory frameworks such as FAR and CAS, as well as DCAA regulations.
- Participate in training sessions: The DCAA offers webinars and other training sessions to ensure that contractors understand changes in their regulations. This includes Q&A sessions with experts who can help contractors understand the latest requirements.
Utilizing Technology for Compliance Monitoring
Technological advancements make it easier for government contractors to manage and monitor DCAA compliance. Compliance management software, for instance, helps contractors track changes in regulations, centralize the creation and management of policies and procedures, and monitor compliance.
Contractors can also utilize cost accounting systems and timekeeping software to ensure accurate tracking of costs and labor in line with DCAA requirements.
Implementing Regulatory Changes Within Your Organization
Staying ahead of changes in DCAA regulations is only half the battle; contractors must also implement these changes within their organization to maintain compliance. This can be accomplished in several ways, including the following:
Policy Updates
If DCAA regulations change, policies must be revised to align with the new requirements. This can take many forms, such as updating accounting procedure manuals, cost allocation methods, or internal control techniques. The new policies must be communicated to all involved parties and documented for effective implementation.
Process Adjustments
Changes in regulations will inevitably affect contractors’ processes and procedures used to maintain DCAA compliance. Government contractors must identify which processes need adjustments and act accordingly. This may include updates on timekeeping systems, cost accounting procedures, and cost allocation methods.
Employee Training
Accounting staff need adequate training to learn about changes in DCAA regulations and how they affect their roles. The training should also encompass the updated policies and procedures.
Internal Audits
The DCAA assesses compliance through audits, during which it evaluates whether a contractor’s policies and procedures remain aligned with its regulations.
A contractor’s accounting system is likely to have deficiencies following regulatory changes. Conducting an internal audit is a proactive measure to identify and address these discrepancies before the DCAA assessment.
Building a Culture of Compliance
DCAA compliance should be ingrained in an organization’s culture. All employees, from top-level management to entry-level staff, must understand and work in unison toward this objective. Regular training, open communication, and accountability are some ways to encourage this culture.
Engaging Government Contracting Experts
Keeping up with changes in DCAA regulations and adjusting accounting policies and procedures is challenging for contractors who also must work on contract execution and business administration.
This is unfortunate as these tasks have a significant influence on a contractor’s ability to secure and maintain government contracts and overall business growth.
Government contracting accountants can help contractors stay on top of regulatory changes and implement changes to uphold DCAA compliance.
Partner With Diener & Associates for DCAA Compliance Success
The seasoned government contracting accountants at Diener & Associates are up-to-date with changes in DCAA regulations and the industry’s best practices for meeting these requirements.
Our CPAs help contractors maintain good standing with the DCAA and other oversight bodies with our first-class accounting and compliance services. Contact Diener & Associates today for expert assistance navigating DCAA regulatory changes and maintaining compliance.