Accounting System | Cost Analysis | C P S R | Internal Audits | Proposal Pricing

Policy & procedure drafts, tailored to your programs - plus staff training to make sense of them - precede implementation of compliant audit trails.

Preparation for DCAA-approved Accounting System

Emerging Small Business – from Zero to 8-fugure USG Contracts
In 2011, guided an emerging small business toward compliant timekeeping with accurate charging of G&A labor and complete recording of all hours. Drafted dozens of policies, procedures, and forms. Strategize with other consultants and client management toward DCAA approval of the Accounting System.

Small Offshoot Business Established by Large-contractor Engineers
In 2010, provided on-site recommendations toward more accurate and complete job costs. Drafted policies and procedures for a DCAA-approvable Accounting System. Created a new general ledger, including a Chart of Accounts that segregated different indirect pools per the ICE model. Helped client initiate accrual accounting, including expensing PTO as earned, not taken, and a logical process for closing the books. Explained and suggested (travel) per diem procedures. Recommended changes to record general supervision in overhead, but program management in direct labor. Entered sample transactions into the new general ledger, in order to point out non-compliances and offer remedies. Set up a spreadsheet template for indirect rates. Coached Operations management on allowable versus unallowable expenses. Drafted a Desk Guide to assist day-to-day strengthening of the Accounting System.

Small Start-up with Commercial History
In 2009, advised a small business on regulatory and DCAA audit requirements for an approved Accounting System plus cost or pricing data supporting proposals. Developed a new Chart of Accounts, to facilitate consistency among proposing, recording, and invoicing. Trained accounting staff.

Four Closely-held Small Businesses
In 2008, evaluated current internal controls, supporting documents, and procedures to determine operational changes required to attain DCAA approval of the shared accounting system. Drafted two dozen policies and procedures covering both for-profit (FAR 32.2) and non-profit (OMB A-122) compliance. Restructured the Chart of Accounts to include specifically unallowable costs. Extracted unallowable costs from vendor bills, including travel reimbursement requests, marking step-by-step calculations to segregate unallowable and unreasonable costs. Suggested specific examples of supporting documents – some with sample wording – to decrease the likelihood of questioned costs. Drafted new forms and accounts payable guidelines.

Small Defense Contractor
In 2007, drafted all policies and procedures for a small service business with federal government subcontracts. Created a new Chart of Accounts and established job cost accounting in QuickBooks™. Corrected employee/payroll setup for taxes and vacation accruals. Set up employees as vendors for non-payroll payments, to avoid overpayment of payroll taxes. Facilitated hiring a new accounting clerk. Drafted a Desk Guide to support the clerk in recording direct and indirect costs by job.

Small Non-profit
For a service business with a large, multi-year federal government cooperative agreement, restructured the accounting system. Created a job-cost based general ledger; wrote (OMB Circular A-122) compliant policies and procedures, which established adequate audit trails; and presented multiple client-staff training seminars and (recorded) Intranet training to help implement new procedures. Subsequently, new growth options opened, including award of a new Navy contract.