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Accounting for Government Contractors: A Comprehensive Guide
Author: Dr. Evelyn Reed, CPA, CGFM – Dr. Reed is a certified public accountant (CPA) and a Certified Government Financial Manager (CGFM) with over 15 years of experience specializing in government contract accounting. She is a professor of accounting at the University of California, Berkeley, and has published extensively on the topic of government contracting.
Publisher: Government Accounting Journal – The Government Accounting Journal is a leading publication in the field of government finance, known for its rigorous peer-review process and its commitment to providing accurate and up-to-date information. The Journal boasts a readership of government finance professionals, academics, and industry experts.
Editor: Mark Olsen, CMA – Mark Olsen is a certified management accountant (CMA) with extensive experience in editing financial publications. He has over 20 years of experience in the field and a deep understanding of the complexities of government contract accounting.
Keywords: accounting for government contractors, government contract accounting, government contracting accounting, CAS, cost accounting standards, FAR, Federal Acquisition Regulation, DCAA, Defense Contract Audit Agency, government auditing, compliance, indirect costs, direct costs, timekeeping, billing, proposal preparation
1. Introduction: The Unique Landscape of Accounting for Government Contractors
Accounting for government contractors is a specialized field requiring a deep understanding of complex regulations, compliance requirements, and cost accounting principles. Unlike commercial accounting, accounting for government contractors involves strict adherence to government regulations, primarily the Federal Acquisition Regulation (FAR) and the Cost Accounting Standards (CAS). Failure to comply can result in significant penalties, including contract termination and debarment. This comprehensive guide delves into the key aspects of government contract accounting, highlighting its significance and relevance for businesses seeking to secure and successfully manage government contracts.
2. Key Regulations Governing Government Contract Accounting
The foundation of accounting for government contractors rests upon two crucial sets of regulations:
Federal Acquisition Regulation (FAR): The FAR provides a comprehensive set of rules governing all aspects of government contracting, including the solicitation, award, administration, and closeout of contracts. The FAR dictates the allowable costs that can be charged to government contracts and mandates rigorous documentation and reporting requirements.
Cost Accounting Standards (CAS): CAS are specifically designed to ensure uniformity and consistency in cost accounting practices among government contractors. These standards cover various aspects of cost allocation, determination, and reporting, aiming to prevent cost misallocation and ensure fair pricing. Compliance with CAS is often a prerequisite for large government contracts.
3. The Role of the Defense Contract Audit Agency (DCAA)
The DCAA plays a critical role in overseeing the financial aspects of government contracts. The DCAA audits contractors' accounting systems and financial records to ensure compliance with FAR and CAS. Their audits can range from pre-award audits assessing the contractor's accounting system to post-award audits examining the allowability, allocability, and reasonableness of costs charged to government contracts. Understanding the DCAA's expectations and proactively addressing potential audit findings is crucial for successful accounting for government contractors.
4. Cost Accounting: Direct Costs vs. Indirect Costs
Accurate cost accounting is the cornerstone of accounting for government contractors. The distinction between direct and indirect costs is paramount.
Direct Costs: These are costs directly attributable to a specific contract, such as materials, labor directly involved in the project, and equipment used exclusively for the contract.
Indirect Costs: These are costs that cannot be directly attributed to a single contract but are necessary for overall business operations. Examples include rent, utilities, and administrative salaries. The allocation of indirect costs to government contracts requires careful consideration and adherence to the prescribed methods outlined in FAR and CAS.
5. Timekeeping and Labor Cost Allocation
Accurate timekeeping is vital for government contract accounting. Contractors must maintain detailed records of employee time spent on various projects, accurately allocating labor costs to specific contracts. This involves implementing robust timekeeping systems, training employees on proper timekeeping procedures, and regularly reviewing time sheets for accuracy and compliance.
6. Proposal Preparation and Cost Estimating
The preparation of accurate and compliant cost proposals is crucial for securing government contracts. This involves a thorough understanding of the specific requirements of the solicitation, accurate cost estimation based on historical data and projected needs, and detailed justification for all proposed costs. Inaccurate or incomplete proposals can lead to contract rejection or disputes during contract performance.
7. Compliance and Internal Controls
Robust internal controls are essential for maintaining compliance with FAR and CAS. These controls ensure the accuracy and reliability of financial information, prevent fraud and waste, and provide assurance that costs are allocated and reported correctly. Regular internal audits and compliance reviews can help identify and address potential weaknesses in the accounting system.
8. Software and Technology for Government Contract Accounting
Specialized software solutions can significantly enhance efficiency and accuracy in accounting for government contractors. These systems can automate timekeeping, cost allocation, and reporting processes, reducing the risk of errors and facilitating compliance with regulatory requirements.
9. Conclusion
Effective accounting for government contractors demands a profound understanding of complex regulations, meticulous cost accounting practices, and stringent adherence to compliance requirements. Proactive compliance, robust internal controls, and the use of appropriate accounting software are essential for minimizing risks and maximizing success in government contracting. By adhering to these principles, contractors can safeguard their financial health, maintain positive relationships with government agencies, and achieve long-term sustainability in this specialized and demanding market.
FAQs
1. What are the penalties for non-compliance with FAR and CAS? Penalties can range from contract modifications and financial adjustments to contract termination and debarment, effectively preventing the contractor from bidding on future government contracts.
2. How often are DCAA audits conducted? The frequency of DCAA audits varies depending on the contractor's size, contract value, and history of compliance.
3. What is the difference between incurred cost and estimated cost? Incurred costs are actual costs that have been expended, while estimated costs are projections of future costs. Accurate estimation is crucial for proposal preparation.
4. What is a cost proposal? A cost proposal is a document submitted by a contractor to the government outlining the estimated costs associated with performing a specific contract.
5. What is the role of a government contract specialist? A government contract specialist is an expert who advises contractors on navigating the complexities of government contracting, including accounting and compliance requirements.
6. How can I find training on government contract accounting? Many professional organizations offer training courses and certifications in government contract accounting.
7. What are some common mistakes made by government contractors? Common mistakes include inaccurate timekeeping, improper cost allocation, inadequate documentation, and lack of internal controls.
8. What is the importance of proper documentation in government contract accounting? Thorough and accurate documentation is crucial for supporting cost claims, justifying expenses, and demonstrating compliance during audits.
9. How can I stay updated on changes in FAR and CAS? Regularly check the official government websites and subscribe to relevant newsletters and publications.
Related Articles:
1. Understanding the Federal Acquisition Regulation (FAR): This article provides a detailed overview of the FAR and its impact on government contractors.
2. Navigating the Cost Accounting Standards (CAS): This article examines the specific requirements of CAS and their application in various contracting situations.
3. The Defense Contract Audit Agency (DCAA) Audit Process: This article explains the DCAA audit process, including pre-award and post-award audits.
4. Best Practices for Government Contract Timekeeping: This article focuses on implementing effective timekeeping systems and procedures for accurate labor cost allocation.
5. Effective Cost Estimating for Government Contracts: This article provides guidance on developing accurate and compliant cost estimates for government contract proposals.
6. Implementing Robust Internal Controls for Government Contractors: This article discusses the importance of internal controls and provides best practices for implementation.
7. Software Solutions for Government Contract Accounting: This article reviews different software options available to government contractors.
8. Common Pitfalls in Government Contract Accounting and How to Avoid Them: This article highlights common errors and offers strategies for prevention.
9. Preparing Compliant Cost Proposals for Government Contracts: This article provides a step-by-step guide to preparing accurate and compliant cost proposals.
| accounting for government contractors: Pricing and Cost Accounting Darrell J. Oyer CPA, 2011-04-01 The essential reference to help federal contractors negotiate and maintain profitable contracts—Now in its third edition! This is the essential reference to help federal contractors negotiate and maintain profitable contracts—and remain in compliance throughout the life of the contract. Government contracting rules and regulations have changed significantly over the past six years. This new third edition addresses these changes and more: New thresholds for certification of cost and pricing data Revisions in cost accounting standards Implementation of commercial time-and-material and labor-hour contracts New, stringent ethics requirements Impact of stimulus funding Revised cost principles, including excessive pass-through costs, post-retirement benefits, and travel costs Redirected audit initiatives based on the GAO review of DCAA Plus…changed requirements for bidding…pricing…cost accounting…subcontracting…contract modification…all the information you need to be in compliance with the new rules. No other single book provides as much up-to-date federal procurement cost and pricing information in such a concise - yet comprehensive - format. |
| accounting for government contractors: Government Contracting United States. General Accounting Office, 1987 GAO proposed legislation to study the profitability of government contractors and: (1) require major government contractors to annually report financial results to an official designated by the President; (2) define criteria for determining which companies will be subject to reporting requirements; and (3) create a Department of Defense (DOD) Profit Reporting Program. GAO believes the program should require: (1) a consistent methodology to evaluate profitability; (2) a means to establish the reliability of contractor-furnished data; and (3) mandatory contractor participation. GAO found that contractors and agencies remain opposed to the program because they believe that: (1) DOD ad hoc studies of contractor profitability would be adequate; (2) the costs of the study would outweigh the benefits; and (3) the government could not adequately protect proprietary information. |
| accounting for government contractors: Pricing and Cost Accounting Darrell Oyer, 2005 |
| accounting for government contractors: Government Contracting United States. General Accounting Office, 1987 |
| accounting for government contractors: Government Contract Cost Accounting Gregory A. Garrett, 2010-08-11 This book is a comprehensive guide to planning and implementing government contract cost accounting, required with U.S. federal government contracts. A team of eight leading experts in U.S. government contract management, project management, government contract cost accounting, and government contract law, have worked together to develop this unique book. |
| accounting for government contractors: Pricing and Cost Accounting Darrell J. Oyer, 2002 |
| accounting for government contractors: Audits of Government Contractors American Institute of Certified Public Accountants. Task Force on Defense Contract Agencies, 1975 |
| accounting for government contractors: Cost-Based Pricing Darrell J. Oyer, Darrell J. Oyer CPA, 2012-10 This master reference is essential if you contract with the government! Correctly pricing your goods or services—and making certain that those prices are in compliance with myriad federal rules and regulations—is essential to doing business with the government…and ensuring your commercial success. Cost-Based Pricing: A Guide for Government Contractors shows you how to appropriately estimate and price for government contracts and defend those estimates in a government contracting and subcontracting environment. This practical book includes coverage of all government pricing rules and regulations as well as pertinent aspects of related laws, such as the Truth in Negotiations Act. The book walks you through every step of the estimating process. From figuring direct labor costs to intra-company transfers to contract modifications, the coverage is extensive yet accessible for even those new to the process. Using Cost-Based Pricing, you will be able to: • Develop more realistic estimates • Enhance your support of those estimates in negotiations • Avoid violations of the Truth in Negotiations Act • Increase your chances of securing a fair and reasonable price Cost-Based Pricing: A Guide for Government Contractors can make the difference between your success—and profitability—and failure in the federal government arena. |
| accounting for government contractors: Accounting for Government Contracts Lane K. Anderson, 1997-03-06 Comprehensive and detailed analysis for implementing, complying and keeping current with Cost Accounting Standards for federal government procurement contracts. 1 Volume |
| accounting for government contractors: Accounting for Government Contracts Lane K Anderson, 1997-03-06 The price quoted for the work covers one year's worth of service. The upkeep price for the work is $146.00. |
| accounting for government contractors: Audits of Government Contracts United States. General Accounting Office, 1966 |
| accounting for government contractors: Accounting Policies and Procedures Stephen Avery, 2014-05-08 DEMAND THE 3RD EDITION -- Now 361 pages (3rd edition May 2014) is the first guide to implementing a complete set of policies and procedures for small government contractors working with the Defense Contract Audit Agency (DCAA), the Defense Contract Management Agency (DCMA) and other government agencies. The work covers major areas to include: Billing, Timekeeping, Cost Accounting, and 35 additional areas relevant to small company financial management and contractor compliance. The format is simple: Government Requirements: Statute, Regulations, and Guidance are replicated within the work and directly associated with the relevant section such as Timekeeping or Billing. Discussion: The government requirements are discussed and explained in terms that small contractors can translate into real business practices. Sample Policies and Procedures: Page after page of usable polices and procedures supplemented by flowcharts are included for each subject area. Registered purchasers of the new book from Amazon receive electronic copies of the entire sample polices and procedures to include the flowcharts for their customization. Electronic copies of the policies and procedures are available to registered owners of the book purchasing the current edition (new) from Amazon directly. Purchase of used copies or copies from vendors other than Amazon on the Amazon website do not qualify for electronic copies or updates. Contact the author at mail@dcaacompliance.com with additional questions about receiving the electronic copies. |
| accounting for government contractors: Weaknesses in Accounting for Government-furnished Materials at Defense Contractors' Plants Lead to Excesses United States. General Accounting Office, 1980 |
| accounting for government contractors: Cost Accounting Standards Board United States. Cost Accounting Standards Board, 1977 |
| accounting for government contractors: The Government Contract Compliance Handbook Harlan Gottlieb, Kevin L. Phelps, Seyfarth Shaw LLP, 2014 |
| accounting for government contractors: A Guide to Federal Contracting Dan Lindner, 2022-08-14 A Guide to Federal Contracting: Principles and Practices demystifies the federal buying process, providing in one volume a succinct yet thorough treatment of federal contracting requirements or regulations. Bringing together concepts of business, law, politics, public and social policy, pricing, and contract placement and administration, Dan Lindner draws on 40 years of federal government experience to cover the vast spread of this important process that impacts our daily government operations. This completely updated second edition incorporates the nearly 16 regulatory changes that have occurred since the first edition was published and adds new subsections on Product Planning and Placement, Major Systems Acquisition, Cloud Computing, Cybersecurity, Other Transaction Agreements, Corporate Budget, and Work Breakdown Structure. |
| accounting for government contractors: Audit and Accounting Guide AICPA, 2019-11-12 The construction industry has seen significant changes in the past couple years. Whether you are in public accounting, performing assurance services, or operate in the industry, this guide has the information you need to perform at your best. Considered the construction industry standard resource, this 2019 edition features new accounting information and new auditing considerations, particularly with regards to considerations for FASB ASC 606. This guide is an indispensable reference document packed with information on new requirements and relevant changes to the FASB Accounting Standards Codification. From simple accounting to joint venture creation, this edition takes a deep dive into industry specific auditing procedures. Topics include: Practical tips and industry specific guidance; A detailed look at FASB ASU Nos. 2014-09, Revenue from Contracts with Customers, including new auditing considerations; An up-to-date look at the details of FASB ASU No. 2016-02, Leases |
| accounting for government contractors: Managing Public Money Great Britain. Treasury, 2007 Dated October 2007. The publication is effective from October 2007, when it replaces Government accounting. Annexes to this document may be viewed at www.hm-treasury.gov.uk |
| accounting for government contractors: Restatement of Objectives, Policies, and Concepts United States. Cost Accounting Standards Board, 1977 |
| accounting for government contractors: Accounting Guide for Government Contracts Paul M. Trueger, 1988 |
| accounting for government contractors: Weaknesses in Accounting for Government-Furnished Materials at Defense Contractors' Plants Lead to Excesses United States Accounting Office (GAO), 2018-08-20 Weaknesses in Accounting for Government-Furnished Materials at Defense Contractors' Plants Lead to Excesses |
| accounting for government contractors: Government Contract Costs and Pricing Handbook Karen L. Manos, 2012 |
| accounting for government contractors: Accountants' Handbook, Special Industries and Special Topics D. R. Carmichael, Paul H. Rosenfield, 2003-05-13 The premier accounting reference, revised and expanded The Accountants' Handbook series has the longest tradition of any reference of providing comprehensive coverage of the field to both accounting professionals and professionals in other fields who need or desire quick, understandable, and thorough exposure to complex accounting-related subjects. Like its predecessors, the Tenth Edition is designed as a single reference source that provides answers to all reasonable questions on accounting and financial reporting asked by accountants, auditors, bankers, lawyers, financial analysts, and other preparers and users of accounting information. Written by nationally recognized accounting professionals, including partners in major public accounting firms, financial executives, financial analysts, and other relevant business professionals, the Handbook covers both financial accounting and reporting and industry specific accounting issues in separate volumes for easy reference. Its comprehensive content provides analysis on over 43 critical areas of accounting. |
| accounting for government contractors: Report on the Feasibility of Applying Uniform Cost-accounting Standards to Negotiated Defense Contracts United States. General Accounting Office, 1970 |
| accounting for government contractors: Federal Accounting Handbook Cornelius E. Tierney, Edward F. Kearney, Roldan Fernandez, Jeffrey W. Green, Kearney & Company, 2007-01-29 Now in a second edition, Federal Accounting Handbook is the handbook that every financial federal employee can use, covering all of the recent revisions including new FASAB standards and how Congress wants the intent and objectives of the Sarbanes-Oxley Act to be implemented by federal departments and agencies. Written for both the professional and the non-professional, this handbook equips you with the what, why, when, and how of federal financial management, |
| accounting for government contractors: Government Auditing Standards - 2018 Revision United States Government Accountability Office, 2019-03-24 Audits provide essential accountability and transparency over government programs. Given the current challenges facing governments and their programs, the oversight provided through auditing is more critical than ever. Government auditing provides the objective analysis and information needed to make the decisions necessary to help create a better future. The professional standards presented in this 2018 revision of Government Auditing Standards (known as the Yellow Book) provide a framework for performing high-quality audit work with competence, integrity, objectivity, and independence to provide accountability and to help improve government operations and services. These standards, commonly referred to as generally accepted government auditing standards (GAGAS), provide the foundation for government auditors to lead by example in the areas of independence, transparency, accountability, and quality through the audit process. This revision contains major changes from, and supersedes, the 2011 revision. |
| accounting for government contractors: A Guide to Forensic Accounting Investigation Thomas W. Golden, Steven L. Skalak, Mona M. Clayton, Jessica S. Pill, 2006-05-05 Today's demanding marketplace expects auditors to take responsibility for fraud detection, and this expectation is buoyed by such legislation as the Sarbanes-Oxley Act and the Auditing Standard (SAS99), which requires increased performance on the part of the auditor to find material financial statement fraud. Written by three of the best forensic accountants and auditors, Thomas W. Golden, Steven L. Skalak, and Mona M. Clayton, The Auditor's Guide to Forensic Accounting Investigation explores exactly what assurances auditors should provide and suggests alternatives to giving the capital markets more of what they are requiring-greater assurances that the financial statements they rely upon for investment decisions are free of material error, including fraud. It reveals the surprising complexity of fraud deterrence, detection, and investigation, and offers a step-by-step approach to understanding that complexity. From basic techniques to intricate tests and technologies, The Auditor's Guide to Forensic Accounting Investigation is a rich, multifaceted, and fascinating answer to the need for wiser, savvier, better-trained financial statement and internal auditors who are thoroughly familiar with fraud detection techniques and the intricate, demanding work of forensic accounting specialists. |
| accounting for government contractors: Standards for Internal Control in the Federal Government United States Government Accountability Office, 2019-03-24 Policymakers and program managers are continually seeking ways to improve accountability in achieving an entity's mission. A key factor in improving accountability in achieving an entity's mission is to implement an effective internal control system. An effective internal control system helps an entity adapt to shifting environments, evolving demands, changing risks, and new priorities. As programs change and entities strive to improve operational processes and implement new technology, management continually evaluates its internal control system so that it is effective and updated when necessary. Section 3512 (c) and (d) of Title 31 of the United States Code (commonly known as the Federal Managers' Financial Integrity Act (FMFIA)) requires the Comptroller General to issue standards for internal control in the federal government. |
| accounting for government contractors: Government Contracts Reference Book CCH Incorporated, 2007-11-20 |
| accounting for government contractors: Government Contracts Under the Federal Acquisition Regulation W. Noel Keyes, 2003 |
| accounting for government contractors: National Audit Office (NAO) - Cabinet Office: Managing Government Suppliers - HC 811 Great Britain: National Audit Office, 2013-11-12 In this memorandum 'Managing government suppliers', the NAO welcomes the fact that the Cabinet Office is now asserting government's position with contractors in way that its scale as a customer merits. Specifically, this has enabled government to get greater value from contracting and has sent signals that government is willing to be tough on underperformance. However, the Cabinet Office still faces a number of challenges in developing a more mature approach. It is currently focused on short-term savings and has adopted a robust approach with departments and suppliers, which has enabled it to report significant savings from contract renegotiations. However, this approach will become harder over time, and risks missing out on achieving longer-term value for money through innovation and investment. There is a balance to be struck between tough negotiations and maintaining relationship with suppliers in the long term, if government is to maintain competition in public sector markets. The Cabinet Office is seeking to reform commercial practice across Government with the development of the Crown Commercial Service. There is a risk that the ambitions are not matched by the right resources, capability and information. It has gaps in commercial experience and expertise below senior levels, while its information on its 40 strategic suppliers is inconsistent and incomplete. A related report 'The role of major contractors in the delivery of public services' (HC 810, session 2013-14, ISBN 9780102987027) sets out some of the benefits that can be achieved through contracting but highlights issues that deserve greater public scrutiny. |
| accounting for government contractors: National Audit Office (NAO): Government Contracting: The Role of Major Contractors in the Delivery of Public Services - HC 810 Great Britain: National Audit Office, 2013-11-12 In the memorandum 'The role of major contractors in the delivery of public services' the NAO sets out some of the benefits that can be achieved through contracting but highlights three issues that deserve greater public scrutiny. First, it raises questions about the way public service markets operate. This includes the need for scrutiny over whether public service contracts are sufficiently competitive and whether the rise of a few major contractors is in the public interest. Secondly, it highlights the issue of whether contractors' profits reflect a fair return. Understanding contractors' profits is important to ensure that their interests are aligned properly with that of the taxpayer. But transparency over rewards that contractors make is at present limited. Thirdly, the report asks how we know that contractors are delivering services to the high standards expected. In particular, government needs to ensure that large companies with sprawling structures are not paying 'lip-service' to control and that they have the right culture and control environment across their group. This requires transparency over contractors' performance and the use of contractual entitlement to information, audit and inspection. This should be backed up by the threat of financial penalties and being barred from future competitions if things are found to be wrong. A related report 'Managing government suppliers' (HC 811, session 2013-14, ISBN 9780102987034) examines the way the Cabinet Office is working to improve government's management of strategic suppliers. |
| accounting for government contractors: Asset Depreciation Range (ADR) System United States. Department of the Treasury, 1971 |
| accounting for government contractors: PFI Great Britain. National Audit Office, 2003 The private finance initiative is helping to improve the quality of public sector construction work, according to the National Audit Office. Better price certainty and on-time delivery of good quality assets have been obtained by using PFI contracts. Only 22 per cent of public building projects had exceeded the cost initially expected by the public sector. Under previous contracts up to 73 per cent had overshot the original estimate. Only eight per cent of projects were delayed by more than two months. Public sector project managers were generally satisfied with the design, construction and performance of their PFI buildings. However, NAO did not try to judge whether PFI was the best procurement method for all public sector construction projects. |
| accounting for government contractors: The Government Contracts Reference Book Ralph C. Nash, 1998 |
| accounting for government contractors: Standards, Rules and Regulations [as of July 1, 1976] United States. Cost Accounting Standards Board, 1976 |
| accounting for government contractors: A Dictionary of Modern Legal Usage Bryan A. Garner, 2001 A comprehensive guide to legal style and usage, with practical advice on how to write clear, jargon-free legal prose. Includes style tips as well as definitions. |
| accounting for government contractors: Accountants' Handbook, Volume 2 D. R. Carmichael, O. Ray Whittington, Lynford Graham, 2007-04-06 This highly regarded reference is relied on by a considerable part of the accounting profession in their day-to-day work. This handbook is the first place many accountants look to find answers to practice questions. Its comprehensive scope is widely recognized and relied on. It is designed as a single reference source that provides answers to all reasonable questions on accounting and financial reporting asked by accountants, auditors, bankers, lawyers, financial analysts, and other preparers and users of accounting information. |
| accounting for government contractors: Government Contract Procedure and Accounting Prentice-Hall, Inc, Edward Paul Smith, 1942 |
| accounting for government contractors: Federal Acquisition Regulation Desk Reference Steven N. Tomanelli, 2024 |
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