PROCAS Accounting Dashboard for Financial Reporting author avatar

At PROCAS, it is our mission to improve the quality of life of our clients by simplifying government contract accounting. In order to accomplish this, we believe that we should provide the best solution of presenting meaningful data to our clients in the most efficient way possible. Because what good is having a DCAA compliant accounting system if it is a hassle to get data out of it?

The PROCAS Accounting Dashboard helps you manage your business with an easy to read snap shot of your company's real-time financial data, with no additional setup or configuration required.

The below video and post is broken into 7 Sections:

  1. Cash
  2. Accounts Receivable
  3. Accounts Payable
  4. Income Statement
  5. Balance Sheet
  6. Financial Ratios
  7. Dashboard Default Controls & Troubleshooting

 

If you are unable to hear the video, please make sure that audio is turned on in the Vimeo player. Audio controls are located to the left of the Settings icon .

To access the dashboard, please go to Accounting --> Dashboard --> Accounting Dashboard in the menus.

 

Cash

Cash Balance in PROCAS Accounting Dashboard

Getting ready to process payroll? Pay vendor invoices? Deposit a client payment? This tile will give you an accurate balance of how much cash is on hand.

Graph 1 - Cash Flow over a Period of Time

  • Default Date Range - Current Year Beginning Period to Current Period
    • Range can be modified using slider bar control defined under Income Statement section
  • Tool Tips - Hovering over each month with mouse in the area graph will give accurate cash balance ending each period
  • Color - Dark Blue (Indigo) = Assets
  • Report - Selecting "Cash" title at the top will generate Statement of Cash Flows for date range
    • Report has full drill through capabilities to Account, Vendor/Client, & Transaction level details

Graph 2 - Cash Balance as of Today's Date

  • Default Date - Date & Time Dashboard is generated (Today)
  • Tool Tips - Hovering over each cash account (displayed by different shade of dark blue) will provide accurate balance as of today
  • Colors - Shades of Dark Blue (Indigo) = Assets

 

Accounts Receivable

Accounts Receivable in PROCAS Accounting Dashboard

Manage your cash flow by staying on top of what’s owed to your organization. This tile will show you how many client payments still need to be collected and how long they've been outstanding.

Graph 1 - Outstanding Amounts Aged from Invoice Date

  • Default Date - Date & Time Dashboard is generated (Today)
  • Range - 30 day bars sorted by invoice date
    • Invoice date is stored on the sales journal where the revenue and receivable are recorded
  • Tool Tips - Hovering over each bar will give accurate receivable total for specified time frame
  • Color - Dark Blue (Indigo) = Assets
  • Report - Selecting "Accounts Receivable" title at the top or "Total Outstanding" on the side will generate Accounts Receivable report for today's date
    • Report defaults to transaction level detail to be able to see all transactions that make up the totals

Graph 2 - Overdue Amounts Aged from Due Date

  • Default Date - Date & Time Dashboard is generated (Today)
  • Range - 30 day bars sorted by due date
    • Due date is established on the client record under "Payment Terms"
  • Tool Tips - Hovering over each bar will give accurate receivable total for specified time frame
  • Color - Dark Blue (Indigo) = Assets
  • Report - Selecting "Total Overdue" on the side will generate Accounts Receivable report for today's date
    • Report defaults to transaction level detail to be able to see all transactions that make up the totals

 

Accounts Payable

Accounts Payable in PROCAS Accounting Dashboard

Don't get behind on bills owed to your vendors. This tile will show you how many invoices still need to be paid and how long they've been outstanding.

Graph 1 - Outstanding Amounts Aged from Invoice Date

  • Default Date - Date & Time Dashboard is generated (Today)
  • Range - 30 day bars sorted by invoice date
    • Invoice date is stored on the purchases journal where the expense and liability are recorded
  • Tool Tips - Hovering over each bar will give accurate payable total for specified time frame
  • Color - Red = Liabilities
  • Report - Selecting "Accounts Payable" title at the top or "Total Outstanding" on the side will generate Accounts Payable report for today's date
    • Report defaults to transaction level detail to be able to see all transactions that make up the totals

Graph 2 - Overdue Amounts Aged from Due Date

  • Default Date - Date & Time Dashboard is generated (Today)
  • Range - 30 day bars sorted by due date
    • Due date is established on the vendor record under "Payment Terms"
  • Tool Tips - Hovering over each bar will give accurate payable total for specified time frame
  • Color - Red = Liabilities
  • Report - Selecting "Total Overdue" on the side will generate Accounts Payable report for today's date
    • Report defaults to transaction level detail to be able to see all transactions that make up the totals

 

Income Statement

Income Statement / PnL in PROCAS Accounting Dashboard

Use the Income Statement graph to monitor the overall profitability performance of your company. This tile breaks down your organization's revenue, expenses, and net income over a period of time.

Graph 1 - Income Statement

  • Default Date Range - Current Year Beginning Period to Current Period
    • Range can be modified using slider bar control below
  • Tool Tips - Hovering over each income statement item will give accurate balances as of end date of period range
  • Color - Light Blue = Revenue, Orange = Expenses, Green = Net Income
  • Legend - Clicking Revenue, Expenses, and/or Net Income will remove or add each bar to the graph
  • Report - Selecting "Income Statement" title at the top will generate Income Statement as of end date of period range
    • Report has full drill through capabilities to Account, Vendor/Client, & Transaction level details

Graph 2 - Revenue Area Graph

  • Default Date Range - Inception-to-Date Period to Current Period
  • Tool Tips - Hovering over each period will give accurate revenue numbers as of end date of period 
  • Color - Light Blue = Revenue

Dashboard Date Range Selection - Slider Bar

  • Beginning Period - Slide first button left or right to change the beginning date period
    • First possible period = Inception-to-Date Period
    • Tiles Updated when Modified - Total Cash by Month, Income Statement, Bottom 3 Financial Ratios
  • Ending Period - Slide the second button left or right to change the ending date period
    • Last possible period = Current Period
    • Tiles Updated when Modified - Total Cash by Month, Income Statement, Balance Sheet, Top 3 Financial Ratios

 

Balance Sheet

Balance Sheet in PROCAS Accounting Dashboard

Use the Balance Sheet graph to quickly see the distribution of your company’s resources and obligations. This tile breaks down your organization's assets, liabilities, and owner's equity.

Graph 1 - Balance Sheet

  • Default Date Range - Current Year Beginning Period to Current Period
    • Range can be modified using slider bar control defined under Income Statement section
  • Tool Tips - Hovering over each balance sheet item will give accurate balances as of end date of period range
  • Color - Dark Blue (Indigo) = Assets, Red = Liabilities, Purple = Owner's Equity
  • Report - Selecting "Balance Sheet" title at the top will generate Balance Sheet as of end date of period range
    • Report has full drill through capabilities to Account, Vendor/Client, & Transaction level details

 

Financial Ratios

Financial Ratios in PROCAS Accounting Dashboard

Key Performance Indicators are right here at a glance to help you gauge your company's liquidity, profit margins, and growth in earnings. What is considered "Good" varies by industry and company, but some definitions and common suggestions for interpreting the ratios are provided here:

Ratio 1 - Quick Ratio

  • Formula - Quick Assets divided by Current Liabilities as of the selected end date
  • Colors - Dark Blue (Indigo) = Assets, Red = Liabilities
  • Defined - Quick Assets are defined as Cash, Marketable Securities and Accounts Receivable
  • Interpretation - A Quick Ratio should generally be ≥ 1:1
    • Lower ratios may indicate that the company does not have enough short-term assets to cover its short-term liabilities.

Ratio 2 - Current Ratio

  • Formula - Current Assets divided by Current Liabilities as of the selected end date
  • Colors - Dark Blue (Indigo) = Assets, Red = Liabilities
  • Interpretation - A Current Ratio should generally be ≥ 1:1 and ≤ 3:1
    • Lower ratios may indicate that the company does not have enough short-term assets to cover its short-term liabilities.
    • Higher ratios may indicate that assets are not being used efficiently.

Ratio 3 - Debt to Equity

  • Formula - Total Debt divided by Total Owner's Equity as of the selected end date
  • Colors - Red = Liabilities, Purple = Owner's Equity
  • Interpretation - A Debt to Equity Ratio should generally be 1.5:1
    • Higher ratios may indicate that a company is too highly leveraged with debt and may not be able to generate enough cash to satisfy its debt obligations.

Ratio 4 - Profit % of Revenue

  • Formula - Net Income divided by Revenue for the selected date range
  • Colors - Green = Net Income, Light Blue = Revenue
  • Interpretation - Profit % of Revenue should generally be between 4% - 25%, depending on contract type(s) and the business model.

Ratio 5 - Profit % of Costs

  • Formula - Net Income divided by Expenses for the selected date range
  • Colors - Green = Net Income, Orange = Expenses
  • Interpretation - Profit % of Costs should generally be between 4% - 33%, depending on contract type(s) and the business model.

Ratio 6 - Return on Equity

  • Formula - Net Income for the period divided by Average Equity for the selected date range
  • Colors - Green = Net Income, Purple = Owner's Equity
  • Defined - Average Equity is defined as the sum of beginning and ending equity divided by 2.
  • Interpretation - A Return on Equity Ratio should generally be 14% per year (the long-term average of the S&P 500).

 

Dashboard Default Controls & Troubleshooting

This item is included because it must be completed to have the dashboard populate. If you do not complete this screen, it is possible you will see the following error when clicking on the dashboard:

Dashboard Error Message

To access the default screens for the dashboard, please navigate to the following:

Accounting --> Dashboards--> Report Defaults  - (should be located right below the Accounting Dashboard)

PROCAS Accounting Dashboard Defaults

In this menu, update the following 6 default fields to populate relevant data within a matter of seconds on the dashboard:

General

1. Inception-to-Date Beginning Date

  • Established one time - beginning date for slider bar under the income statement.

2. Books Good Through Date

  • Updated once a month - used for reference/informative purposes.
  • Should be updated each time an accounting period is closed.

Reporting Period

3. Prior Year Current Accounting Period

  • Updated once a month - prior year period to compare to current year period.

4. Current Accounting Period

  • Updated once a month - current year accounting period for reporting purposes.
  • Ending date for the slider bar under the income statement.
  • Should typically be the period after the "Books Good Through Date."

Reporting Year

5. Prior Accounting Year

  • Established once a year - prior accounting year for reporting purposes.

6. Current Accounting Year

  • Established once a year - current accounting year for reporting purposes.

 

Help & Explanations - PROCAS Help Icon

  • For more details on establishing any of the 6 defaults, please click the help icon in the upper right hand corner of the menu.
  • The help icon can also be selected on the Accounting Dashboard for more explanations on how the tiles are calculated.

For any additional help utilizing the dashboard, please reach out to your PROCAS Consultant.

As always, operating DCAA compliant accounting software not only incorporates the software itself, but how it is used. Please be sure to check with your administrative staff for an explanation of how your policies and procedures align with our government contract accounting system.

PROCAS Sponsored Event - FBC's 30th Anniversary Government Procurement Conference author avatar

Government Procurement Conference

EDIT - The event has been postponed to a later 2020 date (TBD) amid the COVID-19 outbreak.

We will be a sponsor of Federal Business Council's 30th Anniversary Government Procurement Conference on April 8th in Washington, D.C.

According to FBC's website, the GPC is a national conference fostering business partnerships between the Federal Government, its prime contractors, and small, minority, service-disabled veteran-owned, veteran-owned, HUBZone, and women-owned businesses.

For our clients that identify with the above criteria, this premier event offers procurement matchmaking opportunities, educational conference sessions, and a dynamic exhibitor showcase!

A full list of the agenda can be found here.

  • When - Wednesday, April 8, 2020
  • Where - Walter E. Washington Convention Center, Washington, D.C.
  • Time - 9 AM - 4 PM

We will have an exhibitor table setup in Booth 453 of Exhibit Hall D of the Walter E. Washington Convention Center. Feel free to stop by and say hello!

PROCAS has Achieved a SOC 2 Type 2 Report author avatar

PROCAS invests in establishing and maintaining currently recommended security practices to make sure your data stays safe. Today, we’re excited to share a milestone achievement in our continuous improvement process! PROCAS has achieved the AICPA Service Organization Controls (SOC) 2 Type 2 report with an unqualified audit opinion.

In addition to our SOC 2 Type 2 report, we also have a SOC 3 Type 2 report available for download from our website. The SOC 3 report provides a summary of the SOC 2 Type 2 report.

Current clients can access a copy of the PROCAS SOC 2 Type 2 report after signing a nondisclosure agreement. For more information related to this report, please reach out to your PROCAS consultant.

What is SOC Compliance?

Businesses are increasing the outsourcing of basic functions such as data storage and access to applications to Software as a Service (SaaS) providers and other service organizations. The importance of having a standard assessment and reporting process for internal controls has become increasingly important.

For many, SOC 2 is considered the benchmark for security compliance for Software as a Service (SaaS) companies in the US. SOC 2 requires companies to establish and follow strict information security policies and procedures, encompassing the secure protection of customer data.

Our Focus on Your Security

Our 2019 SOC reports provide assurance that PROCAS is complying with the standards of the AICPA guidelines. To achieve the unqualified opinions of our SOC reports, PROCAS has implemented and maintains policies, procedures and processes to comply with these security controls to protect the important data that our clients have entrusted to us. The audit demonstrates that the controls are defined adequately, and they are operating effectively.

These controls cover the topics and operational practices like logical and physical access management, data storage and recovery, encryption, change management, vendor management, incident management, detection and response, security and privacy awareness training, organizational management, and personnel security.

We’re proud of this milestone, but we recognize that security is an ongoing effort. Our information security program is constantly focused on providing the highest level of delivery for PROCAS Accounting Solutions Software.

Utilizing PROCAS to Help Streamline your 1099 Process author avatar

PROCAS has built in procedures to help clients automate their 1099 & 1096 process.

Every January, accounting staff & business owners walk into the same old confusing process as they wake up from their holiday slumbers…

*Grabs coffee and begins annual research*

“What is a 1099 again?”

“How do I determine who should receive a 1099?”

“What are the different types of 1099s that need to be reported?”

Ok, I think I remember this process,

“Now where do I print these forms out?”

“THAT’s right, I can’t print them online. Need to swing by Staples to pick some up.”

“Wait, I only bought a box of 50 forms, why are there a billion papers in here?”

“Oh yeah, I have to complete FIVE forms for each contractor/vendor…”

“Ok… (takes deep breath), now who do I send all these forms to and when are they due?”

And most importantly…

“Can I get in trouble if I mess this up?”

Frustrated accountant attempting 1099 reporting

Fear not! We will break down this process in detail below and explain how PROCAS can help you simplify the reporting requirements. So, keep the Tylenol up in the cupboard, we aren’t going to need it!

Editor’s Note – This post takes into account the changes the IRS has made to reporting 1099MISC Nonemployee Compensation for 2019 fiscal year, which is covered under the Penalties section.

 

What is a 1099 and why is it important?

1099-MISC forms are used to track income of organizations who are not established as corporations (or LLCs taxed as C or S corps). For most companies, 1099-MISC forms will be used to provide an accurate representation of how much non-employees, vendors, sub-contractors, and consultants have been paid throughout the prior year. Because these people and businesses do not receive W-2’s for work performed, 1099s are what the IRS depends on to know how much they owe in taxes for the calendar year.

 

Who receives a 1099?

Determining who receives a 1099 can be a tricky process. To help, we’ve broken the decision-making tree into the following points:

1) Is the person in question an employee of your organization?

  1. YES – No need, they should have received a W-2.
  2. NO – Independent contractors and consultants will most likely need a 1099, proceed to Question 3.
  3. NOT SURE Consider the following questions:
    1. Do you provide benefits to this individual?
    2. Do you provide equipment, office space, or materials for the individual to complete their job?
    3. Do you reimburse business expenses incurred by the individual?
    4. Are you the sole client or primary client of the individual? And do you completely control their weekly workflow?
  4. NOT SURE – If you answered NO to all the above sub-questions, proceed to Question 3.
  5. NOT SURE – If you answered YES to any of the above sub-questions, you may be considered that individual’s employer in a court of law and may need to start providing W-2 information. Consider seeking a labor lawyer’s advice.

2) Is the vendor you purchased services from a corporation?

  1. YES – No need to send a 1099.
  2. NO – Sole Proprietorships and Partnerships will most likely need a 1099, proceed to Question 3.
  3. NOT SURE – LLC’s are the most confusing of the bunch. To determine how the company is taxed, please send a W-9 to that vendor’s accounting staff. Once returned,
    1. If taxed as S Corp or C Corp, no need to send 1099.
    2. If taxed as sole proprietorship or partnership, proceed to Question 3.

3) How much money was paid to individual or vendor?

  1. Anything less than $600 total for the calendar year does not require a 1099.
  2. Any payments totaling $600 or more will require a 1099.
  3. Common Exceptions:
    1. $10 or more in royalties will require a 1099
    2. In general, payments made to law firms will require a 1099
    3. If paid via credit card, a 1099 is not required (even in excess of $600). The credit card company will take care of the reporting for you.
    4. Business expense reimbursements for employees will not require a 1099.

 

Forms & Deadlines

1099-MISC forms contain 5 parts to be filled out and sent to their appropriate recipient(s):

  1. Copy A - For Internal Revenue Service Center
  2. Copy B - For Recipient
  3. Copy C - For Payer or State Copy
  4. Copy 2 - To be Filed with Recipient's State Income Tax Return, When Required
  5. 1096 - Completed with 1099

While these forms can be generated around the same time, they typically are sent separately at different deadlines:

  1. January 31st
    1. If reporting Box 7 - Non-employee compensation, mail Copy A forms and 1096 to the IRS
      1. DO NOT mix in other 1099-MISC forms for Copy A if other boxes are selected
      2. Can also e-file if preferred
    2. Send Copy B to recipients if payments are NOT reported in Boxes 8 or 14
  2. February 18
    1. Send Copy B to recipients if payments reported in Boxes 8 or 14
  3. February 28
    1. Mail remaining Copy A forms and 1096 to the IRS
      1. Make sure no payments we in fact recorded in Box 7
  4. April 1
    1. Deadline to e-file to the IRS for Copy A forms and 1096
      1. Again, make sure no payments we in fact recorded in Box 7

 

PENALTIES

You may have noticed in the above deadlines that I reiterated multiple times to not include Box 7 payments with other payments. This is a new change the IRS has made for 2019 and subsequent years as there is a newfound focus on capturing all non-employee compensation. There are two large penalties you want to avoid in regards to this change:

 

1) Be sure to file BOX 7 - Non-Employee Compensation payments by the Jan 31 deadline!

If you do not mail these 1099 MISC forms by Jan 31, you can almost be guaranteed to be hit with late penalties. Depending on the severity (in both # of forms and tardiness), you can expect the penalties to be of substantial monetary value.

 

2) DO NOT file all Copy A forms together by the Jan 31 deadline.

You may think it would be a good practice to play it safe and file all your 1099 MISC forms by the Jan 31 deadline. However, the IRS specifically wants only Box 7 - Non-employee compensation payments to be filed together and before the rest of your submissions. IF you file them together, you can be hit with monetary penalties for having the two batches mixed.

 

For more information related to 1099s and all the associated forms, deadlines, and penalties, please click here.

 

Utilizing PROCAS to complete your 1099s & 1096s

PROCAS currently supports three types of 1099s: 1099-MISC (all payments), 1099-INT, and 1099-DIV, as well as 1096s. Each form can be generated out of the system by following these 3 steps:

  1. Determining which vendors/subcontractors require 1099s
  2. Establishing 1099 form type and box by vendor/subcontractor
  3. Generating 1099/1096 forms from PROCAS

 

1) Determining which vendors/subcontractors require 1099s

In order to find out who you paid money to in the prior year, please go to the following:

Accounting --> General Ledger --> General Ledger

Here, use the parameters next to the orange arrows below to generate a report for cash payments made in the following year.

Once you’ve printed your report, please follow the above section “Who receives a 1099” to whittle down you’re list of possible vendors to those who should receive a form.

 

2) Establishing 1099 Form Type & Box by Vendor or Subcontractor

Now that you have your list of vendors and subcontractors, time to label their records as to which type of form they should receive. Please navigate to:

Setup --> Purchasing --> Vendors

And select the “Find” button or “F8” function key to begin searching for those vendors/subs. Once on the record of an applicable vendor/sub, select the “Payment Info” tab of the record to locate a box called “1099 Type & Box.”

If you click in this box, you can then select the “Lookup” button or “F9” function key to see the list of possible 1099 types.

From the above list, make the appropriate selection for each vendor/sub in your list.

 

3) Generating 1099 & 1096 forms from PROCAS

Once all 1099 types and boxes have been determined, navigate to the final menu:

Accounting --> Accounts Payable --> Forms 1099/1096

This screen will be broken into two separate parts to get the appropriate items needed to print your forms:

The header section of Forms 1099/1096 has specific parameters to determine which items will generate in the detail grid:

  • Reporting Year Date - Use the prior calendar year for as is required for reporting 1099/1096 amounts.
  • Cash Account - Use the cash account recorded in the GL for payments made to each vendor/sub (if left blank, all accounts will generate).
  • Batch Liability Account - If you make payments in batch from your bank account, enter the liability account used here.
  • 1099 Type - Choose applicable 1099-MISC, 1099-DIV, or 1099-INT.
  • Minimum Amount - This will limit the minimum amount recorded in each transaction. Use applicable minimums if needed.
  • Search - Will populate below detail

In this detailed grid, select the payments made to each vendor if you are looking to include them on your forms. When all appropriate rows have been selected, print the proper 1099 or 1096 report from the below report bar.

  • Each column has the ability to sort items if you click the name of each column
  • Each column also has the ability to filter items if you select the filter icon to the right of each column header
    • Editor's Tip - Filtering on "1099 Type" is very useful if you want to separate out your Box 7 Non-employee compensation forms from the rest for the IRS 01/31 submission!!

 

Extra Help & Form Alignment

For additional help completing your 1099/1096 forms using PROCAS:

  • In the upper right hand corner there is a "?" symbol, which will provide in-system help for detailed instructions on any of the menus!
  • Feel free to reach out to our Support Team at support@procas.com
    • We can help align your report forms to your printer specs as well as help explain the process.

 

 

PROCAS Sponsored Event - National 8(a) Association Small Business Conference 2020 author avatar

We will be a sponsor of National 8(a) Association’s Small Business Conference from Feb. 11th – 13th in New Orleans, LA.

For any clients that are 8a certified or are looking to obtain an 8a certification, this is a great opportunity to network with industry leaders, including hundreds of federal agencies, large business primes, and corporate companies. The primary focus of the event includes updates to government contracting, specifically to small business (SBA) and 8a type work, as well as match making opportunities with these industry leading organizations.

Types of small businesses invited to attend: Minority, Aspiring, Current 8(a), Graduate 8(a), HUBZone, SDVOB, VOSB, SDB, WOSB, DBE, and Teaming Partnerships.

Statistics: Below is a full graphic of who is anticipated to attend!

For those interested, click here to check out the full agenda of the event.

Setup

We will have a vendor table setup in the Preservation Hall of the 2nd Floor of the New Orleans Marriott (Canal St.). For those walking the exhibit hall, look out for our name as you try to join the WiFi network!

As you attend presentations, educational sessions, matchmaking, and networking events, please use the below hashtag when posting to social networks.

#N8ASmallBiz20

PROCAS Software Update & Happy Holidays! author avatar

We are excited to bring you some long-awaited news of the PROCAS Accounting upgrade! Our entire team has been very busy this year working on the development of the upgraded accounting software. We are grateful for the many clients that agreed to jump on board early and help us improve the usability and functionality of the software before a general release.

The upgraded version, while closely based on the existing version that you are used to, is accessed directly from a web browser. Since it is web-based, the user interface is quite different than what you are currently familiar with. We also have the flexibility to improve how things work and to continuously add new features and functions.

 

Upgrade Logistics

We are slowly transitioning our clients to make sure everyone gets one-on-one time with a consultant to help get acclimated to the new user interface and many of the new features. Part of the transition includes an import of all your existing data into the new system. This means that you will maintain all the general ledger transaction, invoice history, and setup details that you have now. This also means that you can transition during any time of the year, regardless of where you are in the accounting cycle.

By the way, there is no added cost to upgrade—not even the time spent with your consultant! We want all our clients to enjoy the new software without an unplanned hit to their bottom line.

Our transition schedule is full through the end of this year, and we are looking to start adding clients to the list for 2020. If you are interested in a demo to learn about new features, or how to get on the transition wait list for 2020, send us an email at feedback@procas.com.

 

From all of us at PROCAS, we would like to wish you a wonderful holiday season!

We look forward to hearing from you and working with you soon!

- The PROCAS Team

 

PROCAS Sponsored Event – DHG’s 24th Annual Government Contracting Conference author avatar

We will be a sponsor of Dixon Hughes Goodman’s 24th Annual Government Contracting Conference on October 24th in Hampton Roads, VA.

For any clients interested in growing their GovCon knowledge, this 1-day event is perfect for you! The conference will cover a variety of topics, ranging from cybersecurity to DCAA updates, incurred cost submissions, and much more.

For those interested, click here to check out the full agenda of the event.

We will have a vendor table set up close to the sign in table of the Chesapeake Conference Center. Feel free to stop by when you have some spare time!

Change in Government Fiscal Year author avatar

Government Fiscal Year

For clients that operate on a government fiscal year basis, please remember to address the following items in accordance with the year change on October 1st!

Required

  • Establish new task numbers to increment the option year on cost type contracts that continue beyond the end of the current fiscal year
  • Complete the billing setup for the new task numbers
  • Establish new work authorizations
  • Establish new expense authorizations

May Be Required*

  • Enter the new accounting year
  • Enter the accounting periods for the new accounting year
  • Establish timesheet periods for October 2019 – September 2020
  • Establish new task numbers for tracking PTO by fiscal year

*If you operate on a calendar basis but have contracts that operate on a government fiscal year basis, not all of the above items will apply to your company. If that is the case, we recommend focusing on the first 4 items.

 

Additional Help

If you need help with any of the listed items, please contact your consultant. Depending on which version of the software you are on, some of the items may not be relevant to your company.

Our consulting team can be reached at consulting@procas.com.

PROCAS Sponsored Event – 2019 MACPA Government Contractors Conference author avatar

We will be a sponsor of the 2019 MACPA Government Contractors Conference on September 24th in Hyattsville, MD.

For any clients or third parties interested in growing their GovCon knowledge, this 1-day event is perfect for you!

According to the Maryland Association of Certified Public Accountants, “The Government Contractors Conference is designed to help CPAs understand issues related to their government contractor clients and manage their engagements. This unique event addresses current issues affecting government contracts, enabling CPAs in industry to add strategic value to their organizations.”

For those interested, click here to check out the full agenda of the event.

We will have a vendor table set up close to the sign in table of the College Park Marriott Hotel & Conference Center. Feel free to stop by when you have some spare time!

Five Potential Changes for HUBZone Certified Contractors – SBA Recap author avatar

HUBZone Map

As announced two weeks ago, we had the opportunity to sponsor the National HUBZone 2019 Conference in Chantilly, VA. There were many great presentations and industry updates, all of which could have a direct impact on HUBZone business in the near future.

Of these presentations, the U.S. Small Business Administration’s agency and regulatory update had potentially the greatest impact on HUBZone contractors. Led by Associate General Counsel, John Klein, the SBA’s team commented on many major changes to legislation that they feel will be made into law by 12/31/21.

Below are our 5 main takeaways from this update, which all focus on proposed changes to HUBZone requirements. It’s important to note that this information is all speculative at this point in time, but these were heavily emphasized throughout the 90-minute presentation:

 

1) HUBZone status is no longer required at all phases of attaining contract.

Prior requirement – Contractor must be HUBZone certified from the time of offer through time of award.

Proposed change – Contractor only has to be HUBZone certified at either the time of offer or time of award. No longer required for both steps.

Interpretation – Contractors in danger of losing HUBZone certification can still bid on work before losing status, which helps continue cash flow while management readdresses company status. New companies can also bid on work while attempting to become HUBZone certified rather than having to wait for the process to complete. This change should smooth out the work opportunities of companies on both ends of the spectrum. 

 

2) HUBZone status to drop the minimum requirement from 35% to 20% HUBZone designated employees.

Prior requirement – Contractor must have at least 35% of its employees live in a HUBZone designated area.

Proposed change – Contractor only has to have at least 20% of its employees live in a HUBZone designated area.

Interpretation – The 35% rule is being loosened for HUBZone certification. This could allow for more companies to attempt to become HUBZone certified, as well as HUBZone work to become more competitive. The drop in percentage allows for current certified contractors to have some leeway in employee status.

 

3) Employees must live in HUBZone designated area for at least 180 days to be considered towards the new 20% requirement. Registering for a voter ID can no longer expedite process.

Prior requirement – Employees could either live in HUBZone designated area for 180 days or register for voter identification to be considered towards the 35% requirement.  

Proposed change – Employees must live in HUBZone designated area for 180 days to meet the new 20% requirement.

Interpretation – While the 35% rule is being loosened, employee status is being tightened. This is mostly done to cut down on any loopholes being exploited in filing for voter registration. Contractors that depend on employee hirings to impact their percentage immediately will have to build in a 180-day buffer. 

 

4) Employees do not lose HUBZone certification after 180 days, even if they move. However, status is lost once they leave the company.

Prior requirement – In order to count towards the 35% requirement, employees must live in a HUBZone area.

Proposed change – Employees can now move out of HUBZone area as long as they achieved HUBZone status after 180 days. This status is continuous only for that specific employer, and once employment ends, the status is lost.   

Interpretation – SBA mentioned that one of the goals of HUBZone work is economic advancement for employees. They do not want to penalize companies for having employees advance in their careers and afford to move out of economically challenged areas. As long as the company still resides in the economically challenged area, and the employee stays with that company, they feel it is a beneficial to all parties to allow advancement and career growth.

 

5) The areas determined to be HUBZone designated will be unfrozen after the 2020 Census.

Current Status – The HUBZone map that defines the lines for which areas are economically challenged is currently frozen. SBA is waiting for 2020 Census information before unfreezing the maps.

Once Unfrozen – The estimated timeframe to be unfrozen is 12/31/21. HUBZone certification will continue as it was before the HUBZone map was frozen on 12/07/17. For example, if your company was in an area set for redesignation 3 months after being frozen on 12/07/17, you can expect the redesignation to occur 3 months after 12/31/21 on 03/31/21.

 

Follow Up Information

If any of the above points interest you or your company, we highly recommend attending this event next year. These are just 5 of the many important updates covered by the Council that effect HUBZone businesses in the near future. For more information, be sure to check in with the HUBZone Council here.

For frequently asked questions about current HUBZone rules and regulations, SBA’s HUBZone information can be found here.

For more information related to these potential changes, SBA has a blog they update regularly with more interpretations and concepts related to updates.