SUMMARY:
Learn how GovCon365 Charging Silos enforce labor authorization by design, eliminating charge code drift and keeping government contractors audit-ready.
Table of contents
Introduction
In government contracting, accuracy is a regulatory mandate, not merely a preference. One of the most persistent administrative risks is “charge code drift”—where employees inadvertently bill hours to the wrong projects, tasks, or Contract Line Item Numbers (CLINs). This drift creates significant month-end reconciliation burdens and raises DCAA audit red flags regarding the integrity of labor distribution.
XTIVIA GovCon365, powered by Microsoft Dynamics 365 Business Central, mitigates this risk through strictly enforced “Charging Silos.” By utilizing granular membership controls and visibility settings, the system ensures that personnel access only the specific codes they are authorized to use, moving your firm from a model of manual verification to one of accuracy by design.
The Power of Controlled Charging Silos
GovCon365 constructs digital safeguards around your project data, providing three critical layers of control:
1. Granular Resource Authorization
At the core of each silo is the Membership group. Administrators assign resources — including employees and subcontractors — to specific tasks. If a resource is not explicitly authorized, the task remains invisible on their mobile and desktop timesheets, eliminating the possibility of accidental mischarging.
2. Precision at the WBS Level
Government contracts demand complex hierarchies of option years and task orders. GovCon365 enables authorization at the most granular level of the Work Breakdown Structure (WBS). By siloing access at the sub-task level, you prevent “budget bleeding,” ensuring specialized teams remain focused on their designated codes and funded activities.
3. Time-Gated Compliance
Manage personnel transitions effortlessly with “Visible From” and “Visible To” date controls. Whether an employee joins mid-stream or rolls off at a milestone, access is automatically time-gated, ensuring compliance without manual oversight.
- Automated Roll-Off: If an employee’s authorization for a task ends on a specific date, the code automatically vanishes from their view the following morning.
- Proactive Planning: Management can set up membership for future task orders weeks in advance, knowing the codes will only become “active” and visible the moment the work is scheduled to begin.
Scaling Efficiency with Hierarchical Membership
GovCon365 streamlines administrative overhead through Hierarchical Membership. Define a specific group once—such as a security-cleared team—and apply that structure across multiple jobs with a single click. This reusable framework ensures that as your project portfolio grows, your administrative burden does not.
The Ultimate Impact: Audit Readiness and Profitability
DCAA auditors prioritize evidence of control. By implementing Charging Silos, you demonstrate a proactive control environment that protects your labor distribution, expense reports, and requisitions from human error. This unified approach ensures your entire ledger is accurate from the moment of entry.
Furthermore, because these silos also apply to Expense Reports and Requisitions, your non-labor costs are protected by the same rigorous authorization rules. This unified approach to authorization ensures that your entire project ledger — not just labor — is accurate from the moment of entry.
Drive Superior Operational Control
In the high-stakes federal market, every mischarged expense threatens your margins. XTIVIA GovCon365 empowers your workforce with a simplified user experience while providing leadership with absolute confidence in project data. Secure your profitability and audit standing through the superior control of Charging Silos.
Contact us to see how GovCon365 Charging Silos can protect your firm’s compliance and profitability.