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Produces a DCAA audit prep companion in one pass: a 16-criterion SF 1408 pre-award accounting system…
Produces a DCAA audit prep companion in one pass: a 16-criterion SF 1408 pre-award accounting system self-assessment with PASS / WARN / FAIL flags and READY / READY WITH GAPS / NOT READY verdict, five starter policies (Timekeeping, Labor Distribution, Indirect Rate, Cost Allowability, Internal Controls) mapped to SF 1408 criteria, and a gap report routing every FAIL to CPA, consultant, or counsel with a 90/60/45/30/14-day pre-audit timeline plus emergency mode for imminent floor checks. Use when the user says DCAA audit prep, SF 1408 checklist, DCAA pre-award, floor check prep, DCAA timekeeping audit, accounting system adequacy, or DCAA prep skill. Built for small primes pursuing first cost-reimbursement award. Frames floor checks as unannounced standing-readiness, flags labor mischarging as top criminal-referral source, enforces that the Contracting Officer (not DCAA) issues the adequacy determination per DFARS 252.242-7005.
Ships as one download · dcaa-audit-prep-checklist.zip · 17 files
A redacted example of what this tool produces — so you can judge the quality before you buy.
Redacted, illustrative example. Rates, names, and figures are fictional placeholders — for internal estimate illustration only.
Intake: Northwind Technical Services LLC, ~45 employees / ~$8M revenue, holds FFP + T&M, pursuing a CPFF award. Three deliverables follow: Part 1 — SF 1408 Self-Assessment, Part 2 — Five Policy Templates (summarized), Part 3 — Gap Report + Routing + Timeline.
This self-assessment is an audit prep companion based on pasted accounting setup. It does NOT replace CPA, consultant, or counsel review. The Contracting Officer (NOT DCAA) issues the accounting system adequacy determination per DFARS 252.242-7005. SF 1408 failure denies cost-reimbursement award eligibility per FAR 16.301-3. Timekeeping deficiency is historically the top DCAA criminal-referral source — a policy you don't follow is worse than no policy. No FOUO/CUI/classified content accepted in intake.
SF 1408 PRE-AWARD ACCOUNTING SYSTEM ADEQUACY SELF-ASSESSMENT
Company: Northwind Technical Services LLC
Date: 2026-05-22
Cognizant CO: DCMA [REDACTED]
Audit Trigger: SF 1408 pre-award survey (first CPFF pursuit)
Contract Types Held: FFP, T&M
Contract Types Pursuing: CPFF
Accounting System: QuickBooks (accrual), project/job-cost dimension partial
Company Size: ~45 employees / ~$8M revenue
OVERALL READINESS: NOT READY
CR PURSUIT REQUIRES SF 1408 ADEQUACY. FAR 16.301-3(a)(3) prohibits award of a cost-reimbursement contract unless the contractor's accounting system is determined adequate for the type of contract by the cognizant Contracting Officer. The contractor's pursuit of CPFF triggers this mandatory gate.
Delivery · Download
Download the zip, unzip it into your Claude skills folder, and invoke it by name. The bundled README includes a one-line verification step to confirm it loaded.
Runs on your existing Claude subscription — no extra setup.
HIGH-TRUST discipline. Where this tool produces pricing, compliance, or past-performance artifacts, FAR/DFARS guardrails and "FOR INTERNAL ESTIMATE USE — NOT A PROPOSAL PRICE" disclaimers are embedded in the output. It does not replace a qualified pricer, counsel, or color-team review.
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Builds a full federal RFP compliance matrix covering Sections L, M, C, H, and J from pasted solicitation text.
Paste your company profile (NAICS, 5-year average receipts, 24-month average employee count, ownership structure,…
| # | Description | Source | Status | Finding | Recommended Action | Routing |
|---|---|---|---|---|---|---|
| 1 | GAAP basis; direct vs indirect segregation | SF 1408 §I.A.1 | PASS | Accrual basis; chart of accounts separates direct/indirect | Maintain | — |
| 2 | Cost accumulation by contract (job-cost) | SF 1408 §I.A.2 | WARN | Job-cost dimension exists but not enforced on all entries | Make project code mandatory on all GL entries | CPA |
| 6 | Timekeeping by cost objective (MAAR 6) | SF 1408 §I.A.6 | FAIL | Weekly paper timesheets; no daily entry by cost objective | Implement daily electronic timekeeping by charge code | CPA + consultant |
| 9 | Exclusion of unallowable costs per FAR 31.205 | SF 1408 §I.A.9 | FAIL | No segregated unallowable accounts | Create FAR 31.205 unallowable account structure | CPA + consultant |
| 11 | Segregation of preproduction from production | SF 1408 §I.A.11 | N/A | Services contractor | — | — |
| 12 | System in full operation (not just designed) | SF 1408 §I.A.12 | WARN | Indirect pools designed; not yet run a full accounting period | Operate system for one full period before survey | consultant |
| 14 | Internal controls (segregation of duties) | SF 1408 §I.A.14 | WARN | Small team; same person enters + approves time | Add supervisor approval layer / compensating controls | CPA |
COUNTER-RECONCILIATION GATE
- Criteria PASS: 9 / 16
- Criteria WARN: 4 / 16
- Criteria FAIL: 2 / 16
- Criteria N/A: 1 / 16
- Criteria INSUFFICIENT INPUT: 0 / 16
- Total: 16
VERDICT: NOT READY
FLOOR CHECK READINESS (Standing readiness — DCAA floor checks are UNANNOUNCED)
- Labor floor check (MAAR 6): NOT READY
- Timekeeping discipline: Weekly paper entry; no daily charge-code discipline
- Top failure mode historically: labor mischarging — the most-cited DCAA
criminal-referral source. Counsel routing is mandatory for any allegation
of mischarging.
Policy templates are starting points. Tailor to your environment. A policy you don't follow is worse than no policy in a DCAA audit.
GAP REPORT — DCAA AUDIT PREP
Company: Northwind Technical Services LLC
Audit Date (if known): 2026-09-15
Mode: STANDARD (90+ days)
| # | Status | Gap | Severity | Routing |
|---|---|---|---|---|
| 6 | FAIL | No daily timekeeping by cost objective | CRITICAL | CPA + consultant |
| 9 | FAIL | Unallowables not segregated | CRITICAL | CPA + consultant |
| 2 | WARN | Project code not enforced on all entries | HIGH | CPA |
| 12 | WARN | System not yet run a full period | HIGH | consultant |
| 14 | WARN | Same person enters + approves time | MEDIUM | CPA |
Routing note: Any allegation of labor mischarging or timekeeping falsification routes to COUNSEL IMMEDIATELY — do not self-investigate. CR pursuit with CRITICAL findings: delay until remediation complete (FAR 16.301-3).
T-90 days Engage CPA / DCAA consultant; inventory policies; identify CRITICAL/HIGH gaps.
T-60 days Complete policy implementation; collect employee acknowledgments; system operating full period.
T-45 days Mock floor check; random employee selection; remediate findings.
T-30 days Reconcile books; finalize ICS / provisional rates.
T-14 days Final mock SF 1408 walkthrough; re-run mock floor check.
T-0 (day) Auditor visit; cooperate fully; counsel + CPA on call.
- CORRECT: "Accounting system determined ADEQUATE by the cognizant Contracting
Officer" per DFARS 252.242-7005. DCAA recommends; CO determines.
- BANNED: "DCAA-approved" / "DCAA-certified" / "Guaranteed adequate".