We strongly recommend that you complete the certification electronically, but any of these options for submitting supporting documentation by proxy is acceptable.

Review preliminary Quarterly DACCA (eDACCA Certifier)
  • The DLC administrator should mail a paper copy of the quarterly DACCA (for Q1, the DACCA is generated on or around October 1) to the eDACCA certifier (usually the cost object supervisor).
  • The certifier, who has direct knowledge of those working on the project, indicates any changes in salary distribution for individuals, including any additions or deletions of individuals, signs and dates the paper DACCA, then returns it to the DLC administrator.
  • The DLC administrator makes the changes in the electronic Salary Distribution System (eSDS). During the period October 1 through December 31 (the first quarter DACCA), the DLC administrator electronically certifies the quarterly eDACCA as the proxy.
  • The individual certifying the quarterly eDACCA is responsible for reviewing and confirming that changes reflected on the quarterly DACCA were made in eSDS prior to certification. The DLC administrator keeps on file the signed quarterly DACCA on which the certifier or cost object supervisor has indicated changes.
Review Monthly DACCA (eDACCA Certifier)
  • The DLC administrator mails a paper copy of the monthly DACCA to the eDACCA certifier or cost object supervisor. The certifier, who has direct knowledge of those working on the project, indicates any changes in salary distribution, including any additions or deletions of individuals, signs and dates the paper DACCA, then returns it to the DLC administrator.
  • The DLC administrator makes the changes in eSDS as the monthly DACCAs are received.
  • During the period October 1 through December 31 for the first quarter DACCA, the DLC administrator electronically certifies the quarterly eDACCA as the proxy. The individual certifying the quarterly eDACCA is responsible for reviewing and confirming that changes reflected on the monthly DACCAs were made in eSDS prior to certification.
  • The DLC administrator keeps on file the signed monthly DACCAs on which the certifier/cost object supervisor has indicated changes. The DLC administrator does not distribute the quarterly DACCA to the certifier or cost object supervisor.
Email backup for certification by proxy
  • There may be times when the certifier is not in close proximity to the proxy and approval to certify by proxy is needed urgently to meet quarterly certification guidelines. In these instances—and on an exception basis—an email from the certifier to the proxy may be used as backup to support proxy certification.
  • When email is used as backup, make sure to include the following wording: “Regarding Q1 (or Q2, Q3, Q4) DACCA for cost object 1234567, I have reviewed the information contained in the DACCA. I certify the charges are correct, with any exceptions communicated to my DLC administrator, in accordance with the Institute’s certification policies.”
  • Alternately, the certifier can sign and date the DACCA and email a scanned electronic version of the signed DACCA to the proxy.
Retain documents to support certification
  • Make sure that the paper backup that supports certification by proxy is easily retrievable for audit purposes.
  • File together documentation for all DLC cost objects rather than within individual cost object or supervisor files.
  • Make sure that electronic backup to support proxy certification is easily retrievable for audit purposes. You must collect and retain this documentation in an electronic format, such as on a server that is regularly backed up, or retain printed versions of appropriate documentation with original signed DACCA files.

The Details

Review preliminary Quarterly DACCA (eDACCA Certifier)
  • The DLC administrator should mail a paper copy of the quarterly DACCA (for Q1, the DACCA is generated on or around October 1) to the eDACCA certifier (usually the cost object supervisor).
  • The certifier, who has direct knowledge of those working on the project, indicates any changes in salary distribution for individuals, including any additions or deletions of individuals, signs and dates the paper DACCA, then returns it to the DLC administrator.
  • The DLC administrator makes the changes in the electronic Salary Distribution System (eSDS). During the period October 1 through December 31 (the first quarter DACCA), the DLC administrator electronically certifies the quarterly eDACCA as the proxy.
  • The individual certifying the quarterly eDACCA is responsible for reviewing and confirming that changes reflected on the quarterly DACCA were made in eSDS prior to certification. The DLC administrator keeps on file the signed quarterly DACCA on which the certifier or cost object supervisor has indicated changes.
Review Monthly DACCA (eDACCA Certifier)
  • The DLC administrator mails a paper copy of the monthly DACCA to the eDACCA certifier or cost object supervisor. The certifier, who has direct knowledge of those working on the project, indicates any changes in salary distribution, including any additions or deletions of individuals, signs and dates the paper DACCA, then returns it to the DLC administrator.
  • The DLC administrator makes the changes in eSDS as the monthly DACCAs are received.
  • During the period October 1 through December 31 for the first quarter DACCA, the DLC administrator electronically certifies the quarterly eDACCA as the proxy. The individual certifying the quarterly eDACCA is responsible for reviewing and confirming that changes reflected on the monthly DACCAs were made in eSDS prior to certification.
  • The DLC administrator keeps on file the signed monthly DACCAs on which the certifier/cost object supervisor has indicated changes. The DLC administrator does not distribute the quarterly DACCA to the certifier or cost object supervisor.
Email backup for certification by proxy
  • There may be times when the certifier is not in close proximity to the proxy and approval to certify by proxy is needed urgently to meet quarterly certification guidelines. In these instances—and on an exception basis—an email from the certifier to the proxy may be used as backup to support proxy certification.
  • When email is used as backup, make sure to include the following wording: “Regarding Q1 (or Q2, Q3, Q4) DACCA for cost object 1234567, I have reviewed the information contained in the DACCA. I certify the charges are correct, with any exceptions communicated to my DLC administrator, in accordance with the Institute’s certification policies.”
  • Alternately, the certifier can sign and date the DACCA and email a scanned electronic version of the signed DACCA to the proxy.
Retain documents to support certification
  • Make sure that the paper backup that supports certification by proxy is easily retrievable for audit purposes.
  • File together documentation for all DLC cost objects rather than within individual cost object or supervisor files.
  • Make sure that electronic backup to support proxy certification is easily retrievable for audit purposes. You must collect and retain this documentation in an electronic format, such as on a server that is regularly backed up, or retain printed versions of appropriate documentation with original signed DACCA files.

Did You Know?

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