Reimbursement tools built for Deltek Costpoint must map expenses to project IDs, CLINs, and cost element codes with direct ledger sync to eliminate manual rekeying. Vergo's Costpoint integration handles this with FAR-compliant cost categorization, mobile receipt capture, and automatic posting to project ledgers upon approval.
Deltek Costpoint is the accounting backbone for most mid-to-large defense contractors — but its native expense entry process is slow, error-prone, and disconnected from the field. Project managers and field personnel submit receipts through email or paper forms. AP clerks manually rekey those expenses, assigning project IDs, organization codes, and cost elements by hand. Controllers then reconcile discrepancies before close.
This manual chain creates compounding problems for defense work specifically:
For a controller managing multiple cost-plus or T&M contracts, even small coding errors compound into significant rework at billing time.
When evaluating reimbursement tools for a Deltek Costpoint environment, defense contractor controllers should apply these criteria:
Vergo is a card-agnostic expense management platform built for construction. Connect any corporate or project credit card and get full visibility and control over field spending.
Costpoint includes basic expense reporting through its iExpense or T&E modules, but many defense contractors find these insufficient for enforcing FAR Part 31 cost controls, supporting mobile receipt capture in the field, or managing complex multi-level approval chains. Third-party integrations are commonly used to fill these gaps.
DCAA requires original receipts, a stated business purpose, and evidence of supervisory approval for all reimbursable expenses. For incurred cost audits, contractors must produce a complete audit trail showing who submitted, who approved, what was charged, and when. Missing receipts or undocumented approvals are common DCAA findings.
FAR Part 31.205 defines specific unallowable cost categories — including entertainment, lobbying, and certain travel upgrades. Best practice is to flag or block these categories at the point of submission using policy rules, rather than catching them during post-approval review. This prevents unallowable costs from entering the reimbursable pool entirely.
Yes. Vergo has a native integration with Deltek Costpoint that pulls live project structures — project IDs, organization codes, and cost elements — into the submission workflow and writes approved expenses back to Costpoint automatically. This eliminates manual export/import and ensures expenses post to the correct project ledger without rekeying.
Most defense contractors require at minimum two approval levels: project manager approval to confirm correct project and CLIN coding, followed by finance or controller review to validate compliance before payment. Cost-plus and CPFF contracts may require additional program director review for expenses above defined thresholds.
Vergo supports configurable expense policies including per diem limits by location. Controllers can set rules that auto-populate GSA per diem rates and flag submissions exceeding applicable limits before they reach the approval queue. This reduces manual review time and helps prevent unallowable lodging and meal charges from entering reimbursable billings.