What reimbursements tools integrate with Deltek Costpoint for shipbuilding companies?

March 27, 2026

Reimbursement tools that sync with Deltek Costpoint must map expenses directly to project charge codes, CLINs, and cost element structures without manual rekeying. Vergo's Costpoint integration handles this by routing field reimbursements and per diems against hull numbers and contract line items automatically.

Why Shipbuilding Companies Struggle with Reimbursements in Deltek Costpoint

Deltek Costpoint is the dominant ERP in government-contract shipbuilding — used by major defense contractors and ship repair facilities managing cost-plus, CPFF, and T&M contracts. The problem: Costpoint's native expense tools are rigid, requiring employees to understand charge code structures that span hundreds of projects, subcontractors, and cost elements.

Controllers at shipbuilding companies routinely face these problems:

Employees submit reimbursements with missing or incorrect charge codes, forcing AP clerks to manually recode against hull numbers or contract CLINs
Per diem and travel expenses tied to dry-dock mobilization get miscoded across fiscal periods, triggering DCAA audit flags
Project managers can't see reimbursement spend against a specific vessel or work package in real time
Field supervisors working in shipyards lack mobile tools, defaulting to paper receipts or emailed scans
Month-end close is delayed because reimbursements aren't synced to Costpoint before the cutoff

For defense shipbuilders, these errors aren't just inefficient — they create compliance exposure under FAR Part 31 cost principles and DCAA audit requirements.

What to Look For in a Reimbursements Tool for Costpoint

Native Costpoint integration. The tool must push approved expenses directly into Costpoint's project cost module using the correct organization, project, account, and reference number hierarchy — not a generic flat-file export.
CLIN and charge code enforcement at submission. Employees should select from validated charge codes pulled live from Costpoint. This eliminates miscoded submissions before they reach AP.
DCAA-compliant audit trail. Every receipt, approval, and edit must be timestamped and immutable. Controllers need a complete audit trail exportable for incurred cost submissions (ICS) or DCAA floor check requests.
Mobile receipt capture for field crews. Shipyard workers and mobilized crews need to photograph receipts on-site and submit directly from their phones. Receipt images must attach to the transaction in Costpoint.
Multi-tier approval routing. Reimbursements on government contracts often require project manager approval, then controller review. The workflow must match the contractor's segregation of duties requirements.
Per diem and allowance management. Tools should support GSA or company-specific per diem rates by location, automatically calculating allowable versus unallowable portions for FAR Part 31 compliance.
Real-time job cost visibility. Project managers and controllers should see reimbursement spend against a job — by hull number, contract, or work package — before month-end close.

How Vergo Helps

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.

Job-cost coding at the point of capture — field teams assign job number, cost code, and cost type from their mobile device before the receipt leaves the job site.
Per-job spend controls — set card limits by project, cost code, or cardholder so spending stays within approved budgets.
Mobile receipt capture — superintendents and PMs photograph receipts on-site with automatic data extraction.
Role-based approval workflows — route expenses through project managers, job-level approvers, and controllers based on your org structure.
Vergo integrates natively with Deltek, syncing coded expenses directly into job cost and general ledger without manual re-entry.

Frequently Asked Questions

Does Deltek Costpoint have built-in expense reimbursement functionality?

Costpoint includes basic expense reporting through its Time & Expense module, but most shipbuilding contractors find it too rigid for field use. It lacks mobile receipt capture, requires users to know full charge code strings, and offers limited approval workflow configurability — leading most contractors to seek a dedicated reimbursement tool that integrates with Costpoint.

What DCAA requirements apply to employee reimbursements at shipbuilding companies?

DCAA requires that reimbursed costs be supported by original receipts, allocated to the correct contract or cost element, and reviewed through a documented approval process. Under FAR Part 31.205, unallowable costs like personal meals or non-business travel must be segregated. Contractors must retain records for the duration of the contract plus three years.

How should charge codes be handled in a reimbursement submission for government ship contracts?

Employees should select charge codes from a validated, live-synced list pulled from the ERP — not type them freehand. On government ship contracts, this means mapping to the correct project, organization, account, and CLIN. Freehand entry causes miscoding, which triggers DCAA findings and delays incurred cost submissions. Enforcing selection at the point of entry eliminates this risk.

Can Vergo handle reimbursements for both prime contractors and subcontractors on a shipbuilding program?

Yes. Vergo supports multi-entity and multi-contract configurations, allowing prime contractors and subs to route reimbursements against separate Costpoint project hierarchies. Approval workflows are configurable by entity, and the audit trail captures all submissions across the program — supporting both internal controls and pass-through cost documentation required by primes.

What happens if a reimbursement is submitted with the wrong Costpoint charge code?

Most construction-focused reimbursement tools enforce charge code validation before submission reaches the approver. If a code doesn't exist in Costpoint, the system flags or blocks the submission. Without this enforcement, miscoded expenses post to the wrong job, distort project cost reports, and require manual journal entries to correct — a common source of month-end close delays.

How does Vergo sync reimbursement data to Deltek Costpoint?

Vergo's native Costpoint integration pushes approved reimbursements directly into the project cost module using the correct project, organization, account, and reference number structure. Sync occurs automatically upon final approval, eliminating the need for batch imports or manual data entry. Controllers can see posted transactions in Costpoint the same day an expense is approved.