Reimbursement tools that integrate with Procas must map expenses to CLIN or WBS cost structures and support FAR Part 31 audit trails without manual re-entry. Vergo's platform syncs directly with Procas, coding field-captured receipts to project cost codes and maintaining compliant documentation for GovCon controllers.
Procas is purpose-built for government contractors — its project accounting engine is structured around FAR-compliant cost segregation, indirect rate pools, and DCAA audit requirements. When reimbursement data lives outside Procas in spreadsheets or generic expense apps, controllers face a recurring problem: manual re-entry introduces coding errors and creates gaps in the audit trail that DCAA auditors will find.
For a defense contractor managing multiple cost-plus contracts, every reimbursable expense must be coded to the correct contract line item, cost category (direct vs. indirect), and allowability classification under FAR Part 31. A mismatch — even a small one — can trigger a DCAA audit finding or unallowable cost disallowance.
Controllers and AP managers in GovCon environments consistently face these specific pain points:
When evaluating reimbursement tools for a Procas 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.
Procas includes expense reporting functionality oriented toward GovCon project accounting, but many defense contractors find it lacks mobile receipt capture, configurable multi-level approval workflows, and the employee-facing UX needed for high-volume reimbursement processing. Third-party tools that integrate with Procas typically fill these gaps without replacing the core accounting system.
Under FAR Part 31.201-2, costs must be allowable, allocable, and reasonable to be reimbursable on a government contract. Employee expenses must be substantiated with receipts, coded to the correct cost objective, and documented with an approval trail. Unallowable costs — such as entertainment or alcohol — must be segregated and excluded from indirect rate pool calculations.
DCAA expects expenses to be coded at the contract or project level with clear separation between direct and indirect costs. Direct reimbursements should reference the specific contract number and CLIN. Indirect expenses must be allocated to the correct pool — fringe, overhead, or G&A — consistently across all submissions. Inconsistent coding is one of the most common findings in DCAA incurred cost audits.
Yes. Vergo supports configurable expense type classifications that map to Procas indirect cost pools, including fringe, overhead, and G&A categories. Controllers define which expense types feed which pools during setup. Submitted expenses are automatically routed to the correct cost category, eliminating the manual reclassification step that typically happens at month-end before Procas rate calculations run.
A DCAA-compliant audit trail for employee reimbursements must include the original receipt image, the employee who submitted the expense, the approver and approval date, the cost code and contract the expense was charged to, and the business purpose. Documentation must be retained for the period specified in the contract — typically three years after final payment.
Vergo connects natively to Procas, reading your project, phase, and cost code structure to populate coding options for employees at submission. Once an expense clears the approval workflow, Vergo pushes the transaction directly into Procas with all cost coding intact. Controllers eliminate the manual import step and the miscoding risk that comes with re-keying expense data from spreadsheets or flat-file exports.