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ConcurGov Job Aids — Adding an Advance Request to an Authorization

021A: ConcurGov Job Aid - Adding an Advance Request to an Authorization

Purpose: To provide a step-by-step guide to adding a request for an advance to an Authorization.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.8.9.2017

Instructions: After you login...

 

Step!

Note

Only Travelers who have previously requested and been approved to receive advances are eligible to request Cash Advances.

step1

Locate Authorization

From the ConcurGov Home page, locate the appropriate Authorization in the “Recent Authorization” section. Select the document name under the “Name” column.

You can also locate the Authorization by selecting the “Authorizations” tab at the top of the page (not shown).

Step01
step2

Open Authorization

From the “Document Actions” pop-up window select “Open Document.”
Note: If the document has been adjusted, select the most recent version indicated with ** at the end of the document name. Then select “Edit Document” to continue.

Step02
step3

Select “Advances” Tab

Step03
step4

Add Advances

Select the “Add Advances” button.

Step04
step5

Add Advance Details

  • In the “Add Advance” area, the date will default to the date of the request.
  • The amount will default to the percentage of the trip cost set by your Operating Division/Staff Division (OpDiv/StaffDiv) (usually 60% of the reimbursable amount). You may change this to a lower amount as needed.
  • The “Account Code” will default to the Line of Accounting (LOA) entered on the “Accounting” page. If you need to change the “Account Code,” select the look-up icon and search for the correct code. However, you can only use Account Codes that have been added to this document on the Accounting tab.
  • Enter any remarks for the Approving Official.
  • Check the box next to “Request Immediate Release” if you need the advance processed as soon as the Authorization is approved.
  • Select the “Save” button to save the advance request to the document.
Step05
step6

Review Pre-Audits

Select the “Perform Pre-Audits” tab to see if any items failed the pre-audit test. If any items show as FAIL in the status column, select the “Justify Pre-Audit Results” button to enter a justification. Enter a justification for any failed items. Then select “Save Justification” to continue.

Step06
step7

Select “Confirmation” Tab

Select the “Confirmation” tab to sign the Authorization.

Step07
step8

Sign Authorization

Select the “SIGNED” stamp in the “Status to Apply” drop-down menu. Then select “Stamp and Submit Document.” If this has previously been approved, it will need to go through the routing process again to approve the advance.

Step08
step9

Continue Stamping Document

Select the “Continue Stamping the Document” button.

Step09
step10

Accept Signature

The system will ask you to approve signing the Authorization electronically. Select the “Accept Signature Text” if you accept these conditions.

Step10
step11

Route the Document

Select the “Close Post Stamping Document Closure Screen” button to close the Authorization and begin the routing process.

Step11