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032A: Adjusting Travel Dates on a Voucher

Purpose:To provide a step-by-step guide to adjusting travel dates for a trip when creating a Voucher in ConcurGov.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 1.5.23.2018

Instructions: After you login...

 

step1

Select Vouchers Tab

Select the "Vouchers" tab.

Step01a
step2

Select New Voucher

Select the "New Voucher" tab to begin.

Step02
step3

Select Document Type

Select the drop-down arrow in the "Document Type" field and select "Vch from Auth." Then select the "Create Document" button.

Step03
step4

Select the Authorization

In the "Document List" section, select the edit icon next to the Authorization that is ready to be vouchered. This can be identified by the "Document Name," "TA Num," or "Departure Date."

Step04
step5

Select Trip Information Tab

Select the "Trip Information" tab to see the trip dates.

Step05
step6

Enter New Date

Enter the new date of the trip in either the "Trip Begin Date" field or the "Trip End Date" field. Select the "Create Document" button to create the Voucher.

Step06
step7

Select Expenses & Receipts Tab

Select the "Expenses & Receipts" tab to verify the expenses and add any additional expenses for the trip.

Step07
step8

Verify Expenses

Verify that the M&IE (Meals & Incidental Expenses) are correct and that any days that Christy was on full travel status have been changed to the full amount.

Step08
step9

Step 9a: Edit an Expense

Select the pencil icon next to any expense that requires updating. The "Edit Expense Detail" box will reflect the expense you selected. Modify the fields that need to be updated, then select "Save."

Step09a

Step 9b: Delete an Expense

To delete an expense, select the checkbox in the "Delete" column next to the expense. Then select the "Delete Selected Expenses" button.

Step09b

Step 9c: Add an Expense

Select the "Add Expense" button. Enter the new cost of the expense in the "Cost" field, and verify that the "Payment Method" is correct. Then select the "Save" button. Continue to add any additional expenses that were incurred due to the change. When complete, select the "Save" button.

Step09c
step10

Upload Receipts

Upload any paper receipts to the Voucher. To upload a receipt image from your computer's hard drive, select "Attach Receipt Images" button from the "Summary" tab under the "Receipts" section. To fax a paper receipt to ConcurGov, select "Print Fax Cover Page." See ConcurGov Job Aid 027A: Attaching Paper Receipts for reference on this step.

Step10
step11

Verify Totals

Select the "Totals" tab to verify the totals for the trip are correct.

Step11
step12

Perform Pre-Audit Check

Select the "Perform Pre-Audits" tab to verify the audit tests.

Step12
step13

Identify Pre-Audit FAILs

Check for any "FAILs" on the "Pre-Audit List." These require a justification.

Note: A HARDFAIL (not shown) requires an adjustment to the document in order to proceed. See Job Aid 014A: Creating An Authorization from a Travel Reservation to see the process for entering a justification.

Step13
step14

Select Confirmation Tab

Select the "Confirmation" tab to sign the document.

Step14
step15

Sign the Voucher

Select the "SIGNED" stamp from the "Status to Apply" drop-down. Select the "Stamp and Submit Document" button to continue.

Note: An Arranger must choose the "VOUCHER PREPARED" stamp in order to route the document to the Traveler for verification and signature. An Arranger cannot sign on behalf of the Traveler.

Step15
step16

Continue Stamping

Select the "Continue Stamping the Document" button to continue.

Step16
step17

Complete Signing Process

The system will ask you to approve signing the document electronically. To approve this, select the "Accept Signature Text" button.

Note: Arrangers will not see this screen as they do not sign the document. An Arranger cannot sign on behalf of the Traveler.

Step17
step18

Close and Route Voucher

Select the "Close Post Stamping Document Closure Screen" button to close the Voucher and begin the routing process. Notice the "Receipt Checklist" area. This contains a list of the required receipts for the Traveler's OpDiv/StaffDiv.

Step18