Select the "Authorizations" tab and "View Authorizations."
Select the Authorization you would like to view from the list.
Note: An Authorization is automatically created when you book travel.
Enter General Information
From the "General" tab, enter a "Trip Name" if you did not create one while booking the reservation. Enter the "Type Code," "Purpose," and "Document Details" of the trip. Then select the "Save Changes" button.
Add Document Attachments
Select the "Summary" tab.
Scroll down to "Document Attachments" and click on the "Upload Document Attachments" icon. Select the file you would like to upload from your computer. You may upload up to 10 attachments. You can also add an attachment using drag and drop. Locate the file on your computer and drag and drop it under "Document Attachments."
Note: The file must be in TIFF, PNG, PDF, JPG or GIF format and must not exceed 5MB.
All images will appear as tiles under the &ldquoDocument Attachments" section. Click on the magnifying glass icon to view the image.
Click "Save Changes" when finished.
Expenses & Receipts Tab
Select the "Expenses & Receipts" tab to enter the estimated expenses for this trip.
Click on "Add Expense."
The "Expense Date" will default to the first date of the trip.
Choose an expense from the "Expense Description" drop-down menu, enter the cost in the "Cost" field and choose an option from the "Payment Method" drop-down menu.
Select "Upload Receipt" and choose file from your computer.
To view your receipt, click the magnifying glass to launch Lightbox. This is a screen overlay that will allow you to zoom in and out and rotate your image.
Select "Save" to complete.
Step 6a: Edit an Expense
To edit an expense, select the edit icon on the left side of the expense. Edit the "Expense Description", "Cost" and "Payment Method" fields. Click on "Upload Receipt" under "Edit Expense Details." Choose the file you would like to upload from your computer.
To view your receipt, click the magnifying glass to launch Lightbox.
This is a screen overlay that will allow you to zoom in and out and rotate your image.
To add additional receipts, click on "Upload another receipt."
Note: You may add up to 3 receipts per expense.
Step 6b: Edit an Expense Continued
Select the radio button next to "Meals Provided" and check the appropriate box next to "Breakfast," "Lunch," and/or "Dinner."
Select the "Copy Per Diem Expenses Values and Conditions" link and enter an end date in if this applies to multiple consecutive dates.
Select "Save" to complete. Continue to add all estimated expenses for this trip.
Select Accounting Tab
Select the "Accounting" tab to enter the accounting information for this trip.
Add a Line of Accounting (LOA)
Select the "Add New Account Code" button.
Enter LOA Label and Fiscal Year
Enter a "Label&rquo; for this LOA based on your Operating Division/Staff Division (OpDiv/StaffDiv) guidelines. The "FY&rquo; field reflects the year that the document was created.
Choose the fiscal year of the trip expenses in the "FY&rquo; drop-down. Search for a Common Account Number (CAN) by selecting drop-down arrow.
Follow the same process to search for and select the Object Class Code ("OCC"). Then select the "Add to Document&rquo; button.
Note: There may be additional fields depending on your OpDiv/StaffDiv configuration.
Perform Pre-Audit Check
Select the "Perform Pre-Audits" tab to verify audit tests.
Identify Pre-Audit FAILs
Check for any FAILs on the Pre-Audit List. These require a justification.
Select the "Justify Pre-Audit Results" button to enter the justification.
Note: A HARDFAIL (not shown) requires an adjustment to the document in order to proceed.
Enter a justification, per your OpDiv/StaffDiv guidelines, in the "Justification" box next to the failed pre-audit. Select the "Save Justification" button to continue.
Select Confirmation Tab
Select the "Confirmation" tab to sign the document.
Select the "SIGNED" stamp from the drop-down menu next to "Status to Apply."
Select the "Stamp and Submit Document" button to continue.
Note: An Arranger may choose the "AUTH PREPARED" stamp from the drop-down menu if the Authorization needs to be sent to the Traveler for verification. Check with your Federal Agency Travel Administrator (FATA) for OpDiv/StaffDiv guidelines on this process. The "Document Routing" section lists the crrent status of the document.
Review the pre-audits to verify that all justifications have been provided.
Select the "Continue Stamping the Document" button to complete.
Select the "Accept Signature Text" button to indicate that you are legally signing this document.
Close and Route Authorization
Select the "Close Post Stamping Document Closure Screen" button to close the Authorization and begin the routing process.