An Authorization was automatically created when you book travel.
Select General Tab
Select the “General” tab to enter general information about this trip.
Note: If you are attending a conference, please see Job Aid 018
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.
Select Expenses Tab
Select the “Expenses & Receipts” tab to enter the estimated expenses for this trip.
Expenses for Airfare, Lodging, and Rental Car have already been added from your travel reservation. The Meals and Incidental Expenses (M&IE) have also been added per the TDY location.
To add an expense, select the “Add Expense” button on the left and then enter the “Expense Description,” “Cost,” “Payment Method,” and “Expense Date” in the “Add Expense Details” section on the right side of the page. Then select the “Save” button.
Note: Be sure to select the “Add Expense” button before each entry to avoid editing a previously entered expense.
Step 6a: Edit an Expense
To edit an expense, select the edit icon on the left side of the expense. Edit the “Cost” or “Payment Method” fields and select “Save.”
In this example, to edit the M&IE, select the “Show Per Diem Conditions” link.
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” for this LOA based on your Operating Division/Staff Division (OpDiv/StaffDiv) guidelines. The “FY” field reflects the year that the document was created.
Choose the fiscal year of the trip expenses in the “FY” 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” 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 “Comments” 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.
Note: The “Document Routing” section reflects the routing path the current document will take once routed. The “status” of the document can be found in the Current Document History section. The current status will be listed at the top of the list if there is one.
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.