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ConcurGov Job Aids — Completing an Authorization from a Travel Reservation

014A: ConcurGov Job Aid – Completing an Authorization from a Travel Reservation

Purpose:To provide a step-by-step guide to completing an authorization once travel has been booked.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.8.3.2017

Instructions: After you login...

 

step1

View Authorization

An Authorization was automatically created when you book travel.

Step01
step2

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

Step02
step3

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.

Step03
step4

Select Expenses Tab

Select the “Expenses & Receipts” tab to enter the estimated expenses for this trip.

Step04
step5

Add Expenses

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.

Step05a

 Step05b

step6

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.

Step06a

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.

Step06b
step7

Select Accounting Tab

Select the “Accounting” tab to enter the accounting information for this trip.

Step07
step8

Add a Line of Accounting (LOA)

Select the “Add New Account Code” button.

Step08
step9

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.

Step09
step10

Perform Pre-Audit Check

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

Step10
step11

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..

Step11
step12

Enter Justification

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.

Step12
step13

Select Confirmation Tab

Select the “Confirmation” tab to sign the document.

Step13
step14

Sign Authorization

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.

Step14a

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.

Step14b
step15

Review Pre-Audits

Review the pre-audits to verify that all justifications have been provided. Select the “Continue Stamping the Document” button to complete.

Step15
step16

Accept Signature

Select the “Accept Signature Text” button to indicate that you are legally signing this document.

Step16
step17

Close and Route Authorization

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

Step17