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014A: 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: 3.01.12.2018

Instructions: After you login...

 

step1

View Authorization

Select the "Authorizations" tab and "View Authorizations."

Step 01_1

Select the Authorization you would like to view from the list.

Note: An Authorization is automatically created when you book travel.

Step 01_2
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 018A: Add a Conference Tab to a Travel Authorization.

Step 02
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.

Step 03
step4

Add Document Attachments

Select the "Summary" tab.

Step 04_1

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.

Step 04_2

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.

Step 04_3
step5

Expenses & Receipts Tab

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

Step 05
step6

Add Expenses

Click on "Add Expense."

Step 06_1

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.

Step 06_2

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.

Step 06_3

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.

Step 06a_1

To view your receipt, click the magnifying glass to launch Lightbox.

Step 06a_2

This is a screen overlay that will allow you to zoom in and out and rotate your image.

Step 06a_3

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.

Step 06b
step7

Select Accounting Tab

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

Step 07
step8

Add a Line of Accounting (LOA)

Select the "Add New Account Code" button.

Step 08
step9

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.

Step 09
step10

Perform Pre-Audit Check

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

Step 10
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.

Step 11
step12

Enter Justification

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.

Step 12
step13

Select Confirmation Tab

Select the "Confirmation" tab to sign the document.

Step 13
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. The "Document Routing" section lists the crrent status of the document.

Step 14
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.

Step 15
step16

Accept Signature

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

Step 16
step17

Close and Route Authorization

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

Step 17