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031A: Creating a Local Voucher

Purpose: To provide a step-by-step guide to creating a Voucher for reimbursement of local travel in ConcurGov. Local travel is considered any travel within 50 miles of the employee’s home or duty station (75 miles for IHS employees).

Audience: Federal Travelers and Federal Travel Arrangers

Version: 3.01.01.2018

Instructions: After you login...

step1

Select Vouchers Tab

Select the “Vouchers” tab.

Step01
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Select New Voucher

Select the “New Voucher” tab to begin.

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Select Document Type

Select the drop-down arrow in the “Document Type” field and select “Local Voucher.” Then select the “Next” button.

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Enter Document Information

Enter a “Trip Name” for the Local Voucher that will help you identify the document. Enter a description and purpose for the local expenses in the “Document Detail” field. Select the “Create Document” button to continue.

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Expenses & Receipts Tab

Select the “Expenses & Receipts” tab to enter the local expenses.

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Edit an Expense

To edit an expense, select the edit icon next to the expense.

Update the “Expense Date.” Choose an “Expense Description” from the drop-down menu. Manually enter the “Cost” and choose a “Payment Method” from the drop-down menu.

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Step 7a: Uploading a Receipt from Expenses & Receipts Tab

Click on “Upload Receipt“ under “Edit Expense Details.“ Choose the file you would like to upload from your computer.

Step 07a_1

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 07a_2

To add additional receipts, click on “Upload another receipt.“

Note: You may add up to 3 receipts per expense.

Step 07a_3

Step 7b: Uploading a Receipt from Summary Tab

Alternatively, you may upload receipts from the “Summary“ tab. Scroll to “Document Attachments” and click the “Upload Document Attachments.“

Note: You may add up to 3 receipts per expense.

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Deleting an Expense

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

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Adding an Expense

To add a new expense, select the “Add Expense“ button then enter the “Expense Date“, “Expense Description”, “Cost“, and “Payment Method.“

Step 09_1

Click on “Upload Receipt“ to attach an image of the receipt from your computer.

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Verify Accounting Information

Select the “Accounting“ tab to verify the accounting information. If the accounting information entered on the voucher is no longer correct, contact your Federal Financial Travel Approver or Federal Agency Travel Administrator (FATA).

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Select Totals Tab

To see the total cost of the trip, including the reimbursable amount, select the “Totals“ tab.

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Total Cost of Trip

The “Expense Summary“ section displays the “Total Expenses“ and the “Total Reimbursable Amount“ of the trip.

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Traveler Reimbursement

Scroll down to the “Reimbursement Summary“ to see the amount to be reimbursed to the Traveler.

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Pre-Audit Check

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

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Check the pre-audit list, a line item with a FAIL requires a justification.

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

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Select Confirmation Tab

Select the “Confirmation“ tab to sign the document.

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Sign the Voucher

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

Note: An Arranger must choose the “VOUCHER PREPARED“ stamp to route the document to the Traveler to verify and sign the document. An Arranger cannot sign on behalf of the Traveler.

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Continue Stamping

Select the “Continue Stamping the Document” button to continue.

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Complete Signing Process

The system will ask you to approve signing the Authorization electronically. To approve this, select the “Accept Signature Text.“

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Close and Route Voucher

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

The “Receipt Checklist“ area (not shown) contains a list of required receipts for the Traveler’s Operating Division/Staff Division (OpDiv/StaffDiv).

Step 19