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ConcurGov Job Aids — Creating a Voucher

029A: ConcurGov Job Aid – Creating a Voucher

Purpose:To provide a step-by-step guide to creating a Voucher in ConcurGov.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.8.3.2017

Instructions: After you login...

 

step1

Select Vouchers Tab

Select the “Vouchers” tab.

Step01
step2

Select New Voucher

Select the “New Voucher” tab to begin.

Step02
step3

Select Document Type

Select the drop-down arrow in the “Document Type” field and select “Vch from Auth.” Then select the “Create Document” button.

Step03
step4

Select the Authorization

In the “Available Authorizations” section, select the radio button next to the Authorization that is ready to be vouchered then select the “Select” button to continue. This can be identified by the “Document Name,” “TA Number,” or “Travel Start Date.”

Step04
step5

Create Document

Verify that the “Document Information” and the “Trip Information” contain the correct details and then select “Create Document”.

Note: If using vouchers for Long Term Duty please uncheck the Final voucher box for the interim vouchers and use the check boxes for Being in Travel Status and End in travel Status. Please reference Job Aid 30 for Interim Vouchers for information creating Long Term TDY Vouchers.

Step05
step6

Select Expenses & Receipts Tab

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

Step06
step7

Edit an Expense

To edit an expense, select the edit icon next to the expense. Update the “Date,” “Cost,” and/or “Payment Method” and then select “Save.”

Note: Pay close attention to the form of payment chosen. It cannot be changed later.

Step07
step8

Delete an Expense

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

Note: For sponsored travel, delete all expenses that are considered “in-kind.”

Step08
step9

Add an Expense

To add a new expense, select the “Add Expense” button then enter the “Expense Date,” “Expense Description,” and “Cost” for the expense in the “Add Expense Details” area. If this is an expense that was incurred on consecutive days, enter the last date of the expense in the “Create Expenses Through” field. As the Travel Charge Card cannot be used within an employee’s local area, the “Payment Method” for local expenses should always be “Personal.”

As an option, you can add a comment about this expense by selecting the “Show Other Details” link. Enter an explanation for the expense in the “Comments” field. This will be displayed on the “Summary” page. When complete, select the “Save” button.

Step09
step10

Attach Receipts

Scroll down on the “Expenses & Receipts” page to attach any receipts. Attach soft copies of receipts to the Voucher by selecting the “Attach Receipt Images” link and choosing the receipt from your hard drive. Alternatively, fax hard copies of your receipts by selecting the “Print Fax Cover Page” link and faxing the receipts to ConcurGov. Refer to 027: ConcurGov Job Aid: Attaching Paper Receipts for more information on attaching receipts.

Step10
step11

Verify Accounting Information

Select the “Accounting” tab to verify the accounting information. If the accounting information that was entered on the Authorization is no longer correct, contact your Certifier or FATA.

Step11
step12

Select Totals Tab

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

Step12
step13

Total Cost of Trip

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

Step13
step14

Traveler Reimbursement

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

Step14
step15

Perform Pre-Audit Check

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

Step15
step16

Identify Pre-Audit FAILs

Check for any “FAILs” on the “Pre-Audit Results for…” These require a justification.

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

Step16
step17

Select Confirmation Tab

Select the “Confirmation” tab to sign the document.

Step17
step18

Sign the Voucher

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

Note: An Arranger must choose the “VOUCHER PREPARED” stamp in order to route the document to the Traveler for verification and signature. An Arranger cannot sign on behalf of the Traveler.

Step18
step19

Continue Stamping

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

Step19
step20

Complete Signing Process

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

Step20
step21

Close and Route Voucher

Select the “Close Post Stamping Document Closure Screen” button to close the Voucher and begin the routing process. Notice the “Receipt Checklist” area. This contains a list of the required receipts for the Traveler’s OpDiv/StaffDiv.

Step21