Select Vouchers Tab
Select the “Vouchers” tab.
Select New Voucher
Select the “New Voucher” tab to begin.
Select Document Type
Select the drop-down arrow in the “Document Type” field and select “Vch from Auth.” Then select the “Next” button.
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.”
Verify that the “Document Information” and the “Trip Information” contain the correct details and then select “Create Document”.
Select Expenses & Receipts Tab
Select the “Expenses & Receipts” tab to enter the actual expenses for this trip.
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.
8a: 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.
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.
To add additional receipts, click on “Upload another receipt.”
Note: You may add up to 10 receipts per expense.
8b: 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” icon. Documents can also be dragged and dropped to the web interface.
Each attachment will appear as tiles under “Document Attachments.”
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.
Note: For Sponsored Travel, delete all expenses that are considered “In-Kind.”
Adding an Expense
To add a new expense, select the “Add Expense” button then enter the “Expense Date”, ”Expense Description“, “Cost”, and “Payment Method.“
Click on “Upload Receipt” to attach an image of the receipt from your computer.
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.”
Click “Save” when finished.
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.
Select Totals Tab
To see the total cost of the trip, including the reimbursable amount, select the “Totals” tab.
Total Cost of Trip
The “Expense Summary” section displays the “Total Expenses” and the “Total Reimbursable Amount” of the trip.
Scroll down to the “Reimbursement Summary” to see the amount to be reimbursed to the Traveler.
Perform Pre-Audit Check
Select the “Perform Pre-Audits” tab to verify the audit tests.
Select Confirmation Tab
Select the “Confirmation” tab to sign the document.
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.
Select the “Continue Stamping the Document” button to complete.
Complete Signing Process
The system will ask you to approve signing the document electronically. To approve this, select the “Accept Signature Text” button.
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.