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ConcurGov Job Aids — Creating a Voucher for Sponsored Travel

020A: ConcurGov Job Aid – Creating a Voucher for Sponsored Travel

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

Audience: Federal Travelers and Federal Travel Arrangers

Version: 2.8.9.2017

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 “Next” button.

Step03
step4

Select the Authorization

In the “Document List” section, select the radio button next to the Authorization that is ready to be vouchered and click the “Select” button. This can be identified by the “Document Name,” “TA Num,” or “Departure Date.”

Step04
step5

Create Document

Verify that the “Document Information” section and the “Itinerary Locations” section contain the correct details and then select “Create Document.”  Please make sure that “Sponsored” travel is selected for the “Type Code” and the “Sponsored Travel” checkbox is selected.

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 (Personal/IBA/Sponsored-in-Kind). It cannot be changed later so ensure that all sponsored expenses have a form of payment of Sponsored-in-Kind.

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.

Step08
step9

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 027A: ConcurGov Job Aid: Attaching Paper Receipts for more information on attaching receipts.

Step09
step10

Verify Accounting Information

Select the “Accounting” tab to verify the accounting information for both “Sponsored” and non-sponsored account organizations. If the accounting information that was entered on the Authorization is no longer correct, contact your Certifier or Federal Agency Travel Administrator (FATA).

Important: Verify that all expenses with a form of payment of Sponsored-in-Kind are allocated to a Sponsored line of accounting.

Step10
step11

Step 11a: Select Totals Tab

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

Step11a

Step 11b: Total Cost of Trip

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

Step11b

Step 11c: Traveler Reimbursement

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

Step11c
step12

Sponsor Tab

To complete the “Ethics Checklist,” select the “Sponsor” tab.

Step12
step13

Step 13a: Complete Ethics Checklist

Select the edit icon for the sponsor selected for the Voucher.

Step13a1

Answer all questionnaire questions appropriately for the sponsored travel. Once all answers have been selected, select “Save” to continue.

Step13a2

Step 13b: Confirm Checklist

After the questionnaire has been answered, select the “Confirm Checklist” link to confirm the checklist.

Step13b1

Confirm by accepting that you confirm the accuracy of the information on the checklist.

Step13b2
step14

Step 14a: Perform Pre-Audit Check

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

Step14a

Step 14b: 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 014A: Job Aid - Creating An Authorization from a Travel Reservation to see the process for entering a justification.

Step14b
step15

Step 15a: Select Confirmation Tab

Select the “Confirmation” tab to sign the document.

Step15a

Step 15b: 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 unless the OpDiv uses T-Entered functionality.

Step15b

Step 15c: Continue Stamping

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

Step15c

Step 15d: Complete Signing Process

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

Step15d
step16

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 Operating Division/Staffing Division (OpDiv/StaffDiv).

Step16