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 “Document List” section, select the radio button next to the Authorization that is ready to be vouchered and click the “Select” button.
Verify the information under “Document Information.” Make sure that “SPONSORED” travel is selected for the “Type Code” and the “Sponsored Travel” checkbox is selected. Click on “Create Document” when finished.
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.
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 are designated “SPONSORED-IN-KIND.”
Step 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 3 receipts per expense.
Step 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.”
Note:You may add up to 3 receipts per expense.
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.
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. Click “Save” when finished.
Verify Accounting Information
Select the “UAccounting” tab to verify the accounting information for both “USponsored” 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).
Note:Verify that all expenses with a form of payment of Sponsored-in-Kind are allocated to a Sponsored line of accounting.
Step 11a: Select Totals Tab
To see the total cost of the trip, including the reimbursable amount, select the “Totals” tab.
Step 11b: Total Cost of Trip
The “Expense Summary” section displays the “Total Expenses” and the “Total Reimbursable Amount” of the trip.
Step 11c: Traveler Reimbursement
Scroll down to the “Reimbursement Summary” to see the amount to be reimbursed to the Traveler.
To complete the “Ethics Checklist,” select the “Sponsor” tab.
Step 12a: Complete Ethics Checklist
Select the edit icon for the sponsor selected for the Voucher.
Answer all questionnaire questions appropriately for the sponsored travel. Once all answers have been selected, select “Save” to continue.
Step 12b: Confirm Checklist
After the questionnaire has been answered, select the “Confirm Checklist” link to confirm the checklist.
Confirm by accepting that you confirm the accuracy of the information on the checklist.
Step 13: Perform Pre-Audit Check
Select the “Perform Pre-Audits” tab to verify the audit tests.
Step 13a: 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.
Step 14: Select Confirmation Tab
Select the “Confirmation” tab to sign the document.
Step 14a: 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.
Step 14b: Continue Stamping
Select the “Continue Stamping the Document” button to complete.
Step 14c: 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 Operating Division/Staffing Division (OpDiv/StaffDiv).