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. This can be identified by the “Document Name,” “TA Num,” or “Departure Date.”
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.
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 “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.
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.
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.
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.
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 13a: 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 13b: 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 14a: Perform Pre-Audit Check
Select the “Perform Pre-Audits” tab to verify the audit tests.
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.
Step 15a: Select Confirmation Tab
Select the “Confirmation” tab to sign the document.
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.
Step 15c: Continue Stamping
Select the “Continue Stamping the Document” button to complete.
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.
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).