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020A: 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 (FTA)

Version: 3.01.04.2018

Instructions: After you login...

 

step1

Select Vouchers Tab

Select the “Vouchers” tab.

Step 01
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.

Step04
step5

Create Document

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.

Step05
step6

Select Expenses & Receipts Tab

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

Step06
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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.”

Step07
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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.

Step08

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.

Step08

To add additional receipts, click on “Upload another receipt.”

Note:You may add up to 3 receipts per expense.

Step08

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.

Step08

Each attachment will appear as tiles under “Document Attachments.”

Note:You may add up to 3 receipts per expense.

Step08
step9

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.

Step09
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Adding an Expense

To add a new expense, select the “Add Expense” button then enter the “Expense Date”, “Expense Description”, “Cost”, and “Payment Method.”

Step10

Click on “Upload Receipt” to attach an image of the receipt from your computer. Click “Save” when finished.

Step10
step11

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.

Step11a

Step 11a: Select Totals Tab

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

Step11b

Step 11b: Total Cost of Trip

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

Step11c

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

Step 12a: Complete Ethics Checklist

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

Step12a1

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

Step12a2

Step 12b: Confirm Checklist

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

Step12b1<

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

Step12b2
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Step 13: Perform Pre-Audit Check

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

Step13

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.

Step13a
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Step 14: Select Confirmation Tab

Select the “Confirmation” tab to sign the document.

Step14

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.

Step14a

Step 14b: Continue Stamping

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

Step14b

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.

Step14c
step15

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).

Step15