Select Travel Tab
Select the “Travel” tab to begin booking the Travel Reservation. To see the full process for booking travel, refer to 010: Job Aid - Booking a Travel Reservation
Select General Tab
After booking travel, an Authorization is automatically created in ConcurGov. Select the “General” tab to enter general information about this trip.
Enter General Information
From the “General” tab, enter a “Trip Name” if you did not create one while booking the reservation.
Select the “Type Code,” “Purpose,” and “Document Details” that are standard for your Operating Division (OpDiv) for long-term travel.
Then select the “Save Changes” button.
Select Expenses Tab
Select the “Expenses & Receipts” tab to enter the estimated expenses for this trip.
Reduce Per Diem
Lodging and Meals and Incidental Expenses (M&IE) need to be reduced based on the length of the trip:
30 days = 100% per diem
31 - 90 days = 75% of per diem 91+ days = 55% of per diem
Select the edit icon on the left side of the first night’s “Lodging” expense.
Then select the “Copy Per Diem Expenses Values and Conditions” link.
Expenses for Airfare, Lodging, and Rental Car have already been added from your Travel Reservation. The M&IE have also been added per the Temporary Duty (TDY) location.
To add an expense, select the “Add Expense” button on the left and then enter the “Expense Description,” “Cost,” “Payment Method,” and “Expense Date” in the “Add Expense Details” section on the right side of the page.
Note: Be sure to select the “Add Expense” button before each entry to avoid editing a previously entered expense.
Note: Baggage fees should be added on the date of the return.
Then select the “Save” button.
Select Accounting Tab
Select the “Accounting” tab to enter the accounting information for this trip.
Add a Line of Accounting (LOA)
Select the “Add New Account Code” button.
Enter LOA Label and Fiscal Year
Enter a “Label” for this LOA based on your OpDiv/StaffDiv guidelines. The “FY” field reflects the year that the document is created.
Choose the fiscal year of the trip expenses in the “FY” drop-down. Search for a Common Account Number (“CAN”) by selecting the magnifying glass icon. This could also appear as a drop-down arrow depending on your OpDiv/StaffDiv configuration.
Note: There may be additional fields depending on your OpDiv/StaffDiv configuration.
Choose the Common Account Number (CAN)
Search for the appropriate “CAN” by selecting the radio button next to either the “By Element Description” or the “By Element Value” fields.
Enter the description or “CAN” number in the “Search Value” field and select “Search.” Select the CAN from the “Search Results” list.
Choose the Object Class Code (OCC)
Follow the same process as shown in Step 11 to search for and select the Object Class Code (“OCC”). Then select the “Add to Document” button.
Perform Pre-Audit Check
Select the “Perform Pre-Audits” tab to verify audit tests.
Identify Pre-Audit FAILs
Check for any FAILs on the Pre-Audit List. These require a justification.
Select the “Justify Pre-Audit Results” button to enter the justification.
Note: A HARDFAIL (not shown) requires an adjustment to the document in order to proceed.
Enter a justification, per your OpDiv/StaffDiv guidelines, in the “Justification” box next to the failed pre-audit. Select the “Save Justification” button to continue.
Select Confirmation Tab
Select the “Confirmation” tab to sign the document.
Select the “SIGNED” stamp from the drop-down menu next to “Status to Apply.”
Select the “Stamp and Submit Document” button to continue.
Note: An Arranger may choose the “AUTH PREPARED” stamp if the Authorization needs to be sent to the Traveler for verification. Check with your Federal Agency Travel Administrator (FATA) for OpDiv/StaffDiv guidelines on this process.
Review the pre-audits to verify that all justifications have been provided. Select the “Continue Stamping the Document” button to complete.
Select the “Accept Signature Text” button to indicate that you are legally signing this document.
Close and Route Authorization
Select the “Close Post Stamping Document Closure Screen” button to close the Authorization and begin the routing process.