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016A: Creating an Authorization for Long Term Travel

Purpose:To provide a step-by-step guide to creating an Authorization in ConcurGov for travel that exceeds 30 days.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 3.01.12.2018

Instructions: After you login...

 

step1

Select Authorization Tab

From the ConcurGov Home page, select the “Authorizations” tab.

Step 01
step2

Choose Type of Authorization

Select “New Authorization.”

The “Traveler” name will automatically appear in the “Traveler Name” box. Select “Auth” as the “Document Type.” Click “Next.”

Note: When you book travel, it automatically creates an authorization.

Step 02
step3

Enter General Information

Step 3a: Document Information

Enter in a “Trip Name” if you did not create one while booking the reservation. Select “Type Code” from the drop-down menu and a “Trip Purpose” from the drop-down menu. Enter in “Document Details” that are standard for your Operating Division (OpDiv).

Step 03a

Step 3b: Trip Information

Select “Multiple Days” from the drop-down menu under “Trip Duration.” Enter in “Depart From” and “Return To.”

Step 03b

Step 3c: Itinerary Locations

Click “Add” to bring up a list of locations.

Step 03c_1

Enter in your destination in the “Itinerary Location” box and enter trips dates using the calendar icon. Select a “Location Purpose” from the drop-down menu.

Step 03c_2

Note: The Rates are automatically calculated based on your Temporary Duty (TDY) location.

Click “Save and Close ” when all locations have been added.

step4

Create Document

After you have entered the above information, click “Create Document.”

A New Authorization will appear with your travel information.

Step 04
step5

Add Document Attachments

Select the “Summary” tab.

Scroll down to “Document Attachments” and click on the “Upload Document Attachments”” icon.

Step 05_1

Select the file you would like to upload from your computer. You may upload up to 10 attachments.

You can also add an attachment using drag and drop. Locate the file on your computer and drag and drop it under “Document Attachments.”

Note: The file must be in TIFF, PNG, PDF, JPG or GIF format and must not exceed 5MB.

Step 05_2

All images will appear as tiles under the “Document Attachments” section. Click on the magnifying glass icon to view the image.

Click “Save Changes” when finished.

Step 05_3
step6

Expenses & Receipts Tab

Select the “Expenses & Receipts” tab to view expenses associated with this trip.

Step 06
step7

Reduce Per Diem Rates

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% per diem

91+ days = 55% per diem

Select the edit icon to the left of the first “Lodging” expense. Then select “Copy Per Diem Expense Values and Conditions” under “Edit Expense Details.” Select the last day of your trip from the drop-down menu in “Copy Through.” Manually enter the reduced per diem rate based on your trip length.

Step 07_1

Example: $142 x .75 = $106.50.

Step 07_2

Click “Save.”

step8

Add Expenses

To add an expense, click “Add Expense.” Enter the “Expense Date”, “Expense Description”, “Cost” and “Payment Method.”

Step 08_1

Select “Upload Receipt” and choose file from your computer.

Step 08_2

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.

Step 08_3

Select “Save” to complete.

Note: Airfare and Rental Car expenses have automatically been added from your reservation. Lodging and M&IE have also been added based on the Temporary Duty (TDY) location.

step9

Accounting

Select the “Accounting” tab to enter accounting information for this trip. Select “Add New Account Code.”

Step 09
step10

Line of Accounting (LOA)

Enter a “Label” based on your OpDiv/StaffDiv Guidelines. Select the fiscal year in which the travel will take place from the “FY” drop-down menu. Select a “Common Accounting Number (CAN)” from the drop-down menu. Select “Object Class Code” from the drop-down menu. Click “Add to Document.”

Step 10
step11

Pre-Audits

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

Step 11
step12

Identify Pre-Audit FAILS

Check for FAILS on the Pre-Audit Results. Select “Justify Pre-Audit Results” to manually enter a justification. Click “Save Justification” to continue.

Note: A HARDFAIL (not shown) requires an adjustment to the document in order to proceed.

Step 12_1 Step 12_2
step13

Confirmation

Select the “Confirmation” tab to sign the document.

Step 13
step14

Stamp and Submit

Choose “SIGNED” from the “Status to Apply” drop-down menu. Click “Stamp and Submit Document” to continue.

Note: An arranger may choose “AUTH PPREPARED” if the Authorization needs to be sent to the Traveler for verification. Check with your Federal Agency Travel Administrator (FATA) for guidelines.

Step 14
step15

Review Pre-Audits

Review the pre-audits to verify that all justifications have been provided. Select “Continue Stamping the Document” to continue.

Step 15
step16

Signature

Select the “Accept Signature Text” to legally sign the document.

Step 16
step17

Document Closure

Select “Close Post Stamping Document Closure Screen” to close the Authorization and begin the routing process.

Step 17