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ConcurGov Job Aids — Creating an Authorization for Long-Term Travel

016: ConcurGov Job Aid – 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: 1.12.09.2016

Instructions: After you login...

 

step1

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

Step 01
step2

Select General Tab

After booking travel, an Authorization is automatically created in ConcurGov. Select the “General” tab to enter general information about this trip.

Step 02
step3

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.

Step 03
step4

Select Expenses Tab

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

Step 04
step5

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.

Step 05
step6

Add Expenses

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.

Step 06a

Then select the “Save” button.

Step 06b
step7

Step 7a: Reduce Lodging Per Diem

From the “Copy Through” drop-down, select the last date of lodging that shares the same “Cost” value. Replace the current “Cost” field with that value multiplied by 0.75 for travel up to 90 days, or 0.55 for travel exceeding 90 days. Select the radio button for “Actual Lodging.” Then select the “Save” button to apply the changes. Note: Some location’s per diem varies with the time of year.

Step 07a1 Step 07a2

Step 7b: Reduce M&IE Per Diem

Repeat Steps 5 and 7a for M&IE, beginning with the second day of travel. Apply the reduced per diem through to the second to last day of travel, or to the last day that shares the same “Cost” value.

Step 07b
step8

Select Accounting Tab

Select the “Accounting” tab to enter the accounting information for this trip.

Step 08
step9

Add a Line of Accounting (LOA)

Select the “Add New Account Code” button.

Step 09
step10

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.

Step 10
step11

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.

Step 11
step12

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.

Step 12
step13

Perform Pre-Audit Check

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

Step 13
step14

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.

Step 14
step15

Enter Justification

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.

Step 15
step16

Select Confirmation Tab

Select the “Confirmation” tab to sign the document.

Step 16
step17

Sign Authorization

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.

Step 17
step18

Review Pre-Audits

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

Step 18
step19

Accept Signature

Select the “Accept Signature Text” button to indicate that you are legally signing this document.

Step 19
step20

Close and Route Authorization

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

Step 20