Select Authorizations Tab
From the Home page of ConcurGov, select the “Authorizations” tab.
Note: The option to select “Sponsored Travel” is available during the travel reservation process.
Select New Authorization
Select the “New Authorization” tab to begin creating the document for Sponsored Travel.
From the “Document Type” drop-down menu, choose “Auth” and then select the “Next” button.
Step 4a: Enter Document Information
In the “Document Information“ section, check the box next to
“Sponsored Travel.“ Enter in a name in the “Trip Name“ field. Choose “SPONSORED“ from the “Type Code“ drop-down menu, choose a purpose for the trip from the “Trip Purpose“ drop-down menu, and then add “Document Detail“ (per your Operating Division/Staff Division (OpDiv)/StaffDiv) guidelines.
Step 4b: Add Itinerary Location and Dates
In the Itinerary Locations section, select the “Add” button.
In the pop-up window enter the city in the “Itinerary Location“ field.
Input travel dates in the “From“ and “To“ fields.
Select the reason for the trip in the “Location Purpose“ drop-down-menu.
If only one event will be attended for this Authorization, select the “Save and Close“ button. Otherwise select the “Save and Add Another“ button to add another itinerary event.
Verify the location and dates and select “Create Document.“
Note: Rates will auto-populate based on your itinerary location.
Add Document Attachments
Select the “Expenses & Receipts” tab to attach the letter to the Authorization. Select the “Summary“ tab.
Scroll down to “Document Attachments“ and click on the “Upload Document Attachments“ icon. Documents can also be dragged and dropped to the web interface.
Select the file you would like to upload from your computer. You may upload up to 10 attachments.
Note: The file must be in TIFF, PNG, PDF, JPG or GIF format and must not exceed 5MB.
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.
Add Sponsored Expenses
Select the “Expenses & Receipts” tab. Any expenses that have been, or will be, funded by the Sponsor must be added to the Authorization.
The “Expense Date“ will default to the first date of the trip.
Choose an expense from the “Expense Description” drop-down menu and enter the cost in the “Cost“ field. Choose “SPONSORED IN–KIND“ as the “Payment Method.“ Select “Upload Receipt“ and choose file from your computer.
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.
Select “Save“ to complete.
The lodging cost auto-populates based on the per diem of the itinerary location. To update to the actual cost that was provided by the Sponsor, select the edit icon next to the first lodging expense.
Step 7a: Edit Lodging Expense
In the Itinerary Locations section, select the “Add” button.
Select the “Copy Per Diem Expense Values and Conditions“ link to make changes to multiple nights of the trip.
Step 7b: Lodging Per Diem Expenses
From the “Copy Through“ drop-down menu, select the final date the expense will be copied through.
Enter the actual cost of the lodging as provided by the Sponsor in the “Cost“ field. If the lodging amount is higher than the per diem, the “Actual Lodging” radio button must be selected.
Select “SPONSORED IN-KIND“ as the “Payment Method.“
Note: As a best practice, check each line of the lodging expenses to make sure that the Payment Method was updated for each night. Continue to add any additional expenses that are expected to be incurred for this trip. Be sure to select the correct payment method based on which organization is funding each expense.
Select Accounting Tab
Select the “Accounting“ tab to enter the accounting information.
Add a Line of Accounting (LOA)
Select the “Add New Account Code“ button.
Add the Sponsor LOA
Enter a “Label“ for this LOA based on your OpDiv/StaffDiv guidelines. This will help you identify the LOA on the document. Select the check box next to the “Sponsored“ field. Select the “FY“ drop-down and add the fiscal year in which the travel will be completed. Select the magnifying glass to search for the “Common Account Number“ (CAN). Select the magnifying glass to search for the “Object Class Code“ (OCC).
Select “Add to Document.“
Add Additional LOAs
If the OpDiv/StaffDiv or a second Sponsor is paying for a portion of the trip, select the ”Add New Account Code” button to add the second LOA.
Repeat Step 12 to add additional account(s).
Notice the two LOAs in the “Account Code Applied to“ section. The expenses have been allocated based on the payment method of each expense.
If changes need to be made to the allocations, refer to 022A: Job Aid - Allocating Expenses Across Multiple Lines of Accounting.
Select Sponsor Tab
Select the “Sponsor“ tab to add the Sponsor to the Authorization.
Search for Sponsor
Enter all or part of the name of the Sponsor in the “Sponsor Name“ field and select the “Search“ button. Alternatively, choose the radio button next to “Sponsor ID,“ enter the ID number, and select the “Search“ button.
Use the scroll bar to see the search results. Select the “Sponsor ID“ for the appropriate Sponsor to add to the document.
Edit Ethics Checklist
The sponsor will be displayed in the “Sponsors for“ section. An Ethics Checklist must be completed for any trip funded by a non-government source. Select the edit icon to complete the checklist.
Complete Ethics Checklist
Fill in the requested information about the Traveler, the Sponsor, and Ethics Questionnaire. Then select the “Save“ button.
Confirm Ethics Checklist
Select the “Confirm Checklist“ link to verify that the checklist is accurate.
Note: Although a Travel Arranger can complete the Ethics Checklist, only the Traveler can confirm it. Travel Arrangers skip to Step 24.
Step 19a: Confirm Ethics Checklist
Verify that all of the information is true and accurate and then select the “Confirm“ button.
Step 19b: Confirm Ethics Checklist
Select the “Accept“ button to continue.
Select the “Perform Pre-Audits“ tab to verify any audit tests.
Select the "Accept" button to continue.
Identify Pre-Audit FAILs
Check for any FAILs on the Pre-Audit List. These require a justification.
Note: A HARDFAIL (not shown) requires an adjustment to the document in order to proceed.
Select Confirmation Tab
Select the “Confirmation “ tab to sign the document.
If you are a Traveler and have already confirmed the Ethics Checklist, select the “SIGNED” stamp from the drop-down list in the “Status to Apply“ field. Select the “Stamp and Submit Document“ button to continue.
A Travel Arranger must choose the “DOCUMENT PREPARED“ or “AUTH PREPARED“ stamp so that the Authorization will be sent to the Traveler for verification and signature. The Traveler will be prompted to confirm the Ethics Checklist upon signing.
Review Ethics Checklist
Review the Ethics Checklist and expenses. Select the “Submit to continue signing process” button to continue.
Note: The Arranger can fill out the checklist; however, the Traveler must confirm to continue.
Verify that a justification has been provided for any FAILs. Select the “Continue Stamping the Document“ button to continue.
Select the “Accept Signature Text“ button to indicate that you are legally signing this document and complete the process.