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ConcurGov Job Aids — Creating an Authorization for Sponsored Travel

019A: ConcurGov Job Aid – Creating an Authorization for Sponsored Travel

Purpose: To provide a step-by-step guide to creating an Authorization for travel that is arranged and funded by a non-government source.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.8.29.2017

Instructions: After you login...

 

step1

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 as well.

Step01
step2

Select New Authorization

Select the “New Authorization” tab to begin creating the document for Sponsored Travel.

Step02
step3

Select Document Type

From the “Document Type” drop-down menu, choose “Auth” and then select the “Next” button.  

Step03
step4

Step 4a: Enter Document Information

In the “Document Information” section, enter a trip description in the “Trip Name” field and check the box next to “Sponsored Travel.” Choose “SPONSORED” from the “Type Code” drop-down menu, choose a purpose for the trip from the “Trip Purpose” drop-down, and then add the “Document Detail” (per your Operating Division/Staff Division (OpDiv)/StaffDiv) guidelines.

Step04a

Step 4b: Add Itinerary Location

In the Itinerary Locations section, select the “Add” button.

  • In the pop up window enter the city for the travel location in the “Itinerary Location” field.
  • Input the beginning and end date for travel the in the “From” and “To” field.
  • Select the reason for the trip in the “Location Purpose” drop-down.

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.

Step04b
Step04b1

Step 4c: Enter Trip Information

In the “Travel Dates” section, confirm that the dates in the “Begin Travel” and “End Travel” account for all of the events in the trip. Then select the “Create Document” button.

Step04c
step5

Select Expense and Receipts Tab

Select the “Expenses & Receipts” tab to attach the letter to the Authorization.

Step05
step6

Attach Letter of Invitation

The sponsor of the trip must provide the Traveler with a letter of invitation. Attach the letter by either selecting the “Attach Receipts Images” link, then searching for the letter in your hard drive, or by selecting the “Print Fax Cover Page” link and faxing the letter to ConcurGov.

Step06
step7

Add Expenses

To add expenses, select the “Add Expense” button.

Step07
step8

Add Sponsored Expenses

Any expenses that have been, or will be, funded by the sponsor must be added to the Authorization.

For example, if the Airline has a baggage fee, select “First Bag Airline Fee” from the “Expense Description” drop-down menu and add the cost to the “Cost” field.

Choose “SPONSORED IN –KIND” as the “Payment Method.” The “Expense Date” will default to the first date of the trip per Step 6. Select the “Save” button to complete.

Step08
step9

Edit Lodging Expense

The lodging cost was automatically added 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.

Step09
step10

Update Lodging Expense

Select the “Copy Per Diem Expense Values and Conditions” link to make changes to multiple nights of the trip.

Step10a

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.” Then select the “Save” button.

Note: As a best practice, select 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.

Step10b
step11

Select Accounting Tab

Select the “Accounting” tab to enter the accounting information.

Step11
step12

Add a Line of Accounting (LOA)

Select the “Add New Account Code” button.

Step12
step13

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 drop-down to search for the Common Account Number (“CAN”). Select the drop-down to search for the Object Class Code (“OCC”).

Step13
step14

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.

Step14
step15

Add Additional LOA

Follow Steps 15 -17 to add the second LOA. Be sure to check the “Sponsored” box if this LOA is for funding by an additional sponsor.

Step15
step16

Verify LOAs

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.

Step16
step17

Select Sponsor Tab

Select the “Sponsor” tab to add the sponsor to the Authorization.

Step17
step18

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.

Step18
step19

Select Sponsor

Use the scroll bar to see the search results. Select the “Sponsor ID” for the appropriate sponsor to add to the document.

Step19
step20

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.

Step20
step21

Complete Ethics Checklist

Fill in the requested information about the Traveler, the sponsor, and Ethics Questionnaire. Then select the “Save” button.

Step21
step22

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 28.

Step22a

Verify that all of the information is true and accurate and then select the “Confirm” button.

Step22b

Select the “Accept” button to continue.

Step22c
step23

Select Perform Pre-Audits tab

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

Step23
step24

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.

Step24
step25

Justify Pre-Audit FAIL

If any items fail the pre-audit, select the “Justify Pre-Audit Results” button and enter a justification.

Step25
step26

Select Confirmation Tab

Select the “Confirmation” tab to sign the document.

Step26
step27

Sign 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.

Step27
step28

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 it to continue.

Step28
step29

Review Pre-Audit

Review the pre-audits to verify that a justification has been provided for any FAILs. Select the “Continue Stamping the Document” button to continue.

Step29
step30

Accept Signature

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

Step30