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.
Select New Authorization
Select the “New Authorization” tab to begin creating the document for Sponsored Travel.
Select Document Type
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, 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.
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.
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.
Select Expense and Receipts Tab
Select the “Expenses & Receipts” tab to attach the letter to the Authorization.
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.
To add expenses, select the “Add Expense” button.
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.
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.
Update Lodging Expense
Select the “Copy Per Diem Expense Values and Conditions” link to make changes to multiple nights of the trip.
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.
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 drop-down to search for the Common Account Number (“CAN”). Select the drop-down to search for the Object Class Code (“OCC”).
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.
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.
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 28.
Verify that all of the information is true and accurate and then select the “Confirm” button.
Select the “Accept” button to continue.
Select Perform Pre-Audits tab
Select the “Perform Pre-Audit” tab to verify any audit tests.
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.
Justify Pre-Audit FAIL
If any items fail the pre-audit, select the “Justify Pre-Audit Results” button and enter a justification.
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 it to continue.
Review the pre-audits to 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.