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ConcurGov Job Aids — Creating an Authorization without a Travel Reservation

015A: ConcurGov Job Aid – Creating an Authorization without a Travel Reservation

Purpose:To provide a step-by-step guide to creating an Authorization that does not contain a Travel Reservation in ConcurGov.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.8.3.2017

Instructions: After you login...

 

step1

Select Authorization Tab

Select the “Authorization” tab from the ConcurGov Home page, then select the “New Authorization” sub-tab.

Step01
step2

Select Document Type

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

Step02
step3

Enter Document Information

From the “Document Information” page, enter the trip “Type Code,” “Purpose,” and “Document Detail” (per your Operating Division/Staff Division (OpDiv/StaffDiv) guidelines).

Step03
step4

Enter Trip Information

Select the “Add” button to select the “Itinerary Location.” After you have entered the “From” and “To” dates for the location. The rates for the location will be displayed detailing the lodging and M&IE rates. Select “Save and Add Another” or “Save and Close” if you have no additional locations.

Select “Create Document” to continue.

Step04a
Step04b
step5

Select Expenses Tab

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

Step05
step6

Step 6a: Add Expenses

The per diem will populate from the previous step.

To add an expense, select the “Add Expense” button on the left and enter the “Expense Description,” “Cost,” “Payment Method,” and “Expense Date” in the “Add Expense Details” section on the right side of the page.

Step06a1

Then select the “Save” button.

Step06a2

Step 6b: Copying Expenses

If there is a reoccurring expense that will occur more than once, it can be copied by selecting the copy icon in the “Actions” column. A pop-up window will ask you to verify that you wish to copy the expense. Select “OK” to continue copying the expense.

Step06b
step7

Select Accounting Tab

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

Step07
step8

Add a Line of Accounting (LOA)

Select the “Add New Account Code” button.

Step08
step9

Enter LOA Label and Fiscal Year

Enter a “Label” for this LOA based on your Operating Division/Staff Division (OpDiv/StaffDiv) guidelines. The “FY” field reflects the year that the document was created.

Choose the fiscal year of the trip expenses in the “FY” drop-down. Search for a Common Account Number (CAN) by selecting the drop-down arrow. 

Search for the appropriate “CAN” by selecting the Can from the drop-down menu. 

Follow the same process for the Object Class Code (“OCC”). Then select the “Add to Document” button.

Step09
step10

Perform Pre-Audit Check

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

Step10
step11

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.

Step11
step12

Enter Justification

Enter a justification, per your OpDiv/StaffDiv guidelines, in the “Comments” box next to the failed pre-audit. Select the “Save Justification” button to continue.

Step12
step13

Select Confirmation Tab

Select the “Confirmation” tab to sign the document.

Step13
step14

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.

Step14
step15

Review Pre-Audits

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

Step15
step16

Accept Signature

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

Step16
step17

Close and Route Authorization

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

Step17