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030A: Creating an Interim Voucher

Purpose: To provide a step-by-step guide to creating an interim and final Voucher while on long-term travel.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.01.12.2018

Instructions: After you login...

 

step1

Select Vouchers Tab

From the Home page of ConcurGov, select the “Vouchers” tab and select “New Voucher”.

Step 01
step2

Select Document Type

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

Step 02
step3

Select Authorization

Select the radio button next to the document you would like to view under “Available Authorizations.” Click “Select.”

Step 03
 

 

Part One: First Interim Voucher

Follow Steps 4-20 to create the first Interim Voucher for the long-term travel. If this is not your first Interim Voucher, skip to Part Two.

step4

Document Information

From the Trip Purpose drop-down menu, select a reason for your travel. The other fields will populate automatically based on information you entered in the Authorization.

Part 01 Step 04
step5

Create Voucher

Verify Itinerary Location and Travel Dates and select “Create Document” to continue.

Part 01 Step 05
step6

Select Expenses & Receipts Tab

The “Expenses & Receipts” tab will allow you to enter the expenses for this portion of the trip and attach paper receipts.

Part 01 Step 06
step7

7a: Update Expenses

Only expenses incurred during the Authorization Travel Dates should be included on this Voucher. The full airfare and hotel expenses through the “Trip End Date” should also be included.

Part 01 Step 07a

7b: Deleting an Expense

The expenses listed on this Voucher should end on the “Trip End Date.” If any expenses appear outside of the travel dates, edit or delete them so that only relevant expenses are included.

Example: If a rental car was used for the full duration of the trip, it should be deleted and added to the Final Voucher.

To delete an expense, select the box next to the line item under the “Delete” column and click “Delete Selected Expenses.”

Part 01 Step 07b

7c: Adding an Expense

To add a new expense, select the “Add Expense” button then enter the “Expense Date”, “Expense Description”, “Cost”, and “Payment Method.”

Part 01 Step 07c
step8

8a: Adding a Receipt From Expenses & Receipts Tab

Click on “Upload Receipt” under “Add Expense Details.” Choose the file you would like to upload 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.

To add additional receipts, click on “Upload another receipt.”

Note: You may add up to 10 receipts per expense.

Part 01 Step 08a_1 Part 01 Step 08a_2 Part 01 Step 08a_3

8b: Adding a Receipt From Summary Tab

Select the “Summary” tab and scroll down to “Document Attachments.” Click “Upload Document Attachments” and select the file from your computer that you would like to open.

The attached files will appear as tiles under “Document Attachments.”

Part 01 Step 08b_1 Part 01 Step 08b_2
step9

Select Accounting Tab

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

Part 01 Step 09

9a: Line of Accounting (LOA)

If necessary, edit the LOA by selecting the edit icon next to account code under “Account Code Applied to.” If LOA does not require editing, skip to Step 12.

Note: Always check with the FATA or Certifier before changing an LOA. If funds have been allocated to this LOA, they will need to be reallocated before making a change.

Part 01 Step 09a

9b: Change the LOA

If necessary, change the LOA. Enter in a new “Label.” Select the “FY” drop-down and select the year in which the trip was taken.

Part 01 Step 09b
step10

Common Accounting Number

To search for a “Common Accounting Number” (CAN), click the magnifying glass. Narrow your search type “By Element Description” or “By Element Value.” Select your “CAN” from the search results.

Part 01 Step 10
step11

Object Class Code

To search for an “Object Class Code” (OCC), click the magnifying glass. Narrow your search type “By Element Description” or “By Element Value.” Select your “OCC” from the search results.

Select “Save to Document” when all information has been entered.

Part 01 Step 11_1 Part 01 Step 11_2
step12

Select Totals Tab

Select the “Totals” tab to see the expenses for this portion of the trip.

Part 01 Step 12
step13

Totals and Travel Advances

Total expenses including non-reimbursable expenses, reimbursable expenses and advance expenses can be viewed under “Expense Summary.”

Reimbursable and non-reimbursable charge card expenses can be viewed under “Charge Card Reconciliation.” If you have additional charges, enter them in the appropriate fields.

If you requested an Advance, you can edit by selecting “Edit Advances Applied.” When you have finished updating any charges and Advances, click “Save & Calculate Totals.”

Part 01 Step 13
step14

Select Perform Pre-Audits Tab

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

Part 01 Step 14
step15

Identify Pre-Audit Fails

Check for any FAILs under “Pre-Audit Fails.” FAILs require a Justification. To enter a Justification, select “Justify Pre-Audit Results.” Click “Save Justification” when complete.

Note: A HARDFAIL (not shown) requires an adjustment to the document in order to proceed.

Part 01 Step 15_1 Part 01 Step 15_2
step16

Select Confirmation Tab

Select the “Confirmatio” tab to sign the document.

Part 01 Step 16
step17

Sign Voucher

Select “Signed” from “Status to Apply” ” drop-down menu. Select “Stamp and Submit Document” to continue.

Note: An Arranger must select the “Voucher Prepared” stamp to route the document to the Traveler for verification and a signature. An Arranger cannot sign on behalf of a Traveler.

Part 01 Step 17
step18

Continue Stamping Document

Verify that all Justifications have been entered and select “Continue Stamping the Document.”

Select “Continue Stamping & Dynamic Routing“ from the next page.

Part 01 Step 18_1 Part 01 Step 18_2
step19

Sign the Document

Select the “Accept Signature Text” to continue.

Part 01 Step 19

step20

Close and Route Voucher

Select the “Close Post Stamping Document Closure Screen” to close the Voucher and begin the routing process. Note the list of required receipts under “Receipts Checklist.”

This completes the process for this first Interim Voucher. Proceed to Part Two to see the process for subsequent or Final Vouchers.

Part 01 Step 20

 

Part Two: Subsequent Vouchers

Follow Steps 1-3 in Part One to begin creating the next Interim or Final Voucher.

Part 02
step4

Select Trip Information

Check the box next to “Final Voucher” if this concludes Vouchers for this trip.

“Begin in travel status” Select this box if a Voucher was previously created for this part of the trip, there will be more than one Voucher for this trip or new expenses were incurred since the last reimbursement.

“End in travel status (Interim Voucher)” Select this box if another Voucher will be created for this part of the trip, you are requesting reimbursement for expenses already incurred or you will continue to incur expenses after already being reimbursed for expenses on this Voucher.

Part 02 Step 04_1 Part 02 Step 04_2
step5

Create Voucher

Verify Itinerary Location and Travel Dates and select “Create Document” to continue.

Part 02 Step 05
step6

Select Expenses & Receipts Tab

The “Expenses & Receipts” tab will allow you to enter the expenses for this portion of the trip. See Steps 8a and 8b in Part One on how to attach receipts.

Part 02 Step 06
step7

Update Expenses

Only expenses incurred during the Authorization Travel Dates should be included on this Voucher. This includes any hotel expenses incurred during the travel dates.

If this is the Final Voucher, the rental car will need to be added since it was deleted from the first Voucher.

To edit or add an expense, select the edit icon next to the expense and follow Step 7 from Step One.

Part 02 Step 07
step8

Close and Route Voucher

Repeat through Step 20 in Part One, as needed, to complete the Voucher and routing process.

Part 02 Step 08