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ConcurGov Job Aids — Creating an Interim Voucher

030: ConcurGov Job Aid – 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: 1.1.6.2017

Instructions: After you login...

 

Step!

Note:

Vouchers are required to be submitted a minimum of every 30 days while on long-term travel.

step1

Select Vouchers Tab

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

Step 01
step2

Select New Voucher

Select the “New Voucher” tab to begin.

Step 02
step3

Select Document Type

Select the Document Type drop-down and choose “Vch From Auth.” Then, select the “Create Document” button.

Step 03
step4

Select Authorization

In the “Document List” section, select the edit icon next to the Authorization for which you would like to create the interim Voucher.

Step 04

 

Part One: First Interim Voucher

Follow Steps 5-27 below to create the first interim Voucher for the long-term travel. If this is not your first Interim Voucher, jump to Part Two.

step5

Select Trip Information Tab

Select the “Trip Information” tab and set the following criteria for the first interim Voucher:
“Depart Selection”: “RES”
“Return Selection”: “IN TRAVEL STATUS”
“Trip Begin Date”: First date of the Voucher
“Trip End Date”: Last date to be included on this Voucher
“Departure Date”: Same as “Trip End Date.”

Step 05
step6

Create Voucher

Select the “Create Document” button to create the interim Voucher.

Step 06
step7

Select Expense & Receipts Tab

Select the “Expense & Receipts” tab to enter the expenses for this portion of the trip and to attach any paper receipts.

Step 07
step8

Update Expenses

Only the expenses that were incurred during the trip dates specified in Step 5 should be included on this Voucher. The full airfare and the hotel expenses through the “Trip End Date” for the interim Voucher should be included. The rental car should be deleted and added to the final Voucher if it was used for the full duration of the trip.

To delete the rental car, select the check box next to the rental car expense and then select the “Delete Selected Expenses” button. To edit any estimated expense, i.e., the hotel tax, select the edit icon next to the expense.

Note: The expenses on this page should automatically end on the “Trip End Date” that was entered when creating the Voucher. Scroll down on this page to see all of the expenses. If any expenses appear that are outside of the trip dates for this interim Voucher, edit or delete them as needed so that only the relevant expenses are included.

Step 08
step9

Edit Expense

Enter the actual cost and the end date for this expense if it is a recurring expense. Verify that the “Payment Method” is correct and then select the “Save” button.

Step 09
step10

Add Paper Receipts

Scroll to the bottom of the “Expenses and Receipts” page to see the “Receipts” section. Attach any soft copies of receipts to the Voucher by selecting the “Attach Receipt Images” link and choosing the receipt from your hard drive. Alternatively, fax hard copies of your receipts by selecting the “Print Fax Cover Page” link and faxing the receipts to ConcurGov.

Step 10
step11

Select Accounting Tab

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

Step 11
step12

Edit the Line of Accounting (LOA)

If necessary, edit the LOA by selecting the edit icon. If the accounting code does not require editing, skip to Step 20.

Note: Always check with the Certifier or FATA before changing an LOA. If funds have already been obligated to this LOA, they will need to be de-obligated before making the change.

Step 12
step13

Change the LOA

Enter a new “Label” for the LOA, if necessary. If the fiscal year for the trip in the “FY” field is incorrect, select the “FY” drop-down and select the fiscal year in which the trip was taken.

Select the magnifying glass icon to search for the new Common Accounting Number (“CAN”).

Step 13
step14

Choose the Common Accounting Number (CAN)

Search for the appropriate CAN by selecting the radio button next to either the “By Element Description” or the “By Element Value” fields. Enter all or part of the description or CAN number in the “Search Value” field and select the “Search” button. Select the correct CAN from the “Search Results” list.

Step 14
step15

Choose the Object Class Code (OCC)

Follow the same process as shown in Step 14 to search for and select the Object Class Code (“OCC”). Then select the “Save to Document” button to complete.

Step 15
step16

Select Totals Tab

To see the cost of this portion of the trip, including the reimbursable amount, select the “Totals” tab.

Step 16
step17

Cost of Trip

The “Expense Summary” section displays the “Total Expenses” and the “Total Reimbursable Amount” of the Voucher.

Step 17
step18

Traveler Reimbursement

Scroll down on the Totals page to see the amount to be reimbursed to the Traveler.

Step 18
step19

Select Perform Pre-Audits Tab

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

Step 19
step20

Identify Pre-Audit FAILs

Check for any “FAILs” on the “Pre-Audit Results for…” section. These require a justification.

Note: A HARDFAIL (not shown) requires an adjustment to the document in order to proceed. See 014: Job Aid - Creating An Authorization from a Travel Reservation to see the process for entering a justification.

Step 20
step21

Select Confirmation Tab

Select the “Confirmation” tab to sign the document.

Step 21
step22

Sign Voucher

Select the “SIGNED” stamp from the “Status to Apply” drop-down menu. Select the “Stamp and Submit Document” button to continue.

Note: An Arranger must choose the “VOUCHER PREPARED” stamp in order to route the document to the Traveler for verification and signature. An Arranger cannot sign on behalf of the Traveler.

Step 22
step23

Continue Stamping Document

Select the “Continue Stamping the Document” button to continue.

Step 23
step24

Sign the Document

Select the “Accept Signature Text” button to continue.

Step 24
step25

Close and Route Voucher

Select the “Close Post Stamping Document Closure Screen” button to close the Voucher and begin the routing process. Notice the “Receipt Checklist” area. This contains a list of the required receipts for the Traveler’s OpDiv/StaffDiv. This completes the process for the first interim Voucher. Proceed to Part Two to see the process for subsequent Vouchers.

Step 25

 

Part Two: Subsequent Vouchers

Follow Steps 1-4 above to begin creating the next interim or final Voucher for this trip, then continue here:

step5

Select Trip Information Tab

Select the “Trip Information” tab and set the following criteria for the next interim or final Voucher:
“Depart Selection”: “IN TRAVEL STATUS”
“Return Selection”: “IN TRAVEL STATUS” (if this is an interim Voucher) or “RES” (if this is the final Voucher)
“Trip End Date”: Last date of this Voucher
“Departure Date”: Same as “Trip End Date”

Note: “The Arrival Date” and “Trip Begin Date” fields should adjust automatically based on the previous interim Voucher. If not, be sure to change these two fields to reflect the first date of this Voucher.

Step Part II 5
step6

Create Voucher

Select the “Create Document” button to create the Voucher.

Step Part II 6
step7

Select Expense & Receipts Tab

Select the “Expense & Receipts” tab to enter the expenses for this portion of the trip and to attach any paper receipts. See Part One, Step 14 above for the process for adding receipts.

Step Part II 7
step8

Update Expenses

Only the expenses that were incurred during the trip dates specified in Step 5 should be included on this Voucher. This includes the hotel expenses incurred during these 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 an expense, select the edit icon next to the expense and follow Step 9 from Part One above. To add an expense, select the “Add Expense” button.

Step Part II 8
step9

Add Expense

Enter the “Expense Date,” “Expense Description,” “Cost,” and “Payment Method” for this expense. Then select the “Save” button. Continue to add or edit any expenses for this Voucher.

Step Part II 9
step10

Add Paper Receipts

Scroll to the bottom of the “Expenses and Receipts” page to see the “Receipts” section. Attach any soft copies of receipts to the Voucher by selecting the “Attach Receipt Images” link and choosing the receipt from your hard drive.

Alternatively, fax hard copies of your receipts by selecting the “Print Fax Cover Page” link and faxing the receipts to ConcurGov. Receipts should include a partial hotel receipt at a minimum. If this is the final Voucher, the rental car receipt should be included. Continue with Part One, Steps 13-27 above to complete.

Step Part II 10