How to Complete Your Travel Authorization

Transcription

1 How to Complete Your Travel Authorization IMPORTANT INFORMATION FOR EPA ATTENDEES All EPA staff are responsible for covering all travel costs, including lodging. There is no Master Account with the hotel. BREAKDOWN OF MEALS & INCIDENTAL EXPENSES (M&IE) Meals will not be provided as part of the 2016 NSAS Training Program. Participants can claim full Meal and Incidentals Expenses (M&IE) on non travel days and 75 percent M&IE on travel days. Information on the breakdown of M&IE is available at The M&IE for Philadelphia, Pennsylvania is $64 per day ($48 per travel day). ENTERING THE CONFERENCE CODE In a time where budgets are tight and spending heavily scrutinized, it is important to provide the agency s staff with the best financial management tools in order to promote efficiencies, oversight, and better decision making. In an effort to maintain the integrity of EPA resources, OCFO has established a system of internal controls to help identify and resolve potential management vulnerabilities. For EPA staff traveling to Philadelphia, a site specific conference code for the NSAS Training Program must be entered or edited on your TA. The conference code for the 2016 NSAS Training Program is MM To enter or edit the site specific conference code, please follow the directions below: o The conference code is entered into the SITE PROJECT field under the Accounting tab of CONCUR. o If you have already prepared your TA or voucher, you will need to edit and amend it. Open your voucher and select the Accounting tab. Select the Edit icon for the voucher you need to edit. Enter the conference code in the SITE PROJECT field. Additional information and screen shots are provided at the end of this document to assist you in entering the site specific conference code.

2 SCREEN CAPTURES OF CONCUR TO ASSIST YOU WITH YOUR TA AND ENTERING THE CONFERENCE CODE The following screen captures are intended to assist you in completing your TA. They are not intended to override individual program or regional office guidance. The screen shots are examples; please complete your TA in accordance to your own schedule and with your manager s guidance and approval. Creating Your Travel Authorization Select Authorizations then New Authorization Select Auth as the Document Type Select Create Document 2

3 Entering Document Information Enter 3 TRAINING TRAVEL as the Type Code 3

4 Enter Trip Information 4

5 Enter Expenses Lodging Select Expenses and Receipts. To edit the lodging expense, select the paper and pencil icon or click on the row. The row selected will be highlighted as shown below. Adjust the cost of lodging to $ for each night of your stay. To adjust the cost of lodging for each night of your stay at one time, enter your date of departure in the Copy Per Diem Conditions Through box found in the Edit Expense Details section. Select the Show Per Diem Conditions link, select the radial button for Actual Lodging, then select Save. 5

6 Entering Expenses Meals and Incidental Expenses (M&IE) Select Expenses and Receipts Add Expenses Select M&IE 6

7 M&IE Entitlements for All EPA Attendees To edit the expense, select the pencil/paper icon for the appropriate day(s) of travel or click on the row to edit. The selected row will be highlighted. On the right hand side, click Show Per Diem Conditions Select the option for Regular M&IE and select Save 7

8 Example Lodging and M&IE Amounts for EPA Attendees **Dates must correlate to attendee s participation in training 8

9 ENTERING THE CONFERENCE CODE The conference code for the 2016 NSAS Training Program is MM If you are entering the conference code at the time you create your travel authorization, you will need to enter the code under Authorizations, then Accounting. To begin editing your accounting code, select Edit by clicking on the paper and pencil icon as shown below. When the code is entered correctly, it will appear at the end of the classification code. Select the Accounting tab under the Authorizations tab Select the Edit button (paper and pencil icon) for the applicable TA 9

10 If you have already created your travel authorization and did not enter the conference code, you will need to edit your travel voucher under Vouchers, then Accounting, then Edit (paper and pencil icon). When the code is entered correctly, it will appear at the end of the classification code. Select the Accounting tab under the Vouchers tab Select the edit icon for the voucher you need to edit NSAS 2016 Training Program 10

11 Once you have selected the Edit button for the appropriate TA, the following page will open and the specific conference code for the NSAS is then entered into the Site Project field. When the code is entered correctly, it will appear at the end of the classification code Enter the conference code into the Site Project field MM

12 Exceptions When changes are made to the default travel authorization data, such as lodging or M&IE data, Concur tracks and logs an exception. Exceptions are logged on the Exceptions tab under Authorizations. To assist with the approval process, you will need to include a justification for each exception. Click the appropriate exception from the list, if any are listed, at the bottom of the page under Other Authorizations. 12

13 A text box will open. For the 2016 NSAS Training Program, EPA attendees should enter Lodging is less than the federal per diem rate of $168 per night per the contract with the host hotel in the text box. Select Save Remarks before exiting the screen. 13