Post on 05-Aug-2020
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 www.gsa.gov/mie. 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 MM757203.
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.
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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
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Entering Document Information
Enter “3‐TRAINING TRAVEL” as the Type Code
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Enter Trip Information
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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 $160.00 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.
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Entering Expenses – Meals and Incidental Expenses (M&IE)
Select Expenses and Receipts
Add Expenses
Select M&IE
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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”
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Example Lodging and M&IE Amounts for EPA Attendees **Dates must correlate to attendee’s participation in training
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ENTERING THE CONFERENCE CODE The conference code for the 2016 NSAS Training Program is MM757203.
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
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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 edit icon for the voucher you need to edit
Select the Accounting tab under the Vouchers tab
NSAS 2016 Training Program
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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
MM757203
2016
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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.”
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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.