QuickStart User Manual for
Contents
1. If the Pre Audit Results area displays click Continue Signing Documents Document Stamping Remarks Enter any comments you have regarding the document in the Remarks field Select the status code that you want to stamp on the documents in that organization from the Status to Apply dropdown list Select a reason code for why the documents in that organization were stamped with a particular status code or action from the Reason dropdown list if necessary Click Stamp Selected Documents The system displays the Document Stamping Log area Additional Information The documents you have selected display in the Currently Selected Documents area in groups by organization The status codes and reason codes for an organization only apply to documents in that organization The following columns display for each document Type Document Traveler Return to Org Dep Date of the trip Awaiting Status Total Cost of the trip the amount Net to Trav the cash Actual Adv and Computed Adv Dep Date Awaiting Status Total Cost Net to Trav Actual Adv Computed Adv If the document needs to be returned to the traveler in the Return to column click the dropdown arrow select the traveler s name and then click Stamp Selected Documents The system routes the stamped document to the next person on the routing list Note If the COMPLETE END ROUTE system preference is enabled for your organization authorized approving off2. click the Deselect Document icon The No Documents Selected field displays the total number of documents selected in the list 2 Click Hold Selected Document s Company Sensitive and Proprietary Page 12 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Pre Audit Documents From the Route amp Review Documents area users can pre audit documents To pre audit documents you must select the document s you want to pre audit and then click Preaudit Selected Document s or Preaudit amp Stamp Selected Document s Note Preaudit finds the first 40 failures on a document How to Pre Audit One or More Additional Information Document s 1 Click the Select Document icon for the document you want to select 2 Click Preaudit Selected Document s or Preaudit amp Stamp Selected Document s The Pre Audit Results area displays A document cannot be selected if an asterisk displays in the In Use column A document is considered In Use if the document is open When you click the icon it changes to the Deselect Document icon To deselect a document click the Deselect Document icon The No Documents Selected field displays the total number of documents selected in the list Doc Status Indicates if the document passed or failed the pre audit The status displays as FAIL when even one process fails the pre audit Audit Process Details Displays the proces
3. 01 ON TTO5093SEA Comments Page 14 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 How to Pre Audit All Documents at Once Additional Information 1 Click Select All to select all documents in You can deselect all the documents by clicking the list except those documents awaiting a Deselect All if necessary status with the SIGN action Route amp Review Documents Hold Selected Document s Preaudit Selected Document s Preaudit amp Stamp Selected Document s Select All will apply the AWAITED status to all documents except those documents awaiting the SIGNED status Documents must be signed individually more Search Criteria Restrict to Complete Documents Sort Order Days in Queue vi Search Days in Queue Refresh Document List List of Documents Select All Deselect All No Documents Selected 2 Action Type Document Control Number Trip Description Dep Date Traveler In Use Awaiting Status Daysin Queue Total Cost Netto Trav Actual Adv Computed Adv 9 E etl Authorization Beain T30267 05 14 13 kra APPROVED 1 1 333 00 1 281 00 22 00 22 00 9 E Authorization ATOS133EWR 130274 05 13 13 raining APPROVED 0 305 50 275 50 0 00 22 00 Administrator 2 Click Preaudit Selected Document s or Preaudit amp Stamp Selected Document s 3 Click Close Pre Audit Results Preview and Print a Document How to Preview and Print a Document Additional Inform
4. 13 13 ning APPROVED 0 305 50 275 50 0 00 22 00 Administrator If the document was signed and was previously adjusted the system displays the Open Document Version area Select the Document Version at the top of the list that has a document type of ADJUSTMENT xX The system displays the Open Document Signature window Cancel Opening Document Open Document Version for Trip to Newark z QUICK TIP DD Adjustments have been made to this document Note that only the current version marked by may be further adjusted or routed more Document Version List Click on an entry to select it Document Type Level Date Time Adjustor a ADJUSTMENT 2 05 09 13 4 26PM Approver1 Training Fi ORIGINAL 1 05 09 13 2 25PM Training TravelerA If the document was signed and has never been adjusted the system displays the Open Document Signature area Company Sensitive and Proprietary Page 19 4 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Open Document Signature for FCO9093EWROO1 7 i QUICK TIP J The Signature PIN is case sensitive more Signature for Adjustment Reason Enter your electronic signature in the Signature for Adjustment field Click Edit Document The Document Summary for lt Document Name gt area displays Traveler Viliam Never Govt L ch wmLVch Summary Prol le sener al Charge Card Expenses Accounting Totals and Travel Advances Confirmatior Document Summary
5. Section 2 Overview of Document Reviews by Routing Officials cee ceeccceseccceeececenecceeeeceeeeceeeueseseueceeeneseneneeeeens 6 WIND O OVS WO se redecccaaee oc ecac sesnera T E T T T 7 Section 3 ROUTE and Review Documents scsrstde cs cxtcncncrstonsnedatansencusdssnceetendeasuceusnubetecaeeseidushanweuesnateeenseslwerdsaaapadcthenetecst 8 Route amp Review Actions ssssesssseeessrersssrresereressrresererosseresererossrreeererossereseseresseressrerossereseserosseresererosseresereresseeer 11 Pro Anat DOC CUNO e a E E E eabhe te sanehatoseseneetsemnenndeeatsen 13 Preview and Printa DOCUMENT serieen E EEE 15 Review Document summary DELIU S eeoa eo cpancai eeploe crea etree eaciaciews hen octets aennboasenesacumsee oaneiedaceeeeets 16 View or Change Trip IRESEIV ULM Ss saicccseecacd ea teneeantensectesksnnnnseesnerdantenec ane ncesdaskineeatewacenguatesasahieqsecteakosannteveracdadenseu 17 Xe Wo de DOCUMEN ee ete ene ee ae ee eer ee re OE 19 Stamp Documents from Route amp REVICW cc cccccccssscccssesccscscenecseeecseeuececenceseuecseeueceeeueeseeueeseueceeeuecetsueseeeneeeeens 21 Stamping from the Confirmation Tab wvssac cisvacnssvnsiensnsnscsanasdesinerstavenswnasurseniadeanareratevannadousaswasiesieaveteeasawaeTedeonaokwasone s 25 Section 4 Status and REASON COGCS siscccussrsssancesensdidacossausdconnasdonbacoasesnnsdtibeabsadeed soassuieetnaswsdnpacdsdennneatioasinnsasintennsaucdenaas e 26 Supplied tatus COE asee ee ee ree
6. Stamping Log Screen Document Stamping Log 4 TIP DY These are the documents you have just stamped and the stamp you have applied more Stamped Documents Type Name Traveler Govt LYch Govt Lych 0625 Never William 8 To close the Document Stamping Log area click Close Stamping Log Screen The system returns you to the Route amp Review Documents area Company Sensitive and Proprietary Page 24 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Stamping from the Confirmation Tab You use the Confirmation tab to stamp documents with the appropriate status code and view information about document routing and document history To access the Confirmation tab for all document types on the Document toolbar click the Confirmation tab or click the Document Status link on the Summary page Traveler Administrator Training Authorization PNR 1000011382 T30829 Profile Group General Expenses Status for PNR 10000113382 i QUICK TIP a ot The Signature PIN is case sensitive more Status to Apply SIGNED v Reason Remarks Return to v Document Routing Name Administrator Training Document History Date Time Status 08 20 13 12 35PM CREATED Exceptions Accounting Advances otals Confirmation Perform Pre Audits Preview Document Print Itinerary Status SIGNED Name Remarks Travel Agent Company Sensitive and Proprietary View Change Reservations Submit Pri
7. be edited or adjusted If further edits or adjustments need to be made on the document it must be reset on the Administration tab DPA tab gt Other Utilities gt Document Reset Locked Stamped on documents to indicate that the document has been reset Doc When a document has been amended the original document becomes locked and is a view only document it cannot be edited or adjusted If further edits or adjustments need to be made on the original document it must be reset DPA gt Other Utilities gt Document Restored Stamped on all documents that have been restored through the Other Utilities gt Document gt Restore menu in CGE Administration Stat Sampling When Statistical Sampling is enabled in the EPA gt Processing gt Processing Defaults menu STAT SAMPLING is stamped on vouchers that have passed the audits Reason Codes When you stamp a document you can if necessary select a reason code to explain why the document was stamped with a particular status code or action Typically you use reason codes to explain why a document was not approved The Reason dropdown list is available on the Document Summary or Document Status window in document preparation or the Document Stamping window in route amp review Company Sensitive and Proprietary Page 29
8. document Type Document Traveler Return to Org Dep Date of the trip Awaiting Status Total Cost of the trip the amount Net to Trav the cash Actual Adv and Computed Adv Currently Selected Documents Status to Apply AWAITED STATUS Reason v Type Document Traveler Return to Org Dep Date Awaiting Status Total Cost Net to Trav Actual Adv Computed Adv 4 Enter any comments you have regarding the document in the Remarks field Company Sensitive and Proprietary Page 23 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 5 Select a reason code for why the documents in that organization were stamped with a particular status code or action from the Reason dropdown list if required 6 Select the status code that you want to use If the document needs to be returned to the to stamp the documents in that organization traveler select the traveler s name from the from the Status to Apply dropdown list Return to dropdown list and then continue and then click Stamp Selected the stamping process Documents 7 The system displays the Document The stamped document is routed to the next Stamping Log area person on the routing list Note If the COMPLETE END ROUTE system preference is enabled for your organization authorized approving officials can terminate routing at any point in the routing list by stamping a document with any status code having the COMPLETE or FUND COMPLETE action Close
9. the appropriate permissions adjust This trip must be approved by Sumday buly OF 2013 55 PM Eastern time Lf it b rejected it will be sufomatically cancelled by that time unless resubmitted bt will be automathcally cancelled if you do not appeawe it by that time Reguetit States Hntery Flight segment Alr Seqerent added on Wednesday March 20 2013 at 1 35 PM Easter time Ttinerary Rule Violation Chase The Request window displays the following two tabs e Request Status History Displays important information about the trip request such as itinerary rule violations e Travel Itinerary Displays the trip itinerary 2 Click the Travel Itinerary tab Company Sensitive and Proprietary Page 17 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Recast This trip mart be approved by Sunday aly O7 2000 9 55 PM Eastern time DT it ia rejected it will be srtomatically canceled by that time unbes newkemitied Hwi be ariomaicaly cani elhed Mf yan da nai appren H by ihat time Chote Regea States Metory Trevel Itinerary Trip from Chicago te Orlando Start Dake Ald 200 nd Cute ful 11 2005 Copa biar 0 S05 Troeelee Trining Modtigd Mar m 201 5 Oerecrigtion Fie Gescriptien Arsist t Trip Pup Conference Trip Reon Location GOVE Passereper Traveler Tepining Cencur eee ssa ED chage IL ORD to Orlando FL acc Concur Gorenari Man Jul 8 Arnericanm 157 Qursfi
10. your government travel charge card GTCC The following image shows the CGE travel authorization workflow Concur Government Edition Platform S r Take Trip i Back Office Concur Travel Company Sensitive and Proprietary Page 3 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 CGE Window Layout The following screenshot shows the key components of the CGE window Welcome Arranger Training Help Log Gut 1 Home Travel Authorizations Vouchers Profile Authorization 2 Create Pavan Subeit Submit Print _Export _Close Baca eet Document Information for Test_Auth l i GUCE TIP Anrangerl Training ion Trip Information Custer Fiki Mo fa al Aiti Trip RES Alexandvip WA Depart Selection RES Alexa RES dle VA Return Sedin RES Alexandria WA Itinerary Locations Add additional rows Deebele Arial Daie Unlisted METETA E eair E BATTLE WA kearchdlil search The following table describes the areas of the CGE window No Area Description 1 Menu Toolbar A set of tabs that provide access to the Home Travel Authorizations Vouchers and Profile tabs These tabs provide access to menus and links you can use to create and manage documents Your user account permissions determine which tabs you can access For example the Administration tab displays only when you are logged in as System Administrator 2 Document Life Cycle Displ
11. QuickStart User Manual for Federal Financial Travel Approver Federal Supervisor Travel Approver Federal Auditor Federal Voucher Examiner CONCUR Concur Technologies Concur Government Edition Version 1 1 December 3 2013 Concur Sensitive and Proprietary For Authorized Use Only QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Document Revision History Date Description Version Author 10 11 2013 FFTA FSTA FA FVE QuickStart User Manual 12 3 2013 SU97 Updates GOV 4681 Proprietary Statement This document as well as the software described in it is furnished under the terms and conditions of Concur s Master Contract GS 33F Y0026 and the applicable task order thereunder if any including but not limited to license terms and any terms and conditions relating to the treatment of Concur s proprietary and or confidential information This document contains proprietary information confidential information and or trade secrets of Concur This document may only be used copied or distributed in accordance with the terms of the Master Contract and the applicable task order Except as permitted by such agreement and applicable task order no part of this document may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Concur Notwithstanding the forego
12. an authorizing or approving Official Route Pass Indicates that a document has passed all routing levels Self Reg Indicates that self registration as performed by the user is approved Approved Sign Fund Tkt Indicates that a document has been successfully signed funded and ticketed Sign Tkt Indicates that a document has been successfully signed and ticketed no funding needed Signing a document initiates routing Note For more information about status codes see the Glossary in online Help Company Sensitive and Proprietary Page 27 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 System Generated Status Codes These status codes indicate specific events in electronic processing On the Status Codes page system generated status codes are preceded by an asterisk Each system generated status code is described in the following table System Description Generated Status Codes Advance ADVANCE SUBMITTED is stamped on all authorizations after an advance Submitted is submitted for payment to the traveler The label for this status code is configurable Stamped on all documents that have been archived through the DPA gt Utilities gt Document gt Archive menu in CGE Administration Auto Cancelled AUTO CANCELLED is stamped on all documents after the document has been cancelled automatically Billing TXNS BILLING TXNS CREATED is stamped on travel documents after the Created do
13. ation 1 Click the Preview icon for the document you want to preview 2 A separate window opens and the document appears in Adobe Acrobat Reader From this window you can review or print the document Company Sensitive and Proprietary Page 15 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Review Document Summary Details How to Review Document Summary Additional Information Details 1 Click the Review Document Details Click the down arrow next to the section icon for the document you want to review name to expand the details for that section ams Document Summary window Click the right arrow next to the row displays heading in a section to view its details For example click the right arrow for a row ina Per Diem Allowance row to view the details for that row Traveler TravelerA Training Authorization Trip to Newark Document Summary for Trip to Newark A TRIP Traveler Details Traveler ID TravelerA Traveler Name TravelerA Training Organization None Group Travelers NO Additional Travelers Document Information TA Num 30267 Currency U S Dollar Type Single Trip Purpose Location From To Per Diem Rates TRAINING NEWARK NJ 05 14 13 05 21 13 120 00 61 00 10 01 12 12 31 49 Description Reservation Details No Reservations Reservation Type Vendor Carrier Cost Lodging Location Ticket Res Emissions Traveler Expense Deta
14. ays where a document is in its life cycle Stages include Bar Travel Create Review Submit Approval and Voucher 3 Document Toolbar Once a document is created the Document toolbar displays a set of tabs you use to view and perform functions on a document such as adding expenses adding accounting codes or conduct pre audits Document tabs display based on your configuration and your user account permissions Company Sensitive and Proprietary Page 4 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 4 Tips and Document The QUICK TIP area provides helpful hints or quick tips about Summary how to use the window Your CGE Administrator can customize tips for your agency The more link at the end of every quick tip takes you to the online help content for that screen The Document Summary aka Summary window provides the primary way to view all document information The links displayed on this page correspond to the tabs shown on the Document toolbar For example clicking the Expense link on the Summary page changes the focus to the Expense tab Company Sensitive and Proprietary Page 5 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Section 2 Overview of Document Reviews by Routing Officials The route and review process may require one or more routing officials to review documents prior to final approval For example because a voucher authorizes payment of t
15. cument is stamped with an action of COMPLETE Enable Transactional Billing must be checked DPA gt Setup gt System Preferences gt Billing Created Stamped on all documents after the document has been created Note The system generated status code CREATED cannot be edited Data Link Stamped on documents that have been successfully interfaced to the designated external system The processing action Datalink must be enabled for documents to be stamped with DATA LINK EPA gt Processing gt Processing Defaults Deob Remind DEOB REMIND is stamped on all authorizations when the de obligation utility sends a reminder email to the traveler Deob Warning DEOB WARNING is stamped on all authorizations when the de obligation utility sends a warning email to the traveler Exported Stamped on documents that have been exported in document preparation Imported Stamped on documents that have been imported in document preparation Random Audit Stamped on vouchers that were randomly selected and audited when running the Statistical Sampling report in the CGE Administration Electronic Processing Reconciled Automatically stamped on authorizations when corresponding vouchers are funded At this time any differences between the estimated amount from the authorization and the actual expense amount from the voucher are automatically applied to the corresponding budgets Because the budget reconciliation is automatic the reconciled statu
16. e and the document cannot be edited However any document that is stamped with the action COMPLETE can be stamped again if the user has the Stamp Complete Document permission and the status code has no action or the following action assigned to it ASIG EMAILTRAV RETURN UNFUND only authorizations and CANCEL only authorizations Document will be sent in an XML format via Java Messaging Server JMS When a document has a status code of IMSEND the document is sent to EAI Pending Document has not successfully passed all audit tests and is pending further review Company Sensitive and Proprietary Page 26 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Status Code Description RES Booked Signifies that reservation changes were booked in a document RES Reject Signifies that reservation changes were rejected in a document RES Approve Signifies that reservation changes only need approval in a document Only Reservation Signifies that reservation changes were cancelled in a document Cancel Return to Indicates that a document has not been approved and is being returned Approver to the person who applied the what stamp to the document Returned Indicates that a document has not been approved and is being returned to the person who applied the signed stamp to the document By default RETURNED has an action of RETURN Reviewed Indicates that a document has been reviewed by
17. en 2 Pours 35 minutes Horainp Chka ORD 11 15 AM Orianda MOO 255 P Tenminak Confirmation Number GOW CRG Status Confined Figh Information Arai Super MO Dite QOS m r missien 920 Ibs O01 E Ticket Catine Economy ii feat MF Confirmed Meat Food for purcmase Thursday Jul 11 2013 i Orlando FL Mc to Chicago IL ORD Thu Jul 11 American 1131 Guranier 3 pea 5 mimir Honstop elande MOD ka Pu Chicago W080i 1i PM Terminat 5 Confirmation Number GOVEGG Tite Confined Fgh Indor ma ticen Anat Super MO Cepia 20006 mi Emissioni 392 3 Ibs OO E Ticket Cabinc Economy HH Seat DSF Confirmed Meal Pood for purchase Total Estimated Cost Tikt Ham sr Ariat aial Tanti and boii Airiars Faid COLOR aoe BSoEOT Wo gi we FRDO Wie Air Thiet Humbe OPLAAT SITI SO USD Tarm and ieee OTe LED Total Evtimated Cosi SLE USD Reshrictions Ticket Numbes 00002757 L002 AAMRERSWAMEXICH MO VALUE AFTER FIRST FLT GATE Drine Checkin American Check in Tey an chek in on line up 1o M houri before p Hegi Toa miy pean pour boarding pods of poi eee or eMo te arsed eke cqunben bad biotin ond po right bo trourity tigi She Chitin button fo find cul mort Confirmation Number GOCE Ringar created on O3 NSLS at LPS Pe Change i If Cheat 3 Scroll to the bottom of the page and click Change Trip 4 The Travel tab displays showing the trip For more information about booking itinerary Click the links on this page to reservations see t
18. for wm LVch Traveler Details Document Information Purpose Report Date SPECIAL MISSION 028M1 Description assign for 4 short term special mession Expense Details Date Expense Description No PROJ COS ASSIGNED FOR Parking ON 02 21 2011 Ed 02 22 2011 At Mieaae Mileage To save the adjustment click Save Changes To close the document click Close 1 TIP T For specific information click on a Detads Ink You can sign and stamp your document from the Document Status section Expense Category 0 02 21 2011 Parking Transport Edit Document Get Document as View Only Cancel Opening Document _Subenit_ Print Expor Close 13244488 Traveler Name Viliam Never Organization GSA Currency U S Dofar Type SINGLE TRIP Total Expenses 355 60 Cost Payment Method PerDiem 10 00 OTHER 11 40 OTHER z Company Sensitive and Proprietary Page 20 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Stamp Documents from Route amp Review From the Approvals toolbar Route amp Review users can stamp documents with a status In order to do this they must select the document s they want to stamp and then click Stamp Selected Document s or Preaudit amp Stamp Selected Document s Welcome Approverl Training 2 Help Log Out Home Travel Authorizations Vouchers Approvals Reporting Profile Approve A Approve Authonzations Approve Vouchers Ve YV Apply Search R
19. he QuickStart Guide for make the desired changes to the trip and Federal Travelers or CGE Online Help then click Next 5 Click Finish Company Sensitive and Proprietary Page 18 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Adjust a Document How To Adjust a Document Additional Information 1 From the Route amp Review Documents If the document you are trying to select has an area click the Adjust Document Lif icon Awaiting Status of SIGNED CGE will not for the document you want to adjust allow you to make adjustments to the document Route amp Review Documents Hold Selected Document s Preaudit Selected Document s Preaudit amp Stamp Selected Document s i QUICK TIP LD Select All will apply the AWAITED status to all documents except those documents awaiting the SIGNED status Documents must be signed individually more Search Criteria Ll Restrict to Complete Documents Sort Order Days in Queue w Search Days in Queue Refresh Document List List of Documents Select All Deselect All No Documents Selected 0 Action Type Document Control Number Trip Description Dep Date Traveler In Use Awaiting Status Daysin Queue Total Cost Netto Trav Actual Adv Computed Adv n Tri 0 Traini Be Authorization Pte T30267 05 14 13 ening APPROVED 1 1 333 00 1 281 00 2 Newark TravelerA h fo Traini B eps FELE J 5 S d E Af Authorization AT05133EWR 130274 05
20. he finalized trip costs and associated expenses it may be routed to several other routing officials before final approval Also in the case of foreign travel you might add a reviewer to the routing list to review the foreign travel request An authorization typically requires a stamp from the Federal Financial Travel Approver FFTA or Federal Supervisor Travel Approver FSTA in order to authorize the travel and estimated expenses Note Routing lists and the individuals to whom documents will route are maintained by the Federal Agency Travel Administrator From the Home page there are several ways to access documents that are awaiting review routing and approval e Click the name of the document in the Awaiting Approval section e Click the Approvals tab to sort search and make changes to all documents for approval The following screenshot shows the Home page Welcome Approver Training Help Log Out 6 Home Travel Authorizations Vouchers Approvals Reporting Profile 9 trave for Me v Apply Search I Want To Important Information Create or change a reservation Concur welcomes Your Agency to Concur Government Edition View authorizations Create a new authorization Mission Statement To enforce the law and defend the interests of the United States according to the law to ensure public safety against threats foreign and domestic to provide federal leadership in preventing and controlling crime to seek just p
21. icials can terminate routing at any point in the routing list by stamping a document with any status code that has the COMPLETE or FUND COMPLETE action Company Sensitive and Proprietary Page 22 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Document Stamping Log Close Stamping Log Screen i QUICK TIP LD These are the documents you have just stamped and the stamp you have applied more Stamped Documents Type Name Traveler Stamp Results Trip to Newark Training TravelerA APPROVED 8 To close the Document Stamping Log area click Close Stamping Log Screen The system returns to the Route amp Review Documents area How to Stamp All Documents at Once Additional Information 1 In the Route amp Review Documents area If required you can de select all the documents in the List of Documents section click by clicking De Select All Select All to select all documents in the list except for those documents awaiting a status with the SIGNED action 2 Click Preaudit amp Stamp Selected Document s 3 The system displays the Document The system displays the documents you Stamping window selected in the Currently Selected If the Pre Audit Results area displays Documents area grouped by organization click Continue Signing Documents The status codes and reason codes for an Organization only apply to documents in that organization The following columns display for each
22. ick Click Select All to select all documents in the Refresh Document List The system list Only documents that are waiting to be displays the documents that match your Signed are selected criteria under the List of Documents Click Deselect All to deselect all documents in section the list Company Sensitive and Proprietary Page 8 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 The following table describes the columns in the List of Documents section Column Description Heading Action Type Document Control Number Trip Descriptions Dep Date Traveler In Use Awaiting Status Days in Queue Total Cost Net to Trav Actual Adv Computed Adv Actions you can perform on a document Select Document Preview Document Review document View or Change Reservations and Adjust Document Describes the type of document Authorization or Voucher Document title A number used to track the document A description of the trip defined in the voucher Traveler s departure date The name of the traveler An asterisk indicates if the document is in use by another user A document cannot be selected if an asterisk is displayed in the In Use column A document is considered in use if the document is open Another case of in use occurs if your computer shuts down while the document is open In this case the document is edit locked and must be unlocked by you or your CGE Admi
23. ietary Page 6 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 The Approvals Tab To begin approving documents from the Home page click the Approvals tab Welcome Approver1 Training Hep Log Out 3 Home Travel Authorizations Vouchers Approvals Reporting Profile Approve All Approve Authorizations Approve Vouchers Me vy Apply Search Route amp Review Documents Hold Selected Document s Preaudit Selected Document s Preaudit amp Stamp Selected Document s i QUICK TIP J Select All will apply the AWAITED status to al documents except those documents awaiting the SIGNED status Documents must be signed individually more Search Criteria Restrict to Complete Documents Sort Order Days in Queue w Search Days in Queue Refresh Document List List of Documents Select Ali Deselect Al No Documents Selected 0 Action Type Document Control Number Trip Description Dep Date Traveler In Use Awaiting Status Daysin Queue Total Cost Netto Trav Actual Adv Computed Adv SS i pae a Authorization as r 130267 rave erA a ELA Authorization AT05133EWR 130274 OSES Sr a APPROVED 305 50 On the Approvals page you can use Route amp Review Documents area to perform the following tasks Note Select multiple documents for stamping at the same time Sign multiple documents at the same time Pre audit documents before signing with or without stamping Preview docume
24. ils Total Per Diem Expenses 1 297 50 Total Non Per Diem Expenses 35 50 Date Expense Description Expense Category Cost Payment Method PerDiem 3 Auth Fee Transxn Fees 1 00 IBA 05 14 2013 Bus Com Carrier 450 OTHER 05 14 2013 Lodging Lodging PerDiem 120 00 OTHER 05 14 2013 M amp dE M amp dE PerDiem 45 75 OTHER 05 14 2013 Parking Other 15 0 AGENCY CARD Lodging Lodging PerDiem 120 OTHER M amp dE M amp lE PerDiem 61 00 OTHE Parking Other 15 00 AGENCY CARD 05 16 2013 Lodging Lodging PerDiem 1 OTHER 05 16 2013 M amp IE M amp lE PerDiem 61 00 OTHER 17 2013 Lodging Lodging PerDiem 120 00 OTHER 05 17 2013 M amp IE M amp lE PerDiem 61 00 OTHER V 18 7013 ndninn ndninn PerNiem 12AN OTHFR v Per Diem Allowances Total Per Diem Allowance 658 50 Date Per Diem Rate Ldg Cost Ldg Allowed M amp IE Cost M amp E Allowed Spec B L D Conf E 3 x 10 100 3 3 gt 06 04 13 113 00 7100 339 00 339 00 7100 7L00 D Actuals must be approved 06 05 13 113 00 7100 0 00 gt 06 06 13 113 00 0 100 100 4 D 100 100 2 Click the Close icon to close the window Company Sensitive and Proprietary Page 16 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 View or Change Trip Reservations How To View or Change Trip Reservations Additional Information 1 From the Route amp Review Documents The Request window displays area click the View Change Reservation Note To change reservations you must have icon for the document you want to
25. ing Concur expressly permits this document to be posted on the MAX portal in order to be viewed by ETS2 client agencies and personnel who have been required to protect the information from further disclosure Registered Trademarks and Proprietary Names Product names mentioned in this document may be trademarks or registered trademarks of Concur or other hardware software or service providers and are used herein for identification purposes only 2013 Concur Technologies Inc Published by Concur Technologies Inc 601 108 Avenue NE Suite 1000 Bellevue WA 98004 Company Sensitive and Proprietary QuickStart User Manual for FFTA FSTA FA and FVE Version 1 0 October 11 2013 Table of Contents Welcome to Concur Government Edition CGE ccccesecccccessecceceeesecceseeeeseccceeeenceceseueseceeeeeueseceeetegeneeceseaggneess 1 Document PUDO SG esise rar A E veennaanncscenssnatcnaaclnteabepeaesenasnes apeqs E E snaembeasieneotasdnaucs 1 Pelor ey U BOEen eS ee nee nce ee ae nee rein eee ee 1 PEONO actrees eat vicars E A E sentaah gers sonnet 1 Secton 508 Compliance iD PI ivssicrane accussesanivancananiciacpantonasnneasguleananvassanntuaiieuneienncnimacauieubansaecanaiuseaenerunsoune uceuberanvareenancsbaes 2 Section 1 CGE Travel Application Overview ccccccccccsecccceecsceuececenececeecseeuecseeuececeuecseeuesseeeeeeunceseueceseueceeeueeeneneeeeens 3 COENIN Bre 1 60 rE ae Seer me ene ee E ne See ne ee ene eee 4
26. iption Dep Date Traveler InUse Awaiting Status Days in Queue Total Cost Netto Trav Actual Adv Computed Adv a en ee m iF p ta TSE Aznam Training ADER AwWEN 1 223 A i agi Fut 35 A 33 te 2 2 LA authorizatio at 30267 05 14 13 eles APPROVED 1 1 333 00 1 281 00 22 00 22 00 19 1A Authorization ATOS133EWR 130274 osizas Taning APPROVED O 305 50 275 50 0 00 22 00 Administrator Note If auto routing is not enabled for your agency or the currently effective signature Hold Selected Document s does not display Hold Selected Document s From the Route amp Review Documents area you can identify certain documents that you want to exclude from the automatic routing process performed by CGE Administration Electronic Processing Note For more information about the automatic routing process see your CGE Administrator In order to exclude certain documents from the automatic routing process you can place a hold on selected documents Company Sensitive and Proprietary Page 11 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 How To Hold a Document Additional Information 1 Click the Select Document icon for A document cannot be selected if an asterisk the document you want to place on hold displays in the In Use column A document is considered In Use if the document is open When you click the icon it changes to the Deselect Document icon To deselect a document
27. m by item However areas such as field usage navigation and frame titling were impacted by this effort and in almost all cases are transparent to a standard CGE user Although Concur used JAWS for Windows to test Section 508 accessibility Concur does not specifically endorse the JAWS for Windows product Other assistive technology products and environments may be compatible but they have not been tested with CGE Concur does not provide technical support for assistive technology software Technical support for the installation and use of JAWS for Windows can be obtained from the Freedom Scientific Web site http www freedomscientific com support asp or by calling Freedom Scientific technical support at 1 727 803 8600 Company Sensitive and Proprietary Page 2 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Section 1 CGE Travel Application Overview The following image shows the streamlined workflow used in the Concur Government Edition CGE solution This travel and expense system provides a nearly paper free process that saves you time and saves the government money In CGE travel authorization is automatically created when you book reservations CGE is able to pull all of the essential travel information from the reservations into the travel authorization This includes the dates of travel per diem location s and per diem rates After traveling CGE makes it easy to process incurred expenses from
28. nistrator For more information about edit locked documents see your CGE Administrator How the document will be stamped after it is signed by the appropriate user Number of days that the document has been in the approval queue Note The Days in Queue column does not display if auto routing is not enabled for the user s organization or the currently effective signature The total amount claimed on the document This field displays the estimated cost of travel on an authorization and the total cost of travel on a voucher or local voucher The amount to be reimbursed to the traveler on the voucher The requested cash advance amount on the authorization The computed cash advance amount on the authorization Company Sensitive and Proprietary Page 9 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 The following table describes the actions you can perform on a document by clicking an icon in the List of Documents area Icon i a 1 Action Select Document Preview Document Details Review Document Details View or Change Reservations Adjust Document Additional Information Click to select a document When a document is selected the icon changes to a Deselect Document icon and the document row is highlighted You can select one or more documents To deselect a document s click the Deselect Document icon document for the document you want to deselect Click to
29. nt Export Close Stamp and Submit Document Back Next m This is the routing path the current document will take once routed Level 0 This is the status history for this document Reason Desc Page 25 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Section 4 Status and Reason Codes Supplied Status Codes The CGE system uses status codes in routing lists as selection criteria for various document processing actions and as criteria for generating reports The system displays the status of a document in the Awaiting Status column in the List Documents area Supplied status codes are described in the following table Status Code Description Approved Used in routing lists to signify that an authorizing official has approved the travel expense By default APPROVED has an action of TANUM Used for documents that are cancelled because of a change in travel plans Cancelled or because a new document incorporates these expenses By default CANCELLED has actions of CANCEL and UNFUND Budget Official has determined that funds are available for travel By default CERTIFIED has an action of CFUND Completed Document has been processed through the budget and funds have been obligated or have been entered into an external accounting system By default COMPLETED has an action of COMPLETE Once a document is stamped with a status code that has an action of COMPLETE it is in view only mod
30. nts before signing Hold documents during auto routing if your agency uses auto routing Adjust documents View document details including status codes and routing lists View and change reservations with permission If your agency uses Route amp Review and you do not see the Approvals tab contact your CGE Administrator Company Sensitive and Proprietary Page 7 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Section 3 Route and Review Documents How to Search for Documents Additional Information 1 From the Home page place your mouse pointer over the Approvals tab and select one of the following e Approve All e Approve Authorizations e Approve Vouchers e Approve Associated Documents 2 In the Search Criteria section select the Restrict to Complete Documents Select to appropriate search options view only those documents that are stamped with an action of COMPLETE You must have the Stamp Complete Documents permission to enable this option The only status stamps available for signing completed documents are those status codes that have the following actions assigned to them UNFUND CANCEL ASIG or blank Sort Order Documents can be sorted by column heading Select a sort order from the Sort Order dropdown list Search Days in Queue Enter a number of days to search for documents in the queue for the specified time period 3 Once you select your search criteria cl
31. oute amp Review Documents Hold Selected Document s Preaudit Selected Document s Preaudit amp Stamp Selected Document s e QUICK TIP Search Criteria Restrict to Compicte Documents Sort Order Da weve v Search Sin Queue Refresh Docurnent List List of Documents Select A Deseect A No Documents Selected 0 Action Type Document Control Number Trip Description Dep Date Traveter In Use Awaiting Status Days in Queue Total Cost Netto Trav Actual Adv Computed Adv How To Stamp One or More Documents Additional Information 1 Click the Select Document icon for the document s you want to select When you click the icon it changes to the Deselect Document icon To deselect a document click the Deselect Document icon 2 Click Preaudit amp Stamp Selected Document s A document cannot be selected if an asterisk displays in the In Use column A document is considered In Use if the document is open Another case of In Use occurs if the document is in the edit lock mode For more information about edit locks see Remove Edit Locks under TAVS Admin gt DPA gt Utilities gt Document The No Documents Selected field displays the total number of documents you have selected in the list Company Sensitive and Proprietary Page 21 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 How To Stamp One or More Documents The system displays the Document Stamping window
32. preview and print the document from Adobe Acrobat Reader Click to review document details in the Document Summary window Click to view or change reservations if you have the appropriate permissions Click to adjust a document Company Sensitive and Proprietary Page 10 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Route amp Review Actions From the Route amp Review Documents area you can place documents on hold perform a pre audit on documents and stamp them with a status To perform these actions you must first select the document s you want to stamp and then click either Hold Selected Document s Preaudit Selected Document s or Preaudit amp Stamp Selected Document s Welcome Approverl Training 7 Help Log Out Home Travel Authorizations Vouchers Approvals Reporting Profile Approve All Approve Authonzations Approve Vouchers Route amp Review Documents Hold Selected Document s Preaudit Selected Documentis Preaudit amp Stamp Selected Document s i QUICK TIP r select All will apply the AW ATED status to all documents except those documents awaiting the SIGNED status Documents must be sgned indnedually mere Search Criteria C Restrict to Complete Documents Sort Order Days in Queue w Search Days in Queue Refresh Document List List of Documents Select All Deselect All No Documents Selected 0 Action Type Document Control Number Trip Descr
33. r nen rT on Sn re ene te ree oe ee eee 26 System Generated Stats CodeS enn cen oe enn eee Oe ee ee eee ee ee een ee ee ee 28 PRES ON COS accuser cameceusestee oe eorah teense tian eaeeadewneoesteadcananseeessaseaansamanes ese conc comers E 29 Company Sensitive and Proprietary QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Welcome to Concur Government Edition CGE Concur integrates vouchering with a complete start to finish federal travel booking solution This comprehensive Web based service provides all of the tools federal government users need to book travel as well as create and submit Vouchers Document Purpose This QuickStart Guide QSG provides step by step procedures to review route and approve and route documents for the following roles e Federal Financial Travel Approver e Federal Supervisor Travel Approver e Federal Auditor e Federal Voucher Examiner Before you Begin e Review the QuickStart for Federal Travelers guide This guide provides step by step procedures and pre requisite information for booking travel and creating and submitting travel authorizations and vouchers Note For more information about how to use CGE click the Help link located in the top right corner of the tool Printing CGE uses Adobe Acrobat Reader 8 0 or later to facilitate printing of documents If you do not have Adobe Acrobat Reader check with your CGE Administrator or download the sof
34. s name of the audit the status of the audit and comments about failed audits Notes The CGE Administrator assigns the audit tests to the agencies When a document is pre audited the system runs the audits that are assigned to the User s organization against the document e Example If a user belongs to organization FM Train and the Signature Verify and Approval by Traveler audits are assigned to the organization FM Train then the Signature Verify and Approval by Traveler audits are run against the document when the user pre audits the document Company Sensitive and Proprietary Page 13 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Pre Audit Results e QUICK TIP J Explanations for audit failures are displayed in the Comments column more Close Pre Audit Results Pre Audit List Type Document Traveler Doc Status AUTHORIZATION Trip to Newark Training TravelerA FAIL Click Close Pre Audit Results Company Sensitive and Proprietary ACTUAL MULTIPLIER ACTUALS EXIST ADVANCE AUTHORIZED ADVANCES EXIST APPROVAL BY TRAVELER COMMENTS CONFERENCE ALLOWANCE FOREIGN TRAVEL OTHER AUTHORIZATIONS SPONSORED TRAVEL TRAVEL AFTER TRIP DATES TRAVEL BEFORE TRIP DATES TRAVEL DATE OVERLAP TRIP DATES amp LOCS Process Name ACTUAL MULTIPLIER ACTUALS EXIST ADVANCE AUTHORIZED ADMWAMCEC FYICT CASH ADVANCES EXIST OVERLAPPING TRIP TRIP 01 OVERLAPS WITH TRIP
35. s code should not have the action Fund amp Complete selected for any document type Company Sensitive and Proprietary Page 28 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 System Description Generated Status Codes authorization voucher and local voucher If the Fund amp Complete action is selected for the RECONCILED status code when authorizations are reconciled CGE attempts to transfer the funds from the document back into the budget This results in an error message stating that CGE is attempting to expand the record beyond the maximum allowed size RECONCILED is stamped on documents in three specific instances e One voucher per authorization A funded authorization is stamped RECONCILED after its associated voucher has been stamped FUNDED e Multiple vouchers per authorization IN TRAVEL STATUS is selected for the return location for each voucher except the last one Once the last voucher is submitted and the trip ends not IN TRAVEL STATUS then the voucher is stamped FUNDED and the corresponding authorization is stamped RECONCILED e Open or group authorization The authorization is stamped RECONCILED only after being run through the Authorization Reconciliation Report Reset Complete Stamped on documents to indicate that the document has been reset Doc When a document is stamped with an action of COMPLETE it becomes a view only document it cannot
36. tware from the Adobe Web site http www adobe com Company Sensitive and Proprietary Page 1 QuickStart User Manual for FFTA FSTA FA and FVE Version 1 1 December 3 2013 Section 508 Compliance ADA CGE complies with Section 508 of the Rehabilitation Act Amendment of 1998 for Americans with Disabilities ADA when used in conjunction with specific assistive technology software This ensures that individuals with disabilities are provided with comparable access or the same degree of access to all software information and data as individuals without disabilities The user and administrator interfaces have been designed and tested to be compatible with the JAWS for Windows Job Access With Speech version 4 51 assistive technology product from Freedom Scientific The specific testing environment used to validate Section 508 accessibility consisted of recent versions of Microsoft Windows e Microsoft Internet Explorer e Firefox e Google Chrome e JAWS for Windows e CGE document preparation and administration interfaces CGE was tested using the above described JAWS software and basic keyboard only usage Section 508 accessibility testing was conducted by our own QA professionals and experienced JAWS users Accessibility exceptions identified during this testing process were prioritized and scheduled as enhancements for CGE to provide the described Section 508 accessibility This list would be too specific and detailed to simply list ite
37. unishment for those e Create an authorization from an Agent booked trip guilty of unlawful behavior and to ensure fair and impartial administration of justice for all Americans View vouchers The Attorney General Create a new voucher Eric Smith Edit my profile T Attome N I Approve authorizations and vouchers James Collins The Associate Attorney Genera Tony Watkins Alerts Use this area to communicate updates announcements and include links to relevant information to keep users informed Changes to Apply Transactions policy new vendors agreements or policies that users are to follow based upon updates to the FTR Any relevant information can de v disseminated in this area including pictures custom links and more Best of all no HTML is required All updates are made using the SARS salan dle oe me tle ee e eke ik Be we eee the ee flew wth dew mwe tht eet oo lew et ceche we et FEO nw tlhe me Mt Mall aaa wenden we Additional Info Awaiting Approval V Genera e Transition to ETS 2 Per Diem Rates Mobile App Depart Name Per Diem Total Status GSA Lodging and FedRooms Sign up for GSA Travel Notifications Trip to Ay 730267 05 14 2015 NEWARKNJ 1333 00 SIGNED Newark RES Arlington TravelerA elepresence VA GSA Telepresence ATOSIS3EWR Authorization 730274 05 13 2013 NEWARK NJ 305 50 RESERVATIONS Training CANCEL Administrator re a iis avons A Cadnesn Tessan Aan at awe Company Sensitive and Propr
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