Create a Voucher from a Request

​Select a Request

1. Click the Requester/Traveler Menu, and then click Create Voucher (from an approved request).

Figure 1 - Travel Express menu​

travel express menu options 

2. Click Select next to a request from the List of Approved Requests.

  • A new request will have the Status of Awaiting Voucher Creation. All other vouchers will have a Status of Pending Voucher(s) – including vouchers started from a request, started but then removed, or completed and routed to fiscal coding. You can select a voucher with either status. (A voucher with the status of Pending Voucher(s) will just open the voucher.)
  • You can search for requests by a name (click Browse next to Traveler), or you can search by Destination, Group, or departure dates. Select or enter any of these criteria and click Find.

Figure 2 - List of Approved requests

a list of processed documents 

3. When the request opens, click Check All or check the check boxes next to individual line items from the request. 

Figure 3 - Check the line items of the request

the check boxes highlighted next to a list request items 

    • If actual travel/event is greater than 14 days, select only those rows for a 14 day period and create a voucher, then return to the Create Voucher (from an approved request) menu to select the request and then select another 14 day period from that request to create another, separate voucher.
    • ​Do not check just meals, or just mileage, or just lodging, even though there may be an option to select them separately. When you create a voucher, the voucher Per Diem screen includes all of the meals, mileage, and lodging from the request by default. If you edit one of these amounts, you could lose the remaining amounts as they were entered on the request.

4. Click Create Voucher.

5. Make any changes to the voucher (destination, travel dates or times, purpose of travel, etc.) from the original request, or add comments or scanned attachments.

  • If you have changed the Depart or Return dates or times, the Per Diem screen will be reset and you will have to re-add the mileage, lodging, etc. If that happens, open the original request by clicking the View/Edit Request menu in the Requester/Travel Menu and copy the mileage, lodging, and other amounts.
  • If you need to change the travel destination, be sure to select the correct state from the Destination (state) drop down menu, and click Browse to select the correct city. For international travel, check the International check box. Select District of Columbia for Washington, D.C.
  • For in-state travel, Idaho state travel policy has set a standard per diem rate for all destinations in Idaho, so you only need to type the city in the field provided.
  • The Purpose of Travel is required. Do not use special characters or symbols, including &, ',, <, and \.
  • Group is an optional tag to help categorize the requests or vouchers so they can be searched, or used for creating reports. Groups are created by the agency's Travel Express administrator.

6. Click Save & Continue. (Click Cancel to undo any unsaved data entry. Click Remove to delete the current voucher – the request will not be deleted. You can select it again to create a new voucher.)

7. Continue with any changes to, or review of, the actual expenses.

Review or Edit Per Diem, Mileage, Lodging Expenses

Vouchers for international travel or travel to Alaska or Hawaii will not automatically populate the Per Diem.

1. Verify the check boxes are checked for the actual meals taken (breakfast, lunch, dinner)

2. To change the Per Diem meal expenses:

a. Uncheck any per diem meals not taken for a given date. (This will reduce the amount of Allowed Meals for that day.)

b. Change the amount of a meal or meals in the Allowed Meals fields.

c. You should not be able to enter amounts that exceed the per diem rate set by the Board of Examiners or your agency.

d. Alaska, Hawaii, and International destinations will not automatically populate per diem. Enter the Allowed Meals amounts manually.

e. If you have changed the dates or times of the travel or event, the Per Diem screen will be reset to blank fields and you will have to re-add the mileage, lodging, etc. To find the mileage, lodging, etc. from the original request, go to the View/Edit Request menu in the Requester/Travel Menu.

3. Enter or edit any amounts charged on a P-Card for meals for each day in the P-Card Meals fields. (The Allowed Meals amount will not change.)

Figure 4 - Per Diem, Mileage, Lodging expensesthe amount fields of the per diem screen 

4. If applicable, edit or enter the Mileage of the travel. Mileage must be entered in whole numbers. The Mileage Amount will be automatically calculated. If your Travel Express administrator has set agency specific mileage rates, these will be automatically calculated.

5. If you did not use P-Card for lodging, edit or enter any amounts paid for lodging in the Lodging fields. (If lodging is billed directly to the State, use the Paid By Other tab to enter the amounts.)

6. If you did use P-Card for lodging, edit or enter any amounts charged on a P-Card for lodging in the Lodging P-Card fields. You cannot use both Lodging and Lodging P-Card fields on the same line.

7. Enter Comments for each day's per diem expenses. Do not use special characters or symbols, including &, ',, <, and \.

8. Click Save. (Click Cancel to undo any unsaved data entry.) If finished, click the Routing tab.

Review, Edit, or Enter Transportation Expenses (Travel Mode)

1. Click the Travel Mode tab.

2. Change the amounts of the actual expenses if needed, or click Add Row to add travel mode expenses that were not on the original request.

3. Select the mode of travel used from the drop-down menu – Airfare, Public Transportation, Rental, or Other Transportation.

Figure 5 - Travel mode expenses

the travel mode drop down menu options 

4. Edit or enter the Out of Pocket or P-Card expense amount.

5. Enter Comments explaining the expense. Do not use special characters or symbols, including &, ',, <, and \.

6. Click Add Row to add another Travel Mode expense item and continue.

7. Click Save. (Click Cancel to undo any unsaved data entry.) If finished, click the Routing tab.

Review, Edit, or Enter Phone/Fax, Registration Fees, or Miscellaneous Expenses

1. Click the Misc Exp tab to enter miscellaneous expenses.

2. Change the amounts of the actual expenses if needed, or click Add Row to add miscellaneous expenses that were not on the original request.

3. Select Phone/Fax, Registration Fees, or Other Misc. Expense from the drop-down menu.

Figure 6 - Miscellaneous/phone/fax expenses

the miscellaneous expenses drop down menu option 

4. Edit or enter Out of Pocket or P-Card amounts.

5. Enter Comments explaining the expense. Do not use special characters or symbols, including &, ',, <, and \.

6. Click Add Row to add another miscellaneous expense item and continue.

7. Click Save. (Click Cancel to undo any unsaved data entry.) If finished, click the Routing tab.

Review, Edit, or Enter Travel Advances

1. Click the Advance tab to enter any advances received.

2. Change the amounts of the actual advances received if needed, or click Add Row to add advances that were not on the original request.

3.  Select PCard Advance, Rotary Advance, or Warrant Advance from the drop-down menu. It is a best practice that you do not use other types of advances if you use P-Card advances.

Figure 7 - Travel advances

the travel advance drop down menu options 

4. Edit or enter the amount received in the Advance field.

5. Enter Comments explaining the advance, or if you have a STARS document number for a warrant advance, you could enter it here. Do not use special characters or symbols, including &, ',, <, and \.

6. Click Save. (Click Cancel to undo any unsaved data entry.) If finished, click the Routing tab.

Review, Edit, or Enter Paid by Other

Expenses that are part of the official travel/event, but paid by another party or entity and not paid by the traveler, can be entered on this screen. The amounts will not be calculated as part of the Due to or Due from amounts. Examples include lodging that is directly billed, expenses billed to another agency, fees or costs paid for by a host, expenses paid with a P-Card, etc. By including these expenses, a complete audit trail and accurate reporting of the travel/event is kept.

1. Click the Paid by Other tab.

2. Change the amounts of the actual expenses if needed, or click Add Row to add other expenses that were not on the original request.

3. Select Paid By Other Means from the drop down menu.

Figure 8 - Other expenses

the paid by other means drop down menu 

4. Edit or enter the Amount.

5. Enter a description of the expense in the Comments field. Do not use special characters or symbols, including &, ',, <, and \.

6. Click Save. (Click Cancel to undo any unsaved data entry.) If finished, click the Routing tab.

Attach Scanned Documents

If you need to attach scanned receipts or other documents:​

 

1. Click the Attachment tab.

Figure 9 - Attachment tab​

the attachemnt tab highlighted 

2. Click Browse to locate your scanned document file. Valid types include files with the following extensions: .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff. (The file extension .jpeg will not work.)

3. Highlight the scanned document file and click Open. The directory location of the document will appear in the Browse Files field.

4. Click Add File. The document will be added to a queue. The filename (without the extension) of the scanned document will be automatically entered in the Attachment Title field. If desired, change the Attachment Title.

5. Click Create Attachment(s).

Enter Fiscal Coding or Route to a Fiscal Coder

1. When finished with a voucher, click the Routing tab.

2. You can review the line item expenses before continuing. If you needed to make changes, click the Status tab and select your voucher to edit it.

3. If the expenses occurred in a prior fiscal year, enter the year in the Fiscal Year.

Figure 10 - Routing

the routing screen with voucher expenses shown 

4. If your agency allows, click Enter Fiscal Coding and code the voucher as completely as possible. Then select the name of the fiscal coder.
Otherwise, just select the name of the fiscal coder from the Fiscal Coder drop down menu.

5. Click Submit. To return to the voucher without submitting it, click the Status tab and then select the voucher to open it. If the voucher has been routed to a fiscal coder, but needs to be corrected, the fiscal coder must route it back to the traveler.

6. If the administrator has enabled e-mail notification, an e-mail will be sent to the Fiscal Coder.

7. Click Return to Menu to go back to the Travel Express main menu.

8. When you then select Create Voucher from Approved Request, a voucher that you just routed to fiscal coding will have a status of Pending Voucher(s). However, select that voucher and you will see a status of Pending Fiscal Coding.

View, Save, or Print a Voucher

1. Click the Report tab to view the voucher details.

2. To print or save a report, click the Select a Format drop down menu.

3. Select either Excel or Acrobat (PDF) file.

4. Click Export.

5. Click Open and use the print menu from your spreadsheet or PDF application to print, or click Save.