Create a Voucher
Any active Travel Express user can create a voucher if a request is not needed or required by the agency. If your agency uses the Request section of the application, see Create a Voucher from a Request.
Once the voucher is finished, it is routed to a fiscal coder, who then routes it to an approver. After the voucher is approved at the final level, it is scheduled to be uploaded to STARS at the end of the business day.
1. Sign in to the SCO Applications Menu.2. Select Statewide Accounting System from the list of available Agency Applications.3. Click the Travel Express radial button to reveal a drop down list. Select your agency from the dropdown list.4. The Travel Express Menu will populate.
1. Sign in to the SCO Applications Menu.
2. Select Statewide Accounting System from the list of available Agency Applications.
3. Click the Travel Express radial button to reveal a drop down list. Select your agency from the dropdown list.
4. The Travel Express Menu will populate.
1. Click Requester/Traveler Menu, then click Create Voucher.
Figure 1 - Creating a voucher
2. Typically, your name, Vendor Suffix, Billing Agency, Home Station, and the origin of travel will be populated. If needed, select the appropriate Vendor Suffix and enter the rest of your information.If you are a proxy, select the name of the Traveler from the drop-down menu.3. Select a Group if needed. Your Travel Express administrator can create groups to be available in the drop down menu.4. Click the Departure Date field and enter (mm/dd/yyyy) or select the date you left. .5. Click the Time field to enter the time you left. Select AM or PM.6. Click the Return Date field to enter or select the date you returned. Make sure that the date range is not greater than 14 days. If actual travel/event is greater than 14 days, create another voucher for any balance of the dates not greater than 14 days.7. Click the Time field to enter the time you returned. Select AM or PM. 8. Select the state from the Destination (state) drop down menu (select District of Columbia for Washington, D.C.) For international travel, check the International check box.9. Select the correct Destination City in order to get the correct per diem rates. For in-state travel, Idaho State Travel Policy sets the same rate for all destinations in Idaho, so there are no cities listed when you click Browse - you must enter the name of the city in the field provided. Destination can be the same as the Origin if you are travelling locally. For out-of-state travel, click Browse next to the Destination (city) field, select the name of the city, and then click OK. If the name of the city is not listed, enter it in the field provided. (However, the per diem amount that the application will allow will likely be the standard rate for the state.) Select 'District of Columbia' for Washington, D.C For out-of-country travel, check the International check box, then enter the name of the region or city.
2. Typically, your name, Vendor Suffix, Billing Agency, Home Station, and the origin of travel will be populated. If needed, select the appropriate Vendor Suffix and enter the rest of your information.
3. Select a Group if needed. Your Travel Express administrator can create groups to be available in the drop down menu.
4. Click the Departure Date field and enter (mm/dd/yyyy) or select the date you left. .
5. Click the Time field to enter the time you left. Select AM or PM.
6. Click the Return Date field to enter or select the date you returned.
7. Click the Time field to enter the time you returned. Select AM or PM.
8. Select the state from the Destination (state) drop down menu (select District of Columbia for Washington, D.C.) For international travel, check the International check box.
9. Select the correct Destination City in order to get the correct per diem rates.
10. If a State Vehicle or Personal Vehicle is used, enter the license plate number in the respective field. (A Personal Vehicle license plate may be automatically set up by the Travel Express administrator.)
11. Enter a description of the Purpose for Travel (required). Do not use special characters or symbols, including &, ', “, <, and \. The first 30 characters of text will be automatically copied to the Description of each line item expense on the Fiscal Coding screen and to Description field in STARS when the voucher is uploaded. Therefore, it might be best to user the Comments field for details of the purpose.12. Enter Comments, if desired (up to 1,000 characters).13. Click Save. (Click Cancel to undo unsaved data entry. Click Remove to delete a saved voucher.)
11. Enter a description of the Purpose for Travel (required). Do not use special characters or symbols, including &, ', “, <, and \. The first 30 characters of text will be automatically copied to the Description of each line item expense on the Fiscal Coding screen and to Description field in STARS when the voucher is uploaded. Therefore, it might be best to user the Comments field for details of the purpose.
12. Enter Comments, if desired (up to 1,000 characters).
13. Click Save. (Click Cancel to undo unsaved data entry. Click Remove to delete a saved voucher.)
On any screen that you enter expenses, or make a change to expenses, click Save. (Do not click the back button on your browser.)
After saving the traveler information, the Per Diem screen will be displayed, with the allowed per diem rates and meals for your destination and dates automatically entered (except for international, Alaska, and Hawaii destinations). See the State Travel Policy for the types of allowable expenses included as part of Per Diem.
1. To change the Per Diem meal expenses:a. Uncheck any per diem meals not taken for a given date. For example uncheck the Dinner check box for a date that you did not take dinner. (This will reduce the amount of Allowed Meals for that day.) For International travel - First, check the check boxes for the meals taken, and then manually calculate and enter the Per Diem Amount.b. To change the amount of a meal or meals, enter the actual amounts 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 change the dates or times of the travel or event, the Per Diem screen will be reset and you will have to re-add the mileage, lodging, etc.
1. To change the Per Diem meal expenses:
a. Uncheck any per diem meals not taken for a given date. For example uncheck the Dinner check box for a date that you did not take dinner. (This will reduce the amount of Allowed Meals for that day.) For International travel - First, check the check boxes for the meals taken, and then manually calculate and enter the Per Diem Amount.b. To change the amount of a meal or meals, enter the actual amounts 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 change the dates or times of the travel or event, the Per Diem screen will be reset and you will have to re-add the mileage, lodging, etc.
a. Uncheck any per diem meals not taken for a given date. For example uncheck the Dinner check box for a date that you did not take dinner. (This will reduce the amount of Allowed Meals for that day.) For International travel - First, check the check boxes for the meals taken, and then manually calculate and enter the Per Diem Amount.
b. To change the amount of a meal or meals, enter the actual amounts 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 change the dates or times of the travel or event, the Per Diem screen will be reset and you will have to re-add the mileage, lodging, etc.
Figure 2 - Per Diem, Mileage, Lodging expenses
2. Enter any amounts charged on a P-Card for meals in the P-Card Meals fields. (The Allowed Meals amount will not change.) 3. Enter the Mileage of your travel for each day. Mileage must be entered in whole numbers. The Mileage Amount will be automatically calculated. (A vehicle license plate number must be entered on the voucher.) If your Travel Express administrator has set agency specific mileage rates, these will be automatically calculated.4. If not using P-Card for lodging, enter any amounts paid for lodging for each day in the Lodging fields. (If lodging is billed directly to the State, use the Paid By Other tab to enter the amounts.) 5. If using P-Card for lodging, enter any amounts charged on a P-Card for lodging for each day in the Lodging P-Card fields. You cannot use both Lodging and Lodging P-Card fields on the same line. You still need to verify and approve P-Card transmittals in the P-Card application.6. Enter Comments as needed for each day's per diem expenses. Do not use special characters or symbols, including &, ', “, <, and \.7. To cancel the voucher before it is saved, click Cancel.8. Click Save. If finished with a voucher, click the Routing tab.9. To delete the voucher, click the Voucher tab and then click Remove, or click the Status tab, select the voucher, and then click Remove.
2. Enter any amounts charged on a P-Card for meals in the P-Card Meals fields. (The Allowed Meals amount will not change.)
3. Enter the Mileage of your travel for each day. Mileage must be entered in whole numbers. The Mileage Amount will be automatically calculated. (A vehicle license plate number must be entered on the voucher.) If your Travel Express administrator has set agency specific mileage rates, these will be automatically calculated.
4. If not using P-Card for lodging, enter any amounts paid for lodging for each day in the Lodging fields. (If lodging is billed directly to the State, use the Paid By Other tab to enter the amounts.)
5. If using P-Card for lodging, enter any amounts charged on a P-Card for lodging for each day in the Lodging P-Card fields. You cannot use both Lodging and Lodging P-Card fields on the same line. You still need to verify and approve P-Card transmittals in the P-Card application.
6. Enter Comments as needed for each day's per diem expenses. Do not use special characters or symbols, including &, ', “, <, and \.
7. To cancel the voucher before it is saved, click Cancel.
8. Click Save. If finished with a voucher, click the Routing tab.
9. To delete the voucher, click the Voucher tab and then click Remove, or click the Status tab, select the voucher, and then click Remove.
1. Click the Travel Mode tab to enter travel expenses other than mileage.2. Click Add Row.3. Select the mode of travel used from the drop-down menu – Airfare, Public Transportation, Rental, or Other Transportation.
1. Click the Travel Mode tab to enter travel expenses other than mileage.
2. Click Add Row.
3. Select the mode of travel used from the drop-down menu – Airfare, Public Transportation, Rental, or Other Transportation.
Figure 3 - Travel mode expenses
4. Enter the Out of Pocket or P-Card expense amount. Expenses paid with a P-Card should be entered, but P-Card transmittals still need to be verified and approved in the P-Card application.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. If finished with a voucher, click the Routing tab.8. To delete the voucher, click the Voucher tab (next to the Per Diem tab) and then click Remove.
4. Enter the Out of Pocket or P-Card expense amount. Expenses paid with a P-Card should be entered, but P-Card transmittals still need to be verified and approved in the P-Card application.
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. If finished with a voucher, click the Routing tab.
8. To delete the voucher, click the Voucher tab (next to the Per Diem tab) and then click Remove.
1. Click the Misc Exp tab to enter miscellaneous expenses.2. Click Add Row.3. Select Phone/Fax, Registration Fees, or Other Misc. Expense from the drop-down menu.
1. Click the Misc Exp tab to enter miscellaneous expenses.
3. Select Phone/Fax, Registration Fees, or Other Misc. Expense from the drop-down menu.
Figure 4 - Miscellaneous expenses
4. Enter Out of Pocket or P-Card amounts. Expenses paid with a P-Card should be entered, but P-Card transmittals still need to be verified and approved in the P-Card application.5. Enter Comments explaining the expense. Do not use special characters or symbols, including &, ', “, <, and \.6. Click Add Row to add another expense item and continue.7. Click Save. If finished with a voucher, click the Routing tab.8. To delete the voucher, click the Request tab and then click Remove.
4. Enter Out of Pocket or P-Card amounts. Expenses paid with a P-Card should be entered, but P-Card transmittals still need to be verified and approved in the P-Card application.
6. Click Add Row to add another expense item and continue.
8. To delete the voucher, click the Request tab and then click Remove.
1. Click the Advance tab to enter any advances received.2. Click Add Row.3. Select PCard Advance, Rotary Advance, or Warrant Advance from the drop-down menu. NOTE: It is best practice that you do not use other types of advances if you use P-Card advances.
1. Click the Advance tab to enter any advances received.
3. Select PCard Advance, Rotary Advance, or Warrant Advance from the drop-down menu. NOTE: It is best practice that you do not use other types of advances if you use P-Card advances.
Figure 5 - Travel advances
4. 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. If finished with a voucher, click the Routing tab.7. To delete the voucher, click the Voucher tab (next to the Per Diem tab) and then click Remove.
4. 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. If finished with a voucher, click the Routing tab.
7. To delete the voucher, click the Voucher tab (next to the Per Diem tab) and then click Remove.
Expenses that are part of the official travel, but paid by another party or entity and not paid directly by the traveler, should be entered. Examples include lodging that is directly billed, expenses billed to another agency, fees or costs paid for by a host, etc. If all expenses on the voucher paid by another party or entity, the voucher will have a zero amount balance. The voucher still needs to be created and routed for audit purposes.
1. Click the Paid by Other tab.2. Click Add Row.3. Select Paid By Other Means from the drop down menu.
1. Click the Paid by Other tab.
3. Select Paid By Other Means from the drop down menu.
Figure 6 - Other Expenses
4. 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. If finished with a voucher, click the Routing tab.7. To delete the voucher, click the Voucher tab (next to the Per Diem tab) and then click Remove.
4. Enter the Amount.
5. Enter a description of the expense in the Comments field. Do not use special characters or symbols, including &, ', “, <, and \.
If you need to attach scanned receipts or other documents:
1. Click the Attachment tab.
Figure 7 - Attachment tab
2. Click Browse to locate your scanned document file. Valid types include files with the following extensions: .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff.
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.
Figure 8 - Document added
5. If desired, change the Attachment Title to something more meaningful for the document. Otherwise, leave the default title based on the file name. Do not use special characters or symbols, including &, ', “, <, and \.6. For only one document, leave Create Single Attachment checked. If you have changed the Attachment Title, this will apply the change. If you add multiple files, uncheck the Create Single Attachment check box, click Create Attachment(s), and the attachments will have different Attachment Titles based on their filenames.7. Click Create Attachment(s). The document will appear in the Attachments area. (Click View if you want to view the attachment.)
5. If desired, change the Attachment Title to something more meaningful for the document. Otherwise, leave the default title based on the file name. Do not use special characters or symbols, including &, ', “, <, and \.
6. For only one document, leave Create Single Attachment checked. If you have changed the Attachment Title, this will apply the change. If you add multiple files, uncheck the Create Single Attachment check box, click Create Attachment(s), and the attachments will have different Attachment Titles based on their filenames.
7. Click Create Attachment(s). The document will appear in the Attachments area. (Click View if you want to view the attachment.)
8. Click Back to return to the voucher.
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.4. Select the name of the fiscal coder from the Fiscal Coder drop down menu. If your agency allows, click Enter Fiscal Coding and code the voucher as completely as possible. Then select the name of the 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.
4. Select the name of the fiscal coder from the Fiscal Coder drop down menu. If your agency allows, click Enter Fiscal Coding and code the voucher as completely as possible. Then select the name of the fiscal coder.
Figure 9 - Routing
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.
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.
The Report tab displays a detailed report only for the voucher that is open. These reports do not provide fiscal coding detail. To view fiscal coding detail, select the Reports Menu from the main menu.
1. Click the Report tab to view the voucher details.2. To print or save the report, click the Save disk icon.3. Select Excel, Acrobat (PDF), or Word file format.4. Click Open and use the print menu from your application to print, or click Save.
1. Click the Report tab to view the voucher details.
2. To print or save the report, click the Save disk icon.
3. Select Excel, Acrobat (PDF), or Word file format.
4. Click Open and use the print menu from your application to print, or click Save.