b. Fill in the appropriate fields, if needed and click a. From the “Expense Type” drop down, select the
Search Accommodations. expense you would like to add, cost and date, and Creating an
c. Click Check Availability next to the lodging click Save Expenses. You may enter up to 5
location you desire.
expenses at a time.
d. Select the “Radio” button next to the desired room b. If you need to enter an expense not in the drop Power User
and click Save Selected Hotel, or this room down, select Enter expense not listed link and
reservation will not be saved.
manually type the expense in box provided.
e. If no rooms are available with the selected hotel, or
c. When done, click Next Section. Log into GovTrip
if a specified room type does not appear, then there
is no availability at this hotel. Select Choose a. Navigate to the website www.govtrip.com
Another Hotel. If the desired hotel does not
Mileage Expenses b. Ensure the correct agency is selected from the
appear in the search results screen, you may select 9 “Agency” drop down. Enter your Username and
Request Assistance Booking Lodging, which will Password and click “Log-In to GovTrip”.
send your request to your TMC to book your hotel c. Read and select Accept to the “Warning and
after you sign your document. (Note: This will Privacy Act Statement”; you will be taken to your
result in a higher TMC Fee) a. From the “Expense Type” drop down, select the
GovTrip Welcome page.
f. On the “Booking Status” screen, you may either type of mileage expense you would like to add, date
d. If you do not have a Username and Password, click
book another hotel by clicking Book Additional and miles, and click Save Expenses. You may the “Create an Account” link in the First time user
Hotel, and complete steps a through e, or go to the enter up to 5 expenses at a time. section.
next Authorization section by clicking Proceed to b. When done, click Next Section.
6 Per Diem Entitlement 9 Creating a New Authorization
Rental Car Reservations
a. Ensure the per diem entitlements are correct. You
may update all days by using Edit All or individual
a. Fill in the appropriate search information and click a. If you are creating an Authorization for yourself
days by using Edit next to the desired day. This is
Search Rental Car Availability. navigate to the Document List section of your
where you update leave, meals provided and actual
b. Select Select and Continue next to the desired GovTrip Welcome screen and under Authorization
rental car company. If the desired rental car does lodging cost. If changes made, you must click
tab click Create New Authorization.
not appear in the search results screen you may Save These Entitlements. b. If you are creating an Authorization for someone
select Request Assistance Booking Rental Car, b. When done, click the Next Section. else, select the Traveler Lookup tab at the top of
which will send your request to your TMC to book your Welcome screen and use one of the lookup
your car after you sign your document. (Note: This 10 methods to find the person for whom you are
will result in a higher TMC Fee) Accounting creating travel. After selecting the correct person,
c. Click Save Selected Car. you will be brought to your Welcome screen with
d. On the “Booking Status” screen, you may either that traveler’s document list below; select Create
book another car by clicking Book Additional a. Select the appropriate Line of Accounting from the New Authorization from under their Authorization
Rental Car and complete steps a through c above, drop down and click Select LOA, or use BUILD tab.
or go to the next Authorization section by clicking YOUR OWN to create an LOA on your own. If Itinerary Creation
Proceed to next Section. multiple LOAs are necessary, after all have been 2
added, select the desired allocation type from the
7 a. In the “Departing From” section, enter your
Non-Mileage Expenses “How to Allocate” drop down and click Allocate Departing On date, as well as the location you will
Expenses. Follow the necessary steps and click be departing from Residence, Duty Station, or
Save Allocated Expenses or Save Allocations. Other.
b. When done click Next Section.
b. In the “Returning To” section, enter your Flight: Add Flight Reservations (4) do not want to stamp your document SIGNED at
Returning On date, as well as the location you will Hotel: Add Lodging/Hotel Reservations (5) this point.
be returning to; Residence, Duty Station, or Other. Rental Car: Add Rental Car Reservations (6)
c. Select your Trip Type and Trip Purpose from the Rail: Add Train/Rail Reservations (not included) 4
drop downs. Other Transportation: Add Other Transportation Air Reservations
d. In the Trip Details text box enter any pertinent trip Reservations (not included)
information you would like your approving officials Non-Mileage Expenses: Add Non-Mileage
to see. This information will be displayed on the Expenses (7) a. Select the type of search you like to do, Round
Preview Trip page of your Authorization. Mileage Expenses: Add Mileage Expenses (8) Trip or One Way, then type name of airport city or
e. When complete click Next Section. Per Diem: Edit next to per diem (9) airport code for departure and arrival locations.
Step 2: Documentation/Receipts: Add/Edit
b. Ensure that Arrival/Departure times are correct in
f. Ensure that the dates populated in the Arriving On Documentation & Receipts (not included)
the dropdown menu and click Search Availability.
and Departing On fields are correct and select a Accounting: Add Accounting Information (10)
Other Authorizations: Add Other Authorizations c. From the results screen, click Add to Price List for
TDY Location search method from the tabs the flights you would like to price, up to 10. You
Keyword Search, County, Zipcode, and Select (not included)
c. When all items have been added, from the “Power may select from the “GSA Contract”, “Non-Contract
by TDY Location. Government Fare”, and “Restricted” (if allowed)
g. After searching for and finding the correct TDY User Mode” page, click Next Section.
tabs. When complete, click Price Flights. If the
Location, select the “Radio” button next to that desired flight is not present you may click Request
location (not applicable for Select by TDY Location),
Pre Audit Assistance in Booking Flights, which will send
and click Add Selected Location. your request to your TMC to book your flight after
h. If you will be traveling to another TDY Location, at you sign your document. (Note: This will result in
the “Additional TDY Locations?” prompt, select Yes a higher TMC Fee)
and repeat steps f and g above; otherwise select
a. If any items on your Authorization have been d. From the priced flights list, select the flights you
flagged, you must enter a “Justification to Approving would like to save by clicking the Price Box; then
Step 3: click Select Flight(s).
Official” in the text box next to the entry. When
If your trip is two calendar days or less, proceed with e. You may at this point use the Select Seat link to
step i; if you trip is greater than two calendar days, done click Next Section.
indicate a seating preference or use the Seat
proceed to step j. b. NOTE: If the default Method of Reimbursement is
Selection drop down. Click Save Selected
i. Select the appropriate duration for your trip by using changed on any expense, you will receive a Pre- Flight.
the “Radio Buttons” and then click Next Section. Audit flag. f. On the “Booking Status” screen, you may either
j. Select the appropriate reservations you would like to book another flight by clicking Book Additional
add to your trip by selecting the “Check Boxes” next 12 Flight and complete steps a through e above, or go
to each section. This will load up your guided Digital Signature
to the next Authorization section by clicking
navigation for the remainder of your document. Proceed to Next Section.
k. When done click Save and Proceed.
Power User Mode a. Ensure that the “SIGNED” stamp is populated in the 5
“Submit this document as:” drop down. You may 5
add any additional remarks that will appear in the
a. After completing step 2, you will have the option
that will appear at the very top right hand corner of remarks section of this page. When done click
the screen that says “Power User”. Click the Power Submit Completed Document. a. Ensure that the “Check-In” and “Check-Out” dates
User link. *If you need your tickets issued early, you may are correct and select the appropriate search tab
b. From here you will be able to add items to your change the “Advance Ticketing” date; the default is from Near TDY Location, Near Airport, By
document in an a la carte fashion. When adding Zipcode, By Hotel Name.
3 business days prior to the start of your trip.
items to your document, proceed to the section b. On the “Stamp Process” page, read the information
listed; when done, you will be taken back to the and click Save and Continue. Click Cancel if you
“Power User Mode” page.