Frequently Asked Questions
Q: What do I do first?
A: Before you can begin creating Travel Authorizations or Vouchers,
you must first fill out the profile information for the Traveler for
whom you are creating the travel document. This is done by clicking
on the ‘Travelers’ tab under the Tool Bar at the top of the screen.
Once you have clicked on the ‘Travelers’ tab you can create a new
user by either clicking on the ‘New’ (blank page icon) in the tool
bar or by clicking on the ‘File’ menu option, then clicking ‘New’
and then clicking on the ‘Traveler’ option.
Q: Sometimes, when I single click an item, nothing happens. Why?
A: Windows requires you to double click on some items.
Q: Why can’t I edit a social security number or unique numeric identifier?
A: The WinFTA program uses the social security number or the User ID as a
unique identifier for the traveler. This number cannot be changed or
any Travel Authorizations of Vouchers created for that travel would
be lost. The program warns you that once you save either the SSN or
User ID, that it can not be changed. If you make a mistake entering
this information, you can edit it before you save the profile
information. Once the profile information has been saved, the only
thing you can do if you entered the wrong information is to delete
the record for the traveler and then create a new record.
Q: Do all documents have to print the SSN or User ID number I entered in the profile?
A: No. Under the Util menu, click on Print SSN. You can turn off the
printing of SSNs or IDs.
Q: Can I look up a per diem rate while preparing a TA or Voucher?
A: Yes, with the WinFTA tab system, you can leave one document, look
up your information in Travel Profile, per diem rates and go back to
the document you are working on without losing any information.
Q: What blocks must I fill out under the Mode & Misc. tab of the TA?
A: You may check any one or all of the blocks under this tab.
The blank after “Privately owned” must be filled in before you can
enter the mileage rate, applicable to the travel. The two blocks
before “Other” pertain to Relocation only. The original DI 1020 is
still used by some agencies for Relocation Allowances.
Q: Can I prepare a relocation voucher in WinFTA?
A: No, the program only calculates and prints the temporary duty (TDY) voucher.
Q: What are Conus and OConus, and which one do I check?
A: Conus is the Government’s acronym for Continental or Conterminous US and
Oconus is the acronym for Outside the Continental US, which includes
AK and HI, all non-foreign and foreign areas.
Q: How do I create a new travel voucher?
A: Click on the voucher tab and select - ”New Voucher”. Select the traveler and type of
voucher. Fill in the Voucher starts and Voucher ends date blocks
next. The rest of the information on this tab is added according to
agency policy.
Q: Why are there spaces for two travel authorizations?
A: Some agencies split travel costs between two appropriations and like to
assign a travel authorization account for each one.
Q: Why does lodging come up first on the second tab of the voucher, “Reimbursement detail”?
A: Lodging information must be completed first to select the proper
locality per diem rates and methods used to calculate the voucher.
Q: Why can’t I edit the lodging location or method information after I have saved it?
A: If the locality per diem rate and method were changed after the
program calculated and saved the data, the integrity of the voucher
would be compromised and accuracy of the voucher could not be
guaranteed.
Q: May I edit the lodging amounts?
A: Yes, you may edit the lodging amounts at any time.
Q: May I have different per diem locations and methods in the same voucher?
A: Yes. You must enter a “B”egin lodging and a “F”inal lodging
location and amount for each different location and/or method. The
“F” is used for the last lodging at midnight on the day before the
“Voucher end” date. The Reimbursement detail tab automatically comes
up with the begin lodging and final lodging dates. The final lodging
date would have to be changed for each new location or method.
Q: How would I change the lodging rate at the same location when I’m using the same method?
A: You would complete the begin lodging and end lodging as if the
amount stayed the same and save it. Then you would use the “C”hange
lodging selection in the “Action code” pick list and add the new
amount under Reimbursement details.
Q: What are the per diem methods allowed by the program?
A: The program uses the three methods that may be used in
reimbursing Federal travel vouchers set by the GSA Federal Travel
Regulations:
“L” - Lodging Plus: Based on actual lodging cost, not to exceed the maximum for the locality, and a Meals and Incidental Expense (M&IE) component based on the M&IE rate established for that locality.
“A” - Actual Expense: Lodging cost and itemization of meals not to exceed 300% of the GSA established locality rate for the area.
“M” – MIE Plus Lodgings: A variation of lodgings plus method. The lodgings limit is increased and the M&IE remains the normal locality rate, prorated for first and last days. The total of the increased lodgings added to the regular M&IE can not exceed 300%.
Q: After I complete the lodging, what must be done next?
A: After you have completed the Lodging information in the Lodging
section, the Lodging data you entered will be added to the trip
details. This lodging information is used by the Trip details
section to calculate correct lodging reimbursement for your trip,
based on the reimbursement method or methods you entered in the
Lodging section. Remember in the Trip details section you will not
be able to change the lodging information.
Q: Why don’t I see the M&IE on the screen when completing
the lodging and trip reimbursement details?
A: The grid under the input screen shows only the lines you have
entered and the calculation of the partial days M&IE and full days
M&IE are shown in the print preview or printed voucher.
Q: Will my voucher print the same as shown in the print preview screen?
A: Yes, the last button on the tool bar is the print preview button.
You may also click on the printer button to the left. The first time
you click the printer, the print preview shows and the second time
the form will actually be printed. What you see on the print preview
will come out on the finished voucher form. If there are any
problems with the voucher entries or calculation, it will show in
the print preview.