WVMI & Quality Insights
EPRP IV Voucher Forms
User’s Manual
Created: 07/29/2010
Last Updated: 10/05/2010
New EPRP IV Voucher Benefits
• Accessible from any computer via the internet
• Data loss is virtually impossible because data
is stored at WVMI, instead of on the individual
laptop
• Fresh, new look in full color
• It calculates Per Diem rates automatically for
each day of each trip in the voucher.
Abstractors no longer need to input manually
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New EPRP IV Voucher Benefits
• It groups round trips and calculates them
separately to help ensure accurate mileage
reimbursement
• It collects actual hotel rates for more efficient
verification of lodging expenses to receipts
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How to Open the Software
• An icon will be deployed to your desktop
• Double-click the icon to open the software
• NOTE: once you’ve opened the software, always
single-click to navigate inside it
• If you do not see the icon, or you are on your
home computer you can access the software by
opening Internet Explorer and going to this web
address:
http://vaexpense.wvmi.org
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Setup: Registration
A one-time Registration step is required before using
the new vouchers
Click Registration
Once inside the software, always single-click
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Setup: Registration
Fill in all the fields and click
Submit. You’ll then be
taken to the Voucher Forms
tab
If you don’t have a 2nd line in your
address, leave this blank
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Logging In
Click Log In/Out
Type your Username and Password
with which you registered
Click Login
If you forget your userid or password, contact the WVMI Service Desk
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Setup: User Settings
Voucher Forms tab is now enabled.
The tab you’re on is highlighted yellow.
Voucher Forms
Click User Settings
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Setup: Travel Voucher Presets
Voucher Forms
Why do this?
User Settings allows you to “Preset” the Per Diem information of the
facility(ies) for which you perform abstraction. Once you create a
Preset (or Presets), the software will always remember it (no need for
you to type in the per diem information every time you create a new
voucher).
There is no limit to the number of Presets you can create
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Setup: Travel Voucher Presets
Voucher Forms
To do this, click Add a Travel Voucher Preset
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Setup: User Settings
The Travel
Voucher
Preset Form
window will
open
Click this dropdown arrow to
select your
facility
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Setup: Travel Voucher Presets
Voucher Forms
If necessary, scroll down to
find your facility
When you find your facility, click it
Beckley will be used for this example
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Setup: Travel Voucher Presets
Voucher Forms
Click this dropdown arrow to
select state
where facility
located
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Setup: Travel Voucher Presets
Voucher Forms
If necessary, scroll down to
find your facility
When you find state of facility
location, click it
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Setup: Travel Voucher Presets
Primary Destination and County are automatically filled in, but may
not be accurate!
In this example, I know that the Beckley facility does NOT use the Charleston per diem,
so I need to find the correct per diem location
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Setup: Travel Voucher Presets
To find the per diem location, click the drop-down arrow under Primary Destination
Click the correct one from the
list. If your per diem location is
not in the list, use the Standard
CONUS Rate.
How do I use Standard CONUS Rate? Change the state to “Other”.
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Setup: Travel Voucher Presets
How to use Standard CONUS Rate
Click the drop-down arrow under state
Scroll to the very top of the list
Click Other
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Setup: Travel Voucher Presets
Voucher Forms
Standard CONUS Rate is automatically filled in
Click Save And Close Window
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Setup: Travel Voucher Presets
Voucher Forms
In this example, anytime I create a new voucher for facility 517, I’ll no longer be
required to enter “Standard CONUS Rate” for each voucher I create, because
the setup steps make the software automatically choose it for me.
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Setup: Travel Voucher Presets
Voucher Forms
How do I
change an
existing
Preset?
Click Edit and make the changes
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Setup: Travel Voucher Presets
Voucher Forms
What if I
review at
multiple
VAMCs?
Click “Add a Travel Voucher Preset” for
each VAMC
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Setup is Complete
Now, on to Travel & Expense Vouchers…
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Creating a Travel Expense Voucher
Click Voucher Forms tab to get to this screen
Voucher Forms
Click Travel tab
To add a new Travel Expense Voucher, click here
When your cursor is in a location which can be “clicked”, it will
change from an arrow to a hand, with the index finger extended.
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Creating a Travel Expense Voucher
Voucher Forms
Click the drop-down arrow to select a facility
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Creating a Travel Expense Voucher
Voucher Forms
Scroll up or down
to find your facility
if necessary
Click your facility
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Creating a Travel Expense Voucher
Voucher Forms
Your facility will appear here
If not, repeat the previous step
Once you have the correct facility, click Continue
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Creating a Round Trip
Voucher Forms
Notice that my per diem is automatically
completed, using the Standard CONUS
rate. This is because I completed this per
diem for my facility in my Presets earlier.
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If you don’t set up
your Presets, you’ll
have to “Add a New
Per Diem Location”
every time you create
a new voucher.
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Adding Trips to a Round Trip
Voucher Forms
Click Add a trip
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Adding Trips to a Round Trip
Voucher Forms
The Trip Information Form opens
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Adding Trips to a Round Trip
Each round trip will have at least 2 trips: one to
get there and one to return. If you visit multiple
facilities in one trip, you’ll have more than 2.
Free-type From and To
Free-type the
date in mmddyy
format, hit the
spacebar, then
type the time in
military format
hhmm
Do the same for the Arrival Date and Time
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Adding Trips to a Round Trip
Voucher Forms
Click the drop-down arrow beside Select One
Click your transportation
mode from the list.
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Adding Trips to a Round Trip
Voucher Forms
If you choose Personal Auto,
enter your mileage for this leg
of your trip
Mileage defaults to zero, so be sure to change it.
If you forget, you can add it later.
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Adding Trips to a Round Trip
Voucher Forms
Free-type any relevant
notes here
If you Add Lodgings here, you
MUST Save your Trip info first
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Click Save And Close Window
OR
You may add lodging info by
clicking Add Lodgings
[Instructions covered later]
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Adding Trips to a Round Trip
Voucher Forms
The data
you just
entered
appears
here
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Adding Trips to a Round Trip
Voucher Forms
To create
my
return
trip, click
Add a
Trip
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Adding Trips to a Round Trip
Create the Trip Information for the return trip just as
you did for the initial trip
Click Save And Close Window
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Adding Trips to a Round Trip
Scroll down
The data
you just
entered
appears
here
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Adding Lodgings to a Round Trip
To add lodging, click the Lodgings tab
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Adding Lodgings to a Round Trip
Voucher Forms
Then, click Add a Stay
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Adding Lodgings to a Round Trip
Voucher Forms
Lodging
Information
Form opens
Free-type check-in & check-out
dates in mmddyy format
Free-type Lodging Name, Nightly Taxes, and Nightly Rate
NOTE: If nightly rates are different, a new “Lodging Information Form” must be
created for each rate. For example, if I stay overnight Wednesday, Thursday,
and Friday, and the rate for Friday is $150, but the rate for the other two nights
is $100, I’ll need to complete 2 forms (one with Wednesday’s & Thursday’s
rates and one with Friday’s rates).
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Adding Lodgings to a Round Trip
Voucher Forms
Click Save And Close Window
Anytime you see the symbol [?], simply resting your mouse pointer on it (no
need to click) will give you information. Note that 2 of these symbols appear
here, 1 beside Nightly Taxes and 1 beside Nightly Rates
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Adding Lodgings to a Round Trip
The data
you just
entered
appears
here
The number of nights for lodging automatically calculates
based on the dates entered
If it is not correct, click Edit to make the changes
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Adding Lodgings to a Round Trip
Voucher Forms
Click here for breakdown
Itemization
appears here
The calculated total is based on the lesser
of actual lodging costs or per diem costs
including taxes
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Adding Multiple Trips to a Round Trip?
What if I visit more
than 1 VAMC and stay
overnight more than
once while on the same
round trip?
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We’ll cover
that later…
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Viewing Meals & Incidental Expenses
Voucher Forms
Meals & Incidental Expenses are automatically created
To view
them, click
the Meals
&
Incidental
Expenses
tab
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Viewing Meals & Incidental Expenses
Voucher Forms
The M&I
Expenses
are
itemized
here
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Adding Transportation Expenses to a Round Trip
Voucher Forms
Click Transportation tab
Enter expenses here
by placing cursor in
the box and typing
over the zero
These 2 are
calculated
and may
not be
modified
As these are added or changed,
the total updates automatically
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Adding Transportation Expenses to a Round Trip
Voucher Forms
Free-type any related notes here
Now, on to Exit Conferences…
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Adding Exit Conference Expenses to a Round Trip
Voucher Forms
Click Exit Conferences tab
Click Add an Exit Conference
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Adding Exit Conference Expenses to a Round Trip
Voucher Forms
Exit
Conference
Form opens
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Adding Exit Conference Expenses to a Round Trip
Voucher Forms
Click drop-down arrow beside Select Exit Type
Click your choice
from the list
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Adding Exit Conference Expenses to a Round Trip
VAMC defaults to the facility you chose for this round trip.
If you wish to change the facility, click the drop-down arrow and select the
correct facility from the list.
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Adding Exit Conference Expenses to a Round Trip
Voucher Forms
Click drop-down arrow beside Qty
Choose
Qty from
the list
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Adding Exit Conference Expenses to a Round Trip
Voucher Forms
Free-type the Pull Date and Exit Date in
mmddyy format
Click Save And Close Window
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You may click
the “Date
Pickers” and
click the day
from the
calendar
which
appears
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Adding Exit Conference Expenses to a Round Trip
Voucher Forms
The entry
you just
made
appears
here
If it is not correct, click Edit to make changes
If you are requesting payment for multiple VAMC exit
conference fees, you’ll need to repeat the same steps for
each exit conference re-using the “Add an Exit Conference”
link
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The Totals Tab
Voucher Forms
Click Totals tab for summary
Note: The totals displayed on this slide are for illustrative purposes
only, and are not part of the previously entered example
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Printing Travel & Expense Vouchers
Voucher Forms
Click Printing Reports tab
Then click Print Preview
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Printing Travel & Expense Vouchers
Click here to print
Click here to save a copy
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Printing Travel & Expense Vouchers
Voucher Forms
Then click Print Preview
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Printing Travel & Expense Vouchers
Click here to print
Click here to save a copy
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Multiple Per Diems in Same Trip
If you only review one facility per trip, please
proceed to slide 82
?
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Example of Adding Multiple Trips to a Round Trip
• Example: I live in Charleston, WV. I leave home, and do a
site visit in Beckley (stay the night), then do a site visit in
Clarksburg (stay the night), and then return home.
– I’ll have 3 trips, all on the same Round Trip, but only 2 lodgings
• 1. Charleston (home) to Beckley (stay the night in Beckley)
• 2. Beckley to Clarksburg (stay the night in Clarksburg)
• 3. Clarksburg to home
• Important! Trips involving multiple locations will require a
separate entry for the lodging and meal per diems. Using
the above trip example, two lodging entries will be
required; one for the Beckley location and a second for the
Clarksburg location. This is accomplished using the lodging
and/or meals & Incidental expense tabs.
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Example of Adding Multiple Trips to a Round Trip
Since Beckley is my first destination, that is what I’ll add first
Click Add a Trip
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Example of Adding Multiple Trips to a Round Trip
Add the 1st leg of the trip (Home to Beckley)
Click Save And Close Window
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Example of Adding Multiple Trips to a Round Trip
Data will
be
displayed
here
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Example of Adding Multiple Trips to a Round Trip
Now add lodging for overnight stay in Beckley
Click Lodgings and then
click Add a Stay
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Example of Adding Multiple Trips to a Round Trip
Add the lodging
Add lodging info and then click
Save And Close Window
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Example of Adding Multiple Trips to a Round Trip
Data will
be
displayed
here
This completes the 1st leg of this trip
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Example of Adding Multiple Trips to a Round Trip
Add info for travel from Beckley to Clarksburg (2nd leg of this trip)
In this example, we’re assuming these 2 facilities are in 2 different per diem locations
Click Add a new Per Diem Location
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Example of Adding Multiple Trips to a Round Trip
Add info for travel from Beckley to Clarksburg (2nd leg of this trip)
First, add the new per diem location by
Select State and Primary Destination (as before)
Click Save And Close Window
Clarksburg is really not in Morgantown, but for this example, we’ll assume it is.
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Example of Adding Multiple Trips to a Round Trip
Add trip info from Beckley to Clarksburg (2nd leg of this trip)
Second, Add a Trip
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Example of Adding Multiple Trips to a Round Trip
Add trip info from Beckley to Clarksburg (2nd leg of this trip)
Click Save And Close Window
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Example of Adding Multiple Trips to a Round Trip
Data will
be
displayed
here
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Example of Adding Multiple Trips to a Round Trip
Adding lodging for the 2nd leg of the trip
Click Lodgings and then
click Add a Stay
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Example of Adding Multiple Trips to a Round Trip
Add lodging info for the 2nd leg of the trip
Click Save And Close Window
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Example of Adding Multiple Trips to a Round Trip
Data will
be
displayed
here
Only 1 more step to go to get all the Trip & Lodging data documented
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Example of Adding Multiple Trips to a Round Trip
While still on the 2nd per diem location, we’ll add the 3rd & final trip data
(from Clarksburg to home)
Click Add a Trip
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Example of Adding Multiple Trips to a Round Trip
Add trip info for the journey home
Click Save And Close Window
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Example of Adding Multiple Trips to a Round Trip
Data will
be
displayed
here
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Example of Adding Multiple Trips to a Round Trip
Here is how the voucher will look
I’ve
scrolled
down to
show the
trip data
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Travel & Expense Vouchers Complete
Now, on to Professional Services Vouchers…
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Creating Professional Services Vouchers
Click Voucher Forms tab
Voucher Forms
Click Professional Service tab
Click Create a new Professional Services Voucher
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Creating Professional Services Vouchers
Voucher Forms
Default facility is
“999 – No Specific Facility”.
Please do not change this.
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Creating Professional Services Vouchers
Voucher Forms
Click Continue
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Creating Professional Services Vouchers
Voucher Forms
This form will be displayed
999 – No Specific Facility
$30.00
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Creating Professional Services Vouchers
Voucher Forms
999 – No Specific Facility
Click (or tab) into each field for
which you have time, and type
the number of hours
NOTE: Abstractor Evaluation is
still 30 minutes (not 1 hour)
$30.00
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Creating Professional Services Vouchers
If Mentoring, Other, or Telephone Conference Call* contain hours,
free-type mandatory Comments here
999 – No Specific Facility
$30.00
There is no “Save” button on this form. It saves automatically.
* Date of Telephone Conference Call is required in Comments
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Printing the Professional Services Voucher
Voucher Forms
999 – No Specific Facility
$30.00
Click Print Preview
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Printing Professional Services Voucher
Click here to print
Click here to save a copy
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Professional Services Vouchers
Complete
Now, on to Misc Supplies Vouchers…
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Creating Misc Supplies Vouchers
Click Voucher Forms tab
Voucher Forms
Click Misc. Supplies tab
Click Add a Supplies Voucher
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Creating Misc Supplies Vouchers
Type the date on the receipt here
Voucher Forms
Type the cost of your
Computer/Office Supplies here
Type your Telephone
costs here
Click Save And Close Window
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Printing Misc Supplies Vouchers
Voucher Forms
A list of
all your
vouches
appears
here
Find the voucher you want to print
and click the corresponding Print
Vouchers will accumulate in the list as above
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Printing Misc Supplies Vouchers
Click here to print
Click here to save a copy
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A Note About All Vouchers
• Always create a NEW voucher each time you
intend to mail the voucher to WVMI or ALPS
– Only use the “Edit” feature to correct mistake(s) made
when performing data entry BEFORE mailing to WVMI
or ALPS
• Once a Voucher has been mailed, please make no
further edits to that voucher unless directed
otherwise by WVMI or ALPS
– Submitting a voucher for additional services with a
duplicate invoice number will delay your
reimbursement
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Logging Out
Click Log In/Out
Voucher Forms
Click Here
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End
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