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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 - PowerPoint PPT Presentation
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WVMI & Quality InsightsEPRP IV Voucher Forms
User’s Manual
Created: 07/29/2010Last Updated: 10/05/2010
WVMI & Quality Insights 2
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: RegistrationA 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 Note!
If you don’t have a 2nd line in your address, leave this blank
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Logging InClick 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 SettingsVoucher Forms tab is now enabled.
The tab you’re on is highlighted yellow.Note!
Click User Settings
Voucher Forms
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Setup: Travel Voucher Presets
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).
Note!
There is no limit to the number of Presets you can create
Voucher Forms
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Setup: Travel Voucher Presets
To do this, click Add a Travel Voucher Preset
Voucher Forms
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Setup: User Settings
The Travel Voucher
Preset Form window will
openClick this drop-down arrow to
select your facility
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Setup: Travel Voucher Presets
If necessary, scroll down to find your facility
When you find your facility, click it
Beckley will be used for this example
Voucher Forms
WVMI & Quality Insights 13
Setup: Travel Voucher Presets
Click this drop-down arrow to
select state where facility
located
Voucher Forms
WVMI & Quality Insights 14
Setup: Travel Voucher Presets
If necessary, scroll down to find your facility
When you find state of facility location, click it
Voucher Forms
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Setup: Travel Voucher PresetsNot
e!
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
Primary Destination and County are automatically filled in, but may not be accurate!
WVMI & Quality Insights 16
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
Standard CONUS Rate is automatically filled in
Click Save And Close Window
Voucher Forms
WVMI & Quality Insights 19
Setup: Travel Voucher Presets
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.
Voucher Forms
WVMI & Quality Insights 20
Setup: Travel Voucher Presets
How do I change an
existing Preset? Click Edit and make the changes
Voucher Forms
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Setup: Travel Voucher Presets
What if I review at multiple VAMCs? Click “Add a Travel Voucher Preset” for
each VAMC
Voucher Forms
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Setup is Complete
Now, on to Travel & Expense Vouchers…
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Creating a Travel Expense VoucherClick Voucher Forms tab to get to this screen
To add a new Travel Expense Voucher, click here
Tip!
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.
Click Travel tabVoucher Forms
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Creating a Travel Expense Voucher
Click the drop-down arrow to select a facility
Voucher Forms
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Creating a Travel Expense Voucher
Scroll up or down to find your facility
if necessary
Click your facility
Voucher Forms
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Creating a Travel Expense Voucher
Your facility will appear hereIf not, repeat the previous step
Once you have the correct facility, click Continue
Voucher Forms
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Creating a Round Trip
Tip!
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.
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.
Voucher Forms
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Adding Trips to a Round Trip
Click Add a trip
Voucher Forms
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Adding Trips to a Round Trip
The Trip Information Form opensVoucher Forms
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Adding Trips to a Round Trip
Free-type From and To
Free-type the date in mmddyy format, hit the spacebar, then
type the time in military format
hhmmDo the same for the Arrival Date and Time
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.Tip!
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Adding Trips to a Round Trip
Click the drop-down arrow beside Select One
Click your transportation mode from the list.
Voucher Forms
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Adding Trips to a Round Trip
If you choose Personal Auto, enter your mileage for this leg
of your trip
Tip!
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
Free-type any relevant notes here
Click Save And Close WindowOR
You may add lodging info by clicking Add Lodgings
[Instructions covered later]If you Add Lodgings here, you MUST Save your Trip info first
Note!
Voucher Forms
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Adding Trips to a Round Trip
The data you just entered appears
here
Voucher Forms
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Adding Trips to a Round Trip
To create my return trip, click
Add a Trip
Voucher Forms
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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
Then, click Add a Stay
Voucher Forms
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Adding Lodgings to a Round Trip
Lodging Information Form opens
Free-type check-in & check-out dates in mmddyy format
Free-type Lodging Name, Nightly Taxes, and Nightly RateNOTE: 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).
Voucher Forms
WVMI & Quality Insights 41
Adding Lodgings to a Round Trip
Tip!
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
Click Save And Close Window
Voucher Forms
WVMI & Quality Insights 42
Adding Lodgings to a Round Trip
The data you just entered appears
here
If it is not correct, click Edit to make the changes
Note!
The number of nights for lodging automatically calculates based on the dates entered
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Adding Lodgings to a Round Trip
Itemization appears here
Click here for breakdown
The calculated total is based on the lesser of actual lodging costs or per diem costs
including taxes
Voucher Forms
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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?
We’ll cover that later…
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Viewing Meals & Incidental Expenses
To view them, click the Meals
& Incidental Expenses
tab
Meals & Incidental Expenses are automatically created
Voucher Forms
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Viewing Meals & Incidental Expenses
The M&I Expenses
are itemized
here
Voucher Forms
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Adding Transportation Expenses to a Round Trip
Click Transportation tabEnter 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
Free-type any related notes here
Now, on to Exit Conferences…
Voucher Forms
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Adding Exit Conference Expenses to a Round Trip
Click Exit Conferences tab
Click Add an Exit Conference
Voucher Forms
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Adding Exit Conference Expenses to a Round Trip
Exit Conference Form opens
Voucher Forms
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Adding Exit Conference Expenses to a Round Trip
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
Click drop-down arrow beside Qty
Choose Qty from the list
Voucher Forms
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Adding Exit Conference Expenses to a Round Trip
Free-type the Pull Date and Exit Date in mmddyy format
Option!
You may click the “Date
Pickers” and click the day
from the calendar
which appears
Click Save And Close Window
Voucher Forms
WVMI & Quality Insights 55
Adding Exit Conference Expenses to a Round Trip
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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WVMI & Quality Insights 56
The Totals Tab
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
Voucher Forms
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Printing Travel & Expense Vouchers
Click Printing Reports tab
Then click Print Preview
Voucher Forms
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Printing Travel & Expense VouchersClick here to print
Click here to save a copy
WVMI & Quality Insights 59
Printing Travel & Expense Vouchers
Then click Print Preview
Voucher Forms
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Printing Travel & Expense VouchersClick here to print
Click here to save a copy
WVMI & Quality Insights 61
Multiple Per Diems in Same Trip
If you only review one facility per trip, please proceed to slide 82
?
WVMI & Quality Insights 62
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)
Clarksburg is really not in Morgantown, but for this example, we’ll assume it is.
First, add the new per diem location by Select State and Primary Destination (as before)
Click Save And Close Window
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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
WVMI & Quality Insights 76
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
WVMI & Quality Insights 81
Travel & Expense Vouchers Complete
Now, on to Professional Services Vouchers…
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Creating Professional Services VouchersClick Voucher Forms tab
Click Create a new Professional Services Voucher
Click Professional Service tabVoucher Forms
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Creating Professional Services Vouchers
Default facility is “999 – No Specific Facility”. Please do not change this.
Note!
Voucher Forms
WVMI & Quality Insights 84
Creating Professional Services Vouchers
Click Continue
Voucher Forms
WVMI & Quality Insights 85
Creating Professional Services Vouchers
This form will be displayed
$30.00
999 – No Specific Facility
Voucher Forms
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Creating Professional Services VouchersClick (or tab) into each field for which you have time, and type
the number of hoursNOTE: Abstractor Evaluation is
still 30 minutes (not 1 hour)
$30.00
999 – No Specific Facility
Continued on Next
Page
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WVMI & Quality Insights 87
Creating Professional Services Vouchers
If Mentoring, Other, or Telephone Conference Call* contain hours, free-type mandatory Comments here
There is no “Save” button on this form. It saves automatically.
Notes!
$30.00
999 – No Specific Facility
* Date of Telephone Conference Call is required in Comments
WVMI & Quality Insights 88
Printing the Professional Services Voucher
Click Print Preview
$30.00
999 – No Specific Facility
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WVMI & Quality Insights 89
Printing Professional Services VoucherClick here to print
Click here to save a copy
WVMI & Quality Insights 90
Professional Services Vouchers Complete
Now, on to Misc Supplies Vouchers…
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Creating Misc Supplies VouchersClick Voucher Forms tab
Click Add a Supplies Voucher
Click Misc. Supplies tabVoucher Forms
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Creating Misc Supplies Vouchers
Type the cost of your Computer/Office Supplies here
Type your Telephone costs here
Click Save And Close Window
Type the date on the receipt hereVoucher Forms
WVMI & Quality Insights 93
Printing Misc Supplies Vouchers
A list of all your vouches appears
hereFind the voucher you want to print and click the corresponding Print
Vouchers will accumulate in the list as above
Note!
Voucher Forms
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Printing Misc Supplies VouchersClick here to print
Click here to save a copy
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• 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
A Note About All Vouchers
WVMI & Quality Insights 96
Logging OutClick Log In/Out
Click Here
Voucher Forms
WVMI & Quality Insights 97
End