wvmi & quality insights eprp iv voucher forms user’s manual

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


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


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

http://vaexpense.wvmi.org/


Setup: RegistrationA one-time Registration step is required before using

the new vouchers

Click Registration

Once inside the software, always single-click


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


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


Setup: User SettingsVoucher Forms tab is now enabled.

The tab you’re on is highlighted yellow.Note!

Click User Settings

Voucher Forms


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



To do this, click Add a Travel Voucher Preset

Voucher Forms


Setup: User Settings

The Travel Voucher

Preset Form window will

openClick this drop-down arrow to

select your facility



If necessary, scroll down to find your facility

When you find your facility, click it

Beckley will be used for this example

Voucher Forms



Click this drop-down arrow to

select state where facility

located

Voucher Forms



If necessary, scroll down to find your facility

When you find state of facility location, click it

Voucher Forms


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!



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”.



How to use Standard CONUS Rate

Click the drop-down arrow under state

Scroll to the very top of the list

Click Other



Standard CONUS Rate is automatically filled in

Click Save And Close Window

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.

Voucher Forms



How do I change an

existing Preset? Click Edit and make the changes

Voucher Forms



What if I review at multiple VAMCs? Click “Add a Travel Voucher Preset” for

each VAMC

Voucher Forms


Setup is Complete

Now, on to Travel & Expense Vouchers…


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


Creating a Travel Expense Voucher

Click the drop-down arrow to select a facility

Voucher Forms



Scroll up or down to find your facility

if necessary

Click your facility

Voucher Forms



Your facility will appear hereIf not, repeat the previous step

Once you have the correct facility, click Continue

Voucher Forms


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


Adding Trips to a Round Trip

Click Add a trip

Voucher Forms



The Trip Information Form opensVoucher Forms



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!



Click the drop-down arrow beside Select One

Click your transportation mode from the list.

Voucher Forms



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.

Voucher Forms



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



The data you just entered appears

here

Voucher Forms



To create my return trip, click

Add a Trip

Voucher Forms



Create the Trip Information for the return trip just as you did for the initial trip




Scroll down


here


Adding Lodgings to a Round Trip

To add lodging, click the Lodgings tab



Then, click Add a Stay

Voucher Forms



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



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


Voucher Forms




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



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


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…


Viewing Meals & Incidental Expenses

To view them, click the Meals

& Incidental Expenses

tab

Meals & Incidental Expenses are automatically created

Voucher Forms


Viewing Meals & Incidental Expenses

The M&I Expenses

are itemized

here

Voucher Forms


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

Voucher Forms


Adding Transportation Expenses to a Round Trip

Free-type any related notes here

Now, on to Exit Conferences…

Voucher Forms


Adding Exit Conference Expenses to a Round Trip

Click Exit Conferences tab

Click Add an Exit Conference

Voucher Forms



Exit Conference Form opens

Voucher Forms



Click drop-down arrow beside Select Exit Type

Click your choice from the list

Voucher Forms



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.



Click drop-down arrow beside Qty

Choose Qty from the list

Voucher Forms



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


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

Voucher Forms


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


Printing Travel & Expense Vouchers

Click Printing Reports tab

Then click Print Preview

Voucher Forms


Printing Travel & Expense VouchersClick here to print

Click here to save a copy


Printing Travel & Expense Vouchers

Then click Print Preview

Voucher Forms


Printing Travel & Expense VouchersClick here to print



Multiple Per Diems in Same Trip

If you only review one facility per trip, please proceed to slide 82

?


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.



Since Beckley is my first destination, that is what I’ll add first

Click Add a Trip



Add the 1st leg of the trip (Home to Beckley)




Data will be

displayed here



Now add lodging for overnight stay in Beckley

Click Lodgings and then click Add a Stay



Add the lodging

Add lodging info and then click Save And Close Window



Data will be

displayed here

This completes the 1st leg of this 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



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)




Add trip info from Beckley to Clarksburg (2nd leg of this trip)

Second, Add a Trip



Add trip info from Beckley to Clarksburg (2nd leg of this trip)




Data will be

displayed here



Adding lodging for the 2nd leg of the trip

Click Lodgings and then click Add a Stay



Add lodging info for the 2nd leg of the trip




Data will be

displayed here

Only 1 more step to go to get all the Trip & Lodging data documented



While still on the 2nd per diem location, we’ll add the 3rd & final trip data(from Clarksburg to home)

Click Add a Trip



Add trip info for the journey home




Data will be

displayed here



Here is how the voucher will look

I’ve scrolled down to show the trip data


Travel & Expense Vouchers Complete

Now, on to Professional Services Vouchers…


Creating Professional Services VouchersClick Voucher Forms tab

Click Create a new Professional Services Voucher

Click Professional Service tabVoucher Forms


Creating Professional Services Vouchers

Default facility is “999 – No Specific Facility”. Please do not change this.

Note!

Voucher Forms



Click Continue

Voucher Forms



This form will be displayed

$30.00

999 – No Specific Facility

Voucher Forms


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


Continued on Next

Page

Voucher Forms



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


* Date of Telephone Conference Call is required in Comments


Printing the Professional Services Voucher

Click Print Preview

$30.00


Voucher Forms


Printing Professional Services VoucherClick here to print



Professional Services Vouchers Complete

Now, on to Misc Supplies Vouchers…


Creating Misc Supplies VouchersClick Voucher Forms tab

Click Add a Supplies Voucher

Click Misc. Supplies tabVoucher Forms


Creating Misc Supplies Vouchers

Type the cost of your Computer/Office Supplies here

Type your Telephone costs here


Type the date on the receipt hereVoucher Forms


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


Printing Misc Supplies VouchersClick here to print



• 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


Logging OutClick Log In/Out

Click Here

Voucher Forms


End

wvmi & quality insights eprp iv voucher forms user’s manual

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