WVMI & Quality Insights EPRP IV Voucher Forms User’s Manual

1. WVMI & Quality InsightsEPRP IV Voucher FormsUser’s Manual Created: 07/29/2010 Last Updated: 10/05/2010

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 WVMI & Quality Insights

3. 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 WVMI & Quality Insights

4. 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 WVMI & Quality Insights

5. Setup: Registration A one-time Registration step is required before using the new vouchers Click Registration Once inside the software, always single-click WVMI & Quality Insights

6. 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 WVMI & Quality Insights

7. 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 WVMI & Quality Insights

8. Setup: User Settings Note! Voucher Forms tab is now enabled. The tab you’re on is highlighted yellow. Voucher Forms Click User Settings WVMI & Quality Insights

9. 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). Note! There is no limit to the number of Presets you can create WVMI & Quality Insights

10. Setup: Travel Voucher Presets Voucher Forms To do this, click Add a Travel Voucher Preset WVMI & Quality Insights

11. Setup: User Settings The Travel Voucher Preset Form window will open Click this drop-down arrow to select your facility WVMI & Quality Insights

12. 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 WVMI & Quality Insights

13. Setup: Travel Voucher Presets Voucher Forms Click this drop-down arrow to select state where facility located WVMI & Quality Insights

14. Setup: Travel Voucher Presets Voucher Forms If necessary, scroll down to find your facility When you find state of facility location, click it WVMI & Quality Insights

15. Setup: Travel Voucher Presets Note! 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 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”. WVMI & Quality Insights

17. 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 WVMI & Quality Insights

18. Setup: Travel Voucher Presets Voucher Forms Standard CONUS Rate is automatically filled in Click Save And Close Window WVMI & Quality Insights

19. 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. WVMI & Quality Insights

20. Setup: Travel Voucher Presets Voucher Forms How do I change an existing Preset? Click Edit and make the changes WVMI & Quality Insights

21. Setup: Travel Voucher Presets Voucher Forms What if I review at multiple VAMCs? Click “Add a Travel Voucher Preset” for each VAMC WVMI & Quality Insights

22. Setup is Complete Now, on to Travel & Expense Vouchers… WVMI & Quality Insights

23. 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 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. WVMI & Quality Insights

24. Creating a Travel Expense Voucher Voucher Forms Click the drop-down arrow to select a facility WVMI & Quality Insights

25. Creating a Travel Expense Voucher Voucher Forms Scroll up or down to find your facility if necessary Click your facility WVMI & Quality Insights

26. 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 WVMI & Quality Insights

27. Creating a Round Trip Voucher Forms Tip! 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. 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. WVMI & Quality Insights

28. Adding Trips to a Round Trip Voucher Forms Click Add a trip WVMI & Quality Insights

29. Adding Trips to a Round Trip Voucher Forms The Trip Information Form opens WVMI & Quality Insights

30. Adding Trips to a Round Trip Tip! 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 WVMI & Quality Insights

31. Adding Trips to a Round Trip Voucher Forms Click the drop-down arrow beside Select One Click your transportation mode from the list. WVMI & Quality Insights

32. Adding Trips to a Round Trip 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. WVMI & Quality Insights

33. Adding Trips to a Round Trip Voucher Forms Free-type any relevant notes here Click Save And Close Window OR You may add lodging info by clicking Add Lodgings [Instructions covered later] Note! If you Add Lodgings here, you MUST Save your Trip info first WVMI & Quality Insights

34. Adding Trips to a Round Trip Voucher Forms The data you just entered appears here WVMI & Quality Insights

35. Adding Trips to a Round Trip Voucher Forms To create my return trip, click Add a Trip WVMI & Quality Insights

36. 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 WVMI & Quality Insights

37. Adding Trips to a Round Trip Scroll down The data you just entered appears here WVMI & Quality Insights

38. Adding Lodgings to a Round Trip To add lodging, click the Lodgings tab WVMI & Quality Insights

39. Adding Lodgings to a Round Trip Voucher Forms Then, click Add a Stay WVMI & Quality Insights

40. 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). WVMI & Quality Insights

41. Adding Lodgings to a Round Trip Voucher Forms Tip! 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 WVMI & Quality Insights

42. Adding Lodgings to a Round Trip Note! The number of nights for lodging automatically calculates based on the dates entered The data you just entered appears here If it is not correct, click Edit to make the changes WVMI & Quality Insights

43. 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 WVMI & Quality Insights

44. 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… WVMI & Quality Insights

45. Viewing Meals & Incidental Expenses Voucher Forms Meals & Incidental Expenses are automatically created To view them, click the Meals & Incidental Expenses tab WVMI & Quality Insights

46. Viewing Meals & Incidental Expenses Voucher Forms The M&I Expenses are itemized here WVMI & Quality Insights

47. 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 WVMI & Quality Insights

48. Adding Transportation Expenses to a Round Trip Voucher Forms Free-type any related notes here Now, on to Exit Conferences… WVMI & Quality Insights

49. Adding Exit Conference Expenses to a Round Trip Voucher Forms Click Exit Conferences tab Click Add an Exit Conference WVMI & Quality Insights

50. Adding Exit Conference Expenses to a Round Trip Voucher Forms Exit Conference Form opens WVMI & Quality Insights