Q. How can I use DocuSign to submit a Local Travel Expense Voucher?

Why Should I Use DocuSign for Local Travel Expense Vouchers?

DocuSign streamlines the process by saving printer paper and toner and allows staff to quickly send the vouchers to be signed and automatically sent to FSD when completed. There is no need to create a DocuSign account; all Fairfax County employees already have a government account associated with their county email address.

Using the New Local Travel App

LIB-IT has launched a new Local Travel App. You can use this app to log your local travel and then submit for reimbursement. When you use the Travel App, it automatically creates the DocuSign document for you and sends it to all relevant parties for signature. 

If you would rather create the document yourself, follow the instructions below.

How to submit a local expense travel voucher using DocuSign

Preparing Your Documents for DocuSign

1. Download the Travel Expense Voucher form from Travel Policies and Procedures (sharepoint.com).
2. Fully fill out the form on your PC. Leave the signature fields blank.
3. Save the voucher as a PDF.
4. If you need to attach directions from MapQuest to show the distance in excess of your normal commute, you'll need to append PDFs of those documents to your PDF voucher. See the following Insiders for more information:

• How do I save MapQuest directions as a PDF? 
• How do I use FoxIt PDF Editor to combine two PDF documents?

Setting Up a Document in DocuSign

1. Go to https://apps.docusign.com/ and log in with your work email address.
   Note: if you get an error upon entering your email address, please submit an ESMP ticket.
2. Click on the blue Start button > Envelopes > Send an Envelope.

   

3. On the next screen, under Add documents, click on the blue Upload button > Browse, and choose the document you saved as a PDF.

   

4. Under Add recipients, check the box for Set signing order.

   

5. Enter your name and email address as the first recipient. Make sure that Needs to sign is selected for this recipient.

   

6. Click on Add Recipient and enter your supervisor’s name and email address. Also make sure that Needs to sign is selected for this recipient.

   

7. Click on Add Recipient a third time and enter the name and email address listed for Financial Services. Select Receives a copy (not Needs to sign).

   

8. Click on the Next button on the bottom right corner of the page.

   

9. You will now see your uploaded document. On the left side of the page there will be a column named Standard Fields. Click on the button labelled Signature.

   

10. Move the mouse pointer to the Signature of Traveler field in your document where you intend to sign. Place the Sign box on the left side of the signature field. Resize as necessary.

    

11. Click on the drop-down menu in the upper left corner of the screen and choose your supervisor's name.

    

12. Click on the Signature button under Standard Fields once again and place this signature box on the left-hand side of the Signature of Authorized Official line where your supervisor will sign.
13. Click on the Date Signed button and place this box on the right-hand side of the signature line.

    

14. Once you have your signatures placed, click on the yellow Send button in the bottom right of the page. You will have to sign it first, then it will be emailed to your supervisor for their signature. Once both parties have signed it, it will be emailed to Financial Services for approval.