Chrome River

FY19 Expense Report Deadline


Expense Reports must be submitted and approved no later than July 10th.

  • Travel that occurred prior to July 1
  • Non-Travel expenses purchased prior to July 1

Chrome River is a Travel and Expense Management System that University Employees use to electronically report Business Expenses for reimbursement and to reconcile purchases made with a University Purchasing Card.

  • Expense Reports for Purchasing Card reconciliations
    • University Purchasing Cards are available for University Employees by application with Supervisor approval.
  • Expense Reports for Travel and Non‐Travel reimbursement
    • Paper Expense Reports and Payment Vouchers are no longer accepted for employees trained on Chrome River.
  • Pre‐Approvals for required expenditures
    • International Travel and Individual Memberships
  • Cash Advances for Group Travel
    • Only for cash in hand purchases

Online trainings are available through Skillsoft

Direct Link to Login:     Chrome River

Documents/Forms

Expense Type Mapping to Account Code
Travel Advance Detail Form
 
Quick Instructions:
Frequently Asked Questions
Reimbursements submitted and approved through Chrome River are scheduled to be paid Bi-Weekly.  (same calendar payment schedule as BiWeekly Payroll)
When the status of a report shows EXPORTED, the payment date can be found by looking in Banner INB, screen FAIVNDH, enter Southeast ID.
  • A report can be started as soon as reimbursable expenses are incurred or when purchasing cards transactions are posted in Chrome River. 
  • The report will remain in you Draft Reports until it is submitted.
    • You can open the Draft report and add expenses as needed.
  • Do not submit a report until all expenses are on the report.
    • Travel reports should include all pcard transactions and reimbursable expenses for that trip.
    • Non Travel reports for Purchasing Card Reconciliation must include all non travel expenses charged/posted to the card during the pcard monthly cycle or all the transactions charged/posted to the card during the month.

There is at least a 2 day delay from when a Purchasing Card transaction posts at US Bank to when the transaction will be loaded to the cardholder’s eWallet in Chrome River.

Example:  If a purchase is made on a Monday and it gets posted to US Bank on Tuesday, then it will not be available to reconcile in Chrome River until Thursday afternoon.

Yes.  You must add the employee as a Delegate in your Chrome River account.

See Skillsoft Training or Quick Instructions:  Delegates & Approval Delegates

Non Travel for Purchasing Card Reconciliation
  • Purchasing Card Reconciliation reports (only one per month) must be submitted/approved by the cardholder by the 5th of the following month.  Reports must include all non travel expenses charged/posted to the card during the pcard monthly cycle or all the transactions charged/posted to the card during the month.
    • Example:  January transactions are due by February 5th

Non Travel for Reimbursement

  • Recommended Monthly

Individual Travel

  • Travel Reports should be submitted no later than thirty (30) days after the end of the month in which travel was completed. A Travel Repot may be submitted for each trip or consolidated for similar trips.
Group Travel
  • Group Travel Reports should be submitted no later than thirty (30) days after the end of the month in which travel was completed.
Athletic Team Travel – For Athletic Use Only
  • At least Monthly
  • Athletic Employees should contact the Athletic Business Office for further guidelines.
Athletic Guarantees Paid Out - For Athletic Use Only
  • Athletic Employees should contact the Athletic Business Office for further guidelines.
Athletic Recruiting - For Athletic Use Only
  • At least Monthly
  • Athletic Employees should contact the Athletic Business Office for further guidelines.
An Allocation is the Index code of the University Budget that should be charged for the expense.  You can enter the Index code or start typing the name of the budget.  The Allocation can also be Personal charge if the expense is not allowed per University Policy.  Personal Charge is used for a Reimbursement Reduction or a Payroll Deduction.

Individual Travel

  • To report purchasing card transactions and reimbursable travel expenses for a traveler

Group Travel

  • To report purchasing card transactions and reimbursable travel expenses when the employee has lead/chaperoned a group of students (example: class field trip) and incurred the expenses for the group.

Non Travel

  • Purchasing Card Reconciliation of business expenses not related to the cardholder’s travel.
    Reimbursement of business expenses not related to a trip.

Athletic Team Travel – For Athletic Use Only

  • Athletic employees should contact the Athletic Business Office for further guidelines.

Athletic Guarantees Paid Out – For Athletic Use Only

  • Athletic Employees should contact the Athletic Business Office for further guidelines.

Athletic Recruiting – For Athletic Use Only

  • Athletic Employees should contact the Athletic Business Office for further guidelines.

 Per Diem

  • for adding a Per Diem rate for a day on a Travel report

Per Diem Wizard

  • for adding Per Diem rates for a span of days at the same location on a Travel report.

Travel Meal Actual Cost - receipt required

  • to add the actual cost of a meal while traveling instead of using Per Diem.

Student Group Meals - receipt required

  • to add the actual cost of a group meal on Group Travel or Athletic Report
  • to add the total per diem handed to students for their meals while on Group Travel.

Business Meals - receipt required

  • a meal in which the primary purpose of the meal is to conduct University business with one or more other persons with whom there is a business interest or relationship

Banquets & Catering - receipt required

  • food purchased for a Banquet or Event.

For a partially funded trip, the individual should only submit enough expenses to cover the amount they are being funded.  If they later get additional funding (second round), they can submit another report using expenses they did not include on the original report – naming the reports for the same trip Addtl Reim for (then the business purpose for the trip).

 For example:

Someone takes a trip that costs them $780 ($300 airfare, $50 baggage fees, $250 registration, $180 per diem.

This person is awarded $500 in funding. 

They would submit a report for $500 worth of expenses only.  $300 airfare, $50 baggage, $150 per diem.

If they would get a second round for $200.  (they have $250 registration and 30 per diem left not claimed)

They would submit a report for $200 worth of the remaining unclaimed expenses.

**A University Purchasing Card should only be used on PD funded trips/expenses IF enough funding has been awarded to cover the expense.  If unsure, the card should not be used.

**It is the employee’s responsibility to keep up with original documentation and which expenses have been claimed or not.   Chrome River Inquiry can be used to look at all of their submitted reports and what was claimed on them.

Contact

573.651.2055
accountspayable@semo.edu
Academic Hall
Accounts Payable
One University Plaza, MS 3250
Cape Girardeau, Missouri 63701