Chrome River is a Travel and Expense Management System for University Employees to
electronically report Business Expenses for reimbursement and to reconcile transactions
made with a University Purchasing Card.
The Purchasing Card Program is to provide faculty and staff with a convenient, cost‐effective
method of purchasing and paying for low dollar‐value goods and services and travel
expenses. The Program is designed to replace small dollar‐value purchases, direct
pays, and prepayments, as well as to reduce the use of petty cash and employee reimbursements
for small dollar purchases.
Direct Pay is a procedure for processing the Universities Expenditures for Utilities, Chartwells, and Enterprise if a University Purchasing Card is not available or accepted. Please see the Direct Pay Guidelines for the procedures to determine whether a payment can be made Direct Pay.
Direct Pay stamps are available by contacting Accounts Payable.
|Example of Stamp||Explanation of items to be filled in by users|
|DIRECT PAY||1) Fiscal Year Budget that charge should be paid from|
|1) FY ___________ 2) CHART _____________||2) Bank chart for payment. U - University or F - Foundation|
|3) INDEX ______________________________||3) Quick Code for the Fund/Org to be charged|
|4) FUND _______________________________||4) Fund # to be charged|
|5) ORG ________________________________||5) Organization # to be charged|
|6) ACCT _______________________________||6) Account # to be charged|
|7) VENDOR# ___________________________||7) Southeast ID for this vendor|
|8) DESC _______________________________||8) Enter the Q# or a brief description of this purchase|
|9) AMOUNT ____________________________||9) Dollar amount to be paid|
|10) SIGN _______________________________||10) Approval signature of the Financial Manager|
|11) DATE __________ 12) PHONE __________||11) Date of approval|
|13) MAIL ATTACHMENTS: YES NO||12) Phone number to call if there are any questions about this purchase|
|13) Circle the appropriate response. If yes, attach appropriate documentation|
|Note: Foundation documentation must be sent to the Foundation Office, not Accounts Payable.|
|Note: If Index is entered, you do not need to fill in the FUND and ORG fields|
A voucher is to be used when an invoice, receipt, or other form does not contain all the vendor information needed to process the payment. The department should complete the required information on the Payment Voucher and attach the original supporting documentation.
Examples include non‐employee honorariums/stipends and replenishment of petty cash funds.
Payment Vouchers for reimbursement will no longer be accepted in Accounts Payable.
To get a purchase order, a purchase requisition must be entered in the Banner system. For assistance entering a requisition please contact the Purchasing Department.
A Receiver Document is a transaction that is entered to mark an order as 'received' so that the invoice may be paid. For assistance entering a receiver document please contact the Purchasing Department.
Invoices to be paid against a Purchase Order should be forwarded to the Accounts Payable Office with the Purchase Order number referenced somewhere on the invoice.
If there are items or a full purchase order that needs to be closed or cancelled. Please fill out a Close/Cancel Form and send it to Accounts Payable.
For more information on Purchase Orders, please contact the Purchasing Dept. at x2202.