Chrome River Manual – December 2023 Page 1 of 70
SALT LAKE COMMUNITY COLLEGE
CHROME RIVER MANUAL
December 2023
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Contents
Introduction .......................................................................................................................................... 4
General Information ............................................................................................................................. 5
Contacts ............................................................................................................................................ 5
Definitions ......................................................................................................................................... 5
Important Notes ............................................................................................................................... 6
Logging in to Chrome River............................................................................................................... 7
Chrome River Home Screen Navigation ............................................................................................... 8
Navigation Bar .................................................................................................................................. 8
Dashboard......................................................................................................................................... 9
Company Messages .......................................................................................................................... 9
System Setup ...................................................................................................................................... 10
Add a Delegate ................................................................................................................................ 10
Add an Approval Delegate .............................................................................................................. 11
Request Delegate Access ................................................................................................................ 11
Add an Alternate Email ................................................................................................................... 11
Mobile Apps .................................................................................................................................... 12
Chrome River App ....................................................................................................................... 13
Chrome River SNAP .................................................................................................................... 14
Adding Receipts to Chrome River ....................................................................................................... 15
Receipt Gallery ................................................................................................................................ 19
Receipt Capture Tips ....................................................................................................................... 19
Purchasing Card .................................................................................................................................. 20
Creating a Purchasing Card Expense Report .................................................................................. 20
Missing Travel Transactions ............................................................................................................ 24
Credits or Refunds .......................................................................................................................... 24
Splitting Transactions Among Indexes ............................................................................................ 25
Splitting Transactions Among Accounts ......................................................................................... 25
Travel .................................................................................................................................................. 26
Creating a Pre-Approval Report (Travel Encumbrance) ................................................................. 26
Creating a Travel Expense Report ................................................................................................... 32
Missing Travel Transactions ............................................................................................................ 42
Cash Advance .................................................................................................................................. 44
Cash Advance Request ................................................................................................................ 44
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Submitting a Travel Expense Report – Travel Advance .............................................................. 45
Cash Advance Return .................................................................................................................. 46
Trip with Personal Time .................................................................................................................. 47
Creating an Expense Report as a Delegate ......................................................................................... 48
General Report Management ............................................................................................................. 49
Merging Transactions ..................................................................................................................... 49
Compliance Warnings ..................................................................................................................... 51
Compliance Violations .................................................................................................................... 52
Report Tracking ............................................................................................................................... 53
Pre-Approval ............................................................................................................................... 53
Expense Report ........................................................................................................................... 53
Recall a Report ................................................................................................................................ 54
Returned Reports ............................................................................................................................ 55
Expiring Preapprovals ..................................................................................................................... 56
Approvals ............................................................................................................................................ 57
Approval via Email .......................................................................................................................... 57
Approval in Chrome River Application ............................................................................................ 59
Adjust an Expense ....................................................................................................................... 63
Return an Expense ...................................................................................................................... 63
Reconcile ..................................................................................................................................... 65
Approve a Report ........................................................................................................................ 65
Inquiry ................................................................................................................................................. 66
Chrome River and Banner................................................................................................................... 69
Pre-Approval - General Encumbrance: ........................................................................................... 69
Expense Report - Invoice: ............................................................................................................... 69
Closed Encumbrances ..................................................................................................................... 70
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Introduction
Chrome River is an online expense management solution that manages all Travel and Purchasing Card
Transactions.
Chrome River provides a fully electronic solution for travel reimbursement and P-Card reconciliation.
Receipts can be emailed, uploaded, or sent from your phone. Offering integrated per diem rates and a
mileage calculator, the system allows travelers to quickly enter these expenses without needing to
reference other websites or print out documentation.
Reports are submitted electronically and automatically route to the appropriate approvers (by email)
and then to the Travel or P-Card Office, and users can track where their report is in the process at any
time. The system simplifies the work of approvers by flagging many potential compliance issues and
delivering reports, along with attached receipts, business purposes, and any explanations provided by
the submitter, right to their email.
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General Information
Contacts
Bryan Christensen (P-card)
801-957-4256
bryan.christense[email protected]
Lisa Bradshaw (Travel)
801-957-4613
Brandon Thomas
801-957-4255
brandon.thomas@slcc.edu
Definitions
• Pre-Approval: A request to travel that includes an estimate on the cost of the travel
event. This request can be completed by the traveler, if an employee, or by a delegate.
Funds will be encumbered (reserved) in Banner.
• Expense Report: A report of transactions/expenses that includes receipts and business
purposes. There are two types of Expense Reports, P-Card and Travel. These reports can
be completed by the cardholder/traveler or a delegate.
• Approver: An individual designated to approve a Pre-Approval or Expense Report. This is
typically a BCM, or if the expense owner is a BCM, their supervisor.
• Expense Owner: The individual who owns the transaction. For travel expenses, this is
the traveler. For regular p-card transactions, this is the cardholder.
• Delegate: Create Expense Reports and Pre-Approvals for another person and access
their Settings menu, Home screen and Inquiry Reports. You will receive copies of any
email notifications regarding rejection or adjustment of reports. However, you will not
be able to approve reports that are routed to that person (Ex: Administrative Assistant
entering travel on behalf of another employee or reconciling another employee’s p-
card expenses).
• Approval Delegate: Temporarily approve Expenses Reports, and/or Pre-Approvals for
another person—for example, when he or she is on vacation—via email. You will not be
able to access their home screen. (Ex. A BCM’s supervisor approving for a BCM on
vacation).
• Warning: A compliance warning indicates that additional information is required before
the report can be submitted for approval and processing. Compliance warnings may be
encountered when saving a line item or when submitting an entire report.
• Violation: A compliance violation indicates that the report cannot be submitted for
approval based on the policies defined in the system. A compliance violation may be
encountered when saving a line item or submitting an entire report.
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• eWallet: The eWallet is where you will find all of your p-card transactions and uploaded
receipts.
Important Notes
There are some important notes to highlight.
• All employees have access to Chrome River and can submit expense reports, both for
themselves, and if given permission, as a delegate for others.
• Approval routings are automatically assigned in the system based on college policies and
procedures. If a report is routed to the wrong individual for approval, please contact Brandon
Thomas.
• Non-employees, including students, do not have Chrome River accounts, so all non-employee
reimbursement requests must be entered under an employee. You will need to contact the
Travel Office to have the non-employee added as a payee in Chrome River.
• Purchasing card transactions are fed into Chrome River automatically by US Bank. There is
typically a 2 - 5-day delay from the day the transaction is made to the day it feeds into Chrome
River. This delay may be longer based on when a vendor submits their transactions to their bank
for processing.
• P-Card transactions will not post to Banner until the cardholder has submitted their expense
report and the report has been approved by all necessary approvers, including the P-Card or
Travel Office. It is very important that expense reports are submitted and that approvers review
and approve expense reports in a timely manner.
• P-Card expense reports are done on a Calendar month, not a billing cycle.
• Travel expenses made on a p-card should not be included on a P-Card Expense Report. Those
charges should be included on the appropriate travel expense report. If a travel transaction is
for a different person, contact the Travel Office to have the expense moved.
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Logging in to Chrome River
To access Chrome River, click the link on the Purchasing and A/P website, Travel website or on
Experience (MySLCC).
To find the link on Experience (MySLCC) and click the link located on the Employee Travel card. If you
don’t see the card, you can search for it by scrolling to the bottom of the page and clicking the “Discover
More” button OR clicking the menu button and selecting Discover. On the search screen type “Travel” in
the search box. If you would like to add the card to your home page, click the flag in the upper-right
corner of the card.
The system uses single sign-on. If you receive a login prompt from your browser, you will use your
College User ID (ex. jdoe12. Do not include @slcc.edu) and SLCC password to log in. If you are logged out
of Chrome River, you will need to click the link on the Chrome River website or MySLCC again. You
CANNOT login to the system using the Chrome River login page.
If you have any difficulty accessing the site, please contact us.
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Chrome River Home Screen Navigation
Once logged in, you will arrive at the Chrome River home screen. At the top of the screen, you will find
the Navigation Bar. The left side of the screen contains your Dashboard, and the right side of the screen
contains Company Information.
Navigation Bar
The Navigation Bar remains at the top of your screen while logged in to Chrome River and provides
quick access to several helpful functions.
Menu Button – Clicking on the Menu Button will expand a menu offering access to submitted receipts,
PCard charges, expense and Pre-Approval reports, approvals (if applicable), inquiry functionality, and
admin settings.
Chrome River Logo –
Users can click this logo at any point to return to the Home Screen.
User Icon – Clicking this will expand a menu providing access to administrative settings, help resources,
and logging out. Additionally, if another user has provided you delegate access to their account, you can
log in to their account through this menu.
Navigation
Bar
Company
Dashboard
User Icon Chrome River Logo
Menu Button
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Dashboard
The dashboard on the left side of the home screen provides quick access to a user’s reports and any
reports awaiting approval, if applicable.
eWallet – Users can access items in their eWallet. The Credit Card Items link will display the number of
US Bank transactions are in their eWallet. The Receipts link displays the number of receipts that have
been pre-loaded into their eWallet.
Approvals – This will appear for any users with a report awaiting their approval. Users who are not
approvers will not see this box, and once an approver has approved all reports in their queue, this box
will disappear.
Expenses – Users can access any draft expense reports by clicking on Draft, any expense reports
returned from an approver for updates/corrections by clicking on Returned, and any previously
submitted expense reports by clicking on View All Submitted. Users can create a new Expense Report by
clicking on the Create button.
Pre-Approval – Users can access any draft Pre-Approval reports by clicking on Draft, any Pre-Approval
reports returned from an approver for updates/corrections by clicking on Returned, and any previously
submitted Pre-Approval reports by clicking on View All Submitted. Users can create a new Pre-Approval
by clicking on the Create button.
Company Messages
This section includes helpful information for users including important notes and links to training
materials. It will be updated as needed to provide relevant information to users.
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System Setup
While Chrome River has been configured to offer an easy, intuitive experience for users, there are some
actions new users may want to take to further improve their experience.
Add a Delegate
If you would like to provide another user access to your account so they can create reports on your
behalf, such as an administrative assistant, you will need to add them as a delegate. Giving another user
delegate access will allow them to access your Home Screen, Settings, and Inquiry reports, and enter
Pre-Approvals and Expense Reports on their behalf.
To add a delegate, click on the User Icon with your name on the right side of the Navigation Bar and click
Account Settings. Under Delegate Settings, click + Add New Delegates.
Begin typing the user’s name and it will appear in the dropdown menu. Click on his or her name to add
them as a delegate. You may add as many delegates as you would like.
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You may remove delegate access at any point by simply clicking the X next to the delegate’s name.
Add an Approval Delegate
Any delegation of approval responsibilities must be discussed with and approved by the Controller’s
Office. To setup a temporary approval delegate, contact the Controller’s Office
.
Request Delegate Access
If a user is not able to grant delegate access, you may request delegate access by contacting the P-Card
Specialist or Travel Specialist.
Add an Alternate Email
All users have been set up in the system using their slcc.edu email address. Any receipts forwarded into
the Chrome River system from a user’s slcc.edu address will automatically appear in that user’s eWallet.
However, some users may want to submit emailed receipts from a non-SLCC email address. Accordingly,
you can link a non-SLCC email address to your account. To do so, click the User Icon displaying your
name in the right corner of the Navigation Bar, and click Account Settings.
Under Personal Settings, click Add Alternative Emails.
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Enter your non-SLCC email address and click Add. You will receive a message indicating that a
verification email has been sent to your SLCC.edu email address. Follow the link in the email to verify the
additional email address.
You can add as many alternative emails as needed. To remove an alternative email, simply click the X
next to the listed email address and confirm by clicking Delete.
Mobile Apps
Chrome River is a mobile friendly web application and can be accessed by simply navigating to the link
on your mobile device.
Chrome River also offers two apps—Chrome River and Chrome River SNAP. The Chrome River app offers
users the same experience as the desktop site, allowing you to create, submit, or approve expense
reports and capture and upload receipts right when an expense occurs. However, if you’re just looking
to submit receipts, Chrome River SNAP is a supplemental app that offers a single-use experience
allowing users to take photos of receipts that are automatically uploaded to the user’s Receipt Gallery
for use in Chrome River.
You may download either app from the App Store or Google Play by searching “Chrome River” or
“Chrome River SNAP.”
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Chrome River App
Once you have installed the app, open it, and you will be asked to enter the primary email address used
on your Chrome River account, which is your slcc.edu address. Enter and click Get Started.
You will now be redirected to a sign-in screen where you will enter your SLCC ID and password. Click
Login and you will be signed into the app.
Note that you must provide the app access to your camera in order to use the receipt capture
functionality. For additional instructions on how to use the app to submit receipts, see Uploading
Receipts Using App.
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Chrome River SNAP
Once you have installed the app, open it, and you will be asked to enter the primary email address used
on your Chrome River account, which is your slcc.edu address. Enter and click Next.
An email with a verification code will be sent to this address. Enter the code in the app and click Verify.
Note that you must provide the app access to your camera in order to use it.
For additional instructions on how to use the SNAP app, see Uploading Receipts Using App.
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Adding Receipts to Chrome River
There are multiple ways to enter Receipts into your eWallet in Chrome River. Users should keep copies
of all receipts until their expense reports are fully approved. Users may want to keep copies of receipts
for their own records.
Upload Options
1. Upload and attach to a transaction using the Chrome River website (preferred method)
2. Upload to eWallet using the Chrome River website
3. Upload using the CR Snap App (available in the app store)
4. Upload using Chrome River Mobile (either app or website)
5. Upload via email to receipt@ca1.chromeriver.com
Upload Option Steps
1. Upload and attach to a transaction using the Chrome River website (preferred method)
This process takes place when creating an Expense Report.
a. Scan or save receipts to your computer in an accepted file format (pdf, png, jpeg)
b. While in a draft expense report, add the p-card transaction to the report, if applicable. If
you need to add an expense that was made using a personal card (travel only), click on
the plus and then Create New.
c. Select your expense category, enter your business purpose, account, and index.
d. Scroll to the very bottom of the page and click on the add attachments button, select
upload attachments and select the receipt file you have saved on your computer. You
can also drag and drop the file from your computer to the “Drag image here to upload”
area. Note that you cannot drag and drop a file directly from an email. The file must be
saved to your computer first.
2. Upload to eWallet using the Chrome River website.
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When receipts are uploaded to Chrome River using this process, the system will read the
receipt. If the receipt matches a US Bank transaction, it will merge the receipt with that
transaction. (See merging transactions).
a. In Chrome River click the Receipts link in the eWallet section.
b. Click the Upload button in the upper right corner.
c. Select the file to upload.
3. Upload using CR Snap App
This process will load the receipts into your eWallet. See Merging Transactions.
a. This option provides you with the ability to add receipts to your own profile. It will not
allow you to add receipts to the profiles of others for whom you are the delegate.
b. You will need to download the CR Snap App from the App Store and register it with your
SLCC email address.
c. The app allows you to take pictures of documents which will automatically upload to
your eWallet.
i. Snap a picture of the receipt.
ii. Verify that the picture is well lit and legible. If it is, push Upload. If not, push
Discard and try again.
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d. You can see the images you have uploaded by touching the receipt button.
e. By default, the images will be stored to your device. If you would like the images
removed from your device automatically after upload, go into the settings and select
Delete Receipts After Upload.
4. Upload using Chrome River Mobile (either app or website)
This process will load the receipts into your eWallet. See Merging Transactions. You can also use
this to upload receipts for individuals for whom you are a delegate.
a. In the app (or the website) on the mobile device, touch the camera button next to
Expenses.
b. Select whether you want to use the Camera or upload from your files.
c. If using the camera, take a picture. Verify that the picture is well lit and legible. If it is,
click OK, otherwise, click cancel or retry.
d. If selecting a file, find the file on your device and touch it to upload.
5. Upload via Email
This process will load the receipts into your eWallet. See Merging Transactions.
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a. If you are the expense owner, simply send the receipt via email to
[email protected]er.com
. The email must be sent from your SLCC email or from an
email you have registered in Chrome River.
b. If you are a delegate, send the receipt via email to [email protected]hromeriver.com and in
the subject line type the SLCC email address of the expense owner.
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Receipt Gallery
The Receipt Gallery contains all receipt images uploaded to Chrome. Uploading receipts into your
eWallet is optional. See Upload and attach to a transaction using the Chrome River website above for
instructions on uploading receipts directly to transactions and bypassing the eWallet.
To delete a receipt from the Receipt Gallery, click the checkbox for that item and click Delete. To upload
additional receipts to the Receipt Gallery from your computer, click the Upload button, navigate to the
file location where the receipt is stored, select the file and click Open.
Receipt Capture Tips
For a better experience with submitting receipts, consider the following tips:
• Make sure there is good lighting
• Place receipt on a white background
• When photographing multiple receipts, orient them all in the same direction
• Leave a gap of at least 1.5 inches between receipts
• Make sure no other objects are visible in the photo
• Do not use flash
• If given an option to select the image size, select the size closest to 500 KB
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Purchasing Card
Creating a Purchasing Card Expense Report
A Purchasing Card Expense Report must be submitted by the 10
th
of each month for all transactions that
occurred during the previous calendar month and should be approved by the 15
th
. Do not include travel
expenses made with a p-card on your p-card expense report. Those expenses will be placed on a Travel
Expense Report. Conference registrations are not considered a travel expense and should be included on
your P-Card Expense Report.
To create a Purchasing Card Expense Report in Chrome River, complete the following steps.
1) From the Chrome River Home Screen, click on the “+ Create” button in the upper right corner of
the Expenses box.
2) Enter a name for this report that is unique and will help you identify it. We recommend using
the following naming convention, <Month> <Calendar Year> (ex. Jan 2020).
3) Select “Purchasing Card” from the Expense Report Type.
4) You will see your empty expense report on the left and your eWallet on the right.
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5) While completing your Expense Report, if you need to add an expense and cannot see your
eWallet, click the “+” button in the upper right corner of the expense report.
6) If you have pre-uploaded receipts, the system will attempt to merge the receipt with the US
Bank transaction. If you have pre-uploaded receipts, ensure the receipt has been merged before
adding the transaction to your Expense Report. (See Merging Transactions).
7) Add the transaction to your expense report by one of the following methods:
a. Click and drag the expense from your eWallet and drop it on the “Create New Line Item”
section at the top of your Expense Report
b. Check the box next to the transaction and click the “Add” button at the top of your
eWallet.
8) For each transaction, do the following:
a. Select the appropriate Expense Type.
i. If the icon next to the expense in your eWallet is a question mark, the system
will automatically open the transaction and ask you to select the appropriate
expense type.
ii. If the icon is not a question mark, that means the system has guessed the
Expense Type. If the expense type is incorrect, change the expense type by
clicking the icon at the top of the form. You can change the expense type at any
time by clicking on this icon.
iii. The account codes have been categorized by Expense Type. See the
Account
Codes in Chrome River document to help select the correct Expense Type.
iv. To help select the right expense type, the system will display a copy of the
attached receipt (if the receipt was pre-merged) on the left. You can also look at
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the Downloaded Details which will show you the information received from US
Bank.
b. Enter a valid Business Purpose.
c. Add a Description, if applicable (not required). If the receipt does not provide a clear
description of the items purchased, outline what was purchased in the Description field.
d. Select the applicable Account from the drop-down menu.
e. Enter the applicable Index for the Expense.
f. Upload the receipt. You can also add any additional Attachments. If you pre-uploaded
your receipt and merged your transactions, you will see the receipts here.
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g. Click “Save” in the upper right-hand corner.
9) You can edit any expense once it has been added to your Expense Report by clicking on the
expense and then clicking “Edit”. Make the changes and then click “Save”.
10) To delete any of the expenses in your Expense Report, simply click on the expense and then click
th
e “Delete” button to delete. Be careful that you have an expense selected and are not deleting
your entire report.
11) If you have attached the wrong receipt to an expense and want to remove it, do the following:
a. Click on the attached receipt thumbnail image. Selecting the thumbnail image will open
the receipt on the left side of your screen.
b. Click the paperclip icon with the red “x” in the upper left-hand corner. This will
remove the receipt from your report and place the receipt back in your eWallet. (See
Receipt Gallery for instructions on how to remove a receipt from your eWallet)
12) Once you have completed adding all expenses to your expense report, ensure that all
transactions have a green check mark next to them and click the “Submit” button at the
bottom.
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13) A summary of your Expense Report will be displayed. Ensure everything is correct and click
“Submit”.
14) The Expense Report will now be routed as follows:
a. If the Expense Report was entered by a delegate, it will be sent to the cardholder for
approval.
b. The Expense Report will be sent to the BCM for approval, unless the cardholder is the
BCM.
i. If the cardholder is the BCM, it will be sent to the BCM’s supervisor.
c. If it utilizes grant funds, it will be sent to the grant accountants.
d. The Expense Report is sent to the P-Card Office for review.
e. Exported to Banner. Transactions will post to Banner the following business day.
15) Receipts should be saved until an Expense Report has been fully approved.
Missing Travel Transactions
The Missing Travel Expense type should only be used for travel transactions that were missed when
completing a Travel Expense Report or when otherwise directed by the Travel Specialist. These
transactions should be submitted on a separate Expense Report. See Missing Travel Transactions in the
Travel section for more information.
Credits or Refunds
Credits or refunds to your P-Card will appear as negative amounts in your eWallet. These negative
transactions must be added to an expense report for the credit to post in Banner. Credits or refunds
should not be left in the eWallet and should be added to the expense report the same month the credit
is issued, along with a receipt and explanation about why the credit was issued.
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Splitting Transactions Among Indexes
Transactions can be split among multiple Indexes.
1. After entering the first Index, click the Add Allocation button.
2. A new line will be added to the Index section. Add the additional Index on the new line. The
system will automatically allocate the amount. You can change the split either by adjusting the
percentage or the amount.
Splitting Transactions Among Accounts
Chrome River does not allow for splitting a single transaction to multiple accounts. The user should
select the account where the majority of the purchase fits. It is not necessary to split the transaction
into multiple accounts.
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Travel
Creating a Pre-Approval Report (Travel Encumbrance)
A Pre-Approval must be completed in the name of the Traveler. If you are completing a Pre-Approval
on behalf of another individual, see Creating an Expense Report as a Delegate. The Traveler’s name
should be in the upper right-hand corner (this is not applicable for non-employees and students).
A Pre-Approval Report must be completed for all travel events. The Pre-Approval must be submitted
and approved before making any travel arrangements. Conference Registration fees may be paid prior
to completing a Pre-Approval for travel. These fees are not considered a travel expense, but a
Purchasing Card expense. A Pre-Approval should include an estimate for all expenses.
To create a Pre-Approval Report in Chrome River, complete the following steps.
1) From the Chrome River Home Screen, click on the “+ Create” button in the upper right corner of
the Pre-Approval box.
2) Enter the following fields on the Pre-Approval Report Header.
a. Report Name
i. Enter a name for this report that is unique and will help you identify this travel
event. We recommend using the following naming convention, <First
Initial><Last Name> <destination> <dates of travel>
b. Start and End Dates
i. Enter the actual start and end dates of the travel.
c. Business Purpose
i. Enter the purpose of the trip. Include the name of the
conference/meeting/event.
d. Expense Report Type
i. Ensure that the Expense Report Type is set to Travel.
e. Start and End Date of Mtgs
i. Enter the dates of the meetings. Note these may be the same as the Start and
End Dates entered above.
f. Traveler Type
i. Select the appropriate Traveler Type from the drop down.
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g. Travel Type
i. Select the appropriate Travel Type from the drop down.
h. Domestic/International Destination
i. Enter the destination.
i. Employee is Grant Participant
i. If the employee is being paid as a grant participant, check this box.
j. Athletic Type
i. If Athletics is selected as the Traveler Type, Select the appropriate Athletic Type
k. Non-Employee
i. If we are paying a Grant Participant, Non-Employee, or Student, you will need to
send an email to the Travel Office and request the individual be added to the
Non-Employee drop down in Chrome River. Please provide the name and S
number for the individual to be added. Once they have been added, you may
select them from the list.
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l. This is a Study Abroad/Faculty Exchange Trip
i. Check this box if the travel is part of a Study Abroad or Faculty Exchange.
m. Index
i. Enter the Index for the encumbrance. The system will remember the last five
Indexes that were used and will display them when clicking on the Index field.
3) Click the “Save” button in the upper right corner.
4) You can attach documents to the Pre-Approval Report Header, such as the international forms
for international travel or a meeting agenda. Any forms uploaded to the Header of the Pre-
Approval will be copied to the Expense Report.
a. To attach a document, you may need to return to the Header. Do that by clicking the
plus button.
b. Scroll down to the Attachments section and click “Upload Attachments”.
c. Select the attachments you would like to upload and click “Open”.
5) You are now ready to add estimated expenses. If you do not see the “Add Pre-Approval Types”
screen, click the plus button.
6) Enter the applicable Pre-Approval Types. Note all amounts are estimates. To add an expense
type, click the tile and complete the form. Below is more information about each type.
a. Air Travel
i. Airfare
1. Enter the estimated amount.
2. Enter a description, if needed (not required).
3. Click “Save”.
ii. Baggage
1. Enter the estimated amount.
2. Enter a description, if needed (not required).
3. Click “Save”.
b. Ground Transportation
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i. Car Rental
1. Enter the estimated amount.
2. Enter a description, if needed (not required).
3. Enter the business justification for needing a rental car. (Required)
4. Click “Save”.
ii. Mileage
1. Select the applicable Mileage Rate from the drop down.
2. Click the “Calculate Mileage” link.
a. Use the Google Map widget to map the trip. (Hint: make it
round trip if you will be traveling both directions, e.g., to and
from the airport). Once it is mapped, click “Save Trip”.
3. If you need to subtract any miles or an amount from the mileage
calculation, click the “None” button next to “Deduction” and enter the
amount.
4. Click “Save”.
iii. Parking
1. Enter the estimated amount.
2. Enter a description, if needed (not required).
3. Click “Save”.
iv. Ground Transportation
1. Enter the estimated amount.
2. Enter a description, if needed (not required).
3. Click “Save”.
c. Hotel
i. Enter the estimated amount.
ii. Enter a description, if needed (not required).
iii. Click “Save”.
d. Meals / Entertainment
i. Meals – Per Diem Wizard (Use for multiple days)
1. Enter the Start Date and End Date
a. You can enter the start time and end time as well for reference
(not required).
b. The system will calculate the number of days.
2. Enter a description, if needed (not required).
3. Enter the location.
4. Click “Add Entries”.
5. The system will create an entry for a full day of per diem for each day.
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6. To remove specific meals, click on the day (not the x) and select the
meals you want to remove.
a. If an entire day of per diem needs to be removed, click the “x”
next to the day.
7. Once you have adjusted the per diem, click “Add to Report”.
ii. Meals – Per Diem (Use for one day)
1. Select the date.
2. Enter a description, if needed (not required).
3. Enter the location.
4. A full day of per diem will be automatically calculated and entered into
Estimated Amount.
5. If you need to remove meals from the per diem amount, check the box
next to the meal under Deductibles to remove it.
6. Click “Save”.
iii. Hosted Meals
1. Enter the estimated amount.
2. Enter a description, if needed (not required).
3. Click “Save”.
e. Miscellaneous / Other
i. Enter the Estimated Amount.
ii. Enter a description (required).
iii. Enter a business justification (required).
iv. Click “Save”.
7) When all the applicable expense types have been added, click “Submit”.
8) A summary of your Pre-Approval will be displayed. Review it to confirm it is accurate and click
“Submit”.
9) The Pre-Approval will now be routed as follows:
a. If the Pre-Approval was entered by a delegate, it will be sent to the traveler for
approval.
b. The Pre-Approval will be sent to the BCM for approval, unless the traveler is the BCM.
i. If the traveler is the BCM, it will be sent to the BCM’s supervisor.
c. If it utilizes grant funds, it will be sent to the grant accountants.
d. If it is an international trip, it will be sent to the VP.
e. If it is for study abroad or faculty exchange, it will be sent to the study abroad office.
f. The Pre-Approval is sent to Banner to create an encumbrance.
10) After the Pre-Approval is fully approved, the traveler will get a notification email from Chrome
River. If the Pre-Approval was submitted by a delegate, the delegate will also receive an email
from Chrome River. After an encumbrance is successfully created in Banner, usually the next
Chrome River Manual – December 2023 Page 31 of 70
business day, the Traveler will receive an email with their T number. Once the Pre-Approval has
been fully approved, travel arrangements can be made.
a. Note that the T number is created by taking the last 7 digits of the Pre-Approval ID
(which can be found in the email from Chrome River) proceeded by a “T”.
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Creating a Travel Expense Report
A Pre-Approval Report must be completed before you travel and is required to complete a Travel
Expense Report. After the travel event is complete, a Travel Expense Report should be completed within
10 business days. All expenses related to a travel event should be included in your Travel Expense
Report. If a p-card transaction has not been posted within the 10-day period, continue to wait for the
transaction to post before submitting your Travel Expense Report.
The Travel Expense Report must be completed in the name of the Traveler. If you are completing a
Travel Expense Report on behalf of another individual, see Creating an Expense Report as a Delegate.
The Traveler’s name should be in the upper right-hand corner (this is not applicable for non-
employees and students).
If another cardholder’s purchasing card was used for any travel expenses, a request needs to be sent to
the Travel Office to have the expenses moved to the traveler’s profile. US Bank Transactions for Airfare
booked through the contract travel agency will automatically be reallocated to the traveler’s profile by
the Travel Office. If you do not see these expenses in your eWallet, contact the Travel Office.
To create a Travel Expense Report in Chrome River, complete the following steps.
1) From the Chrome River Home Screen, click on the “+ Create” button in the upper right corner of
the Expenses box.
2) Click the Import Pre-Approval button.
3) Select the applicable Pre-Approval from the drop-down menu.
a. A summary of the Pre-Approval will be displayed. Ensure that it is the corresponding
Pre-Approval and click Import at the bottom left side of the screen.
b. If you have not submitted a Pre-Approval, this must be done before creating a Travel
Expense Report. Note that this is considered a violation of College Policy. Once the Pre-
Approval has been submitted, it will be routed to the VP for approval as a violation.
4) The information from the Pre-Approval will be copied to the corresponding fields in the Expense
Report. You can make any applicable changes to any of the fields.
5) If any personal travel was taken, click the “Personal Travel Taken” checkbox and provide details
regarding the personal time.
6) Once you have verified that the information is correct, click the “Save” button.
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7) You will see the expense types imported from your Pre-Approval on the left and your eWallet on
the right.
<Note> While completing your Expense Report, if you ever need to add an expense and cannot
see your eWallet, click the “+” button.
8) You are now ready to add expenses to your report. Follow the instructions below:
This section contains step-by-step instructions for completing each travel expense type in Chrome
River. Not all expense types are required for all Travel Expense Reports.
Wherever it states to “Add the transaction to your Expense Report”, do the following:
1. Expense type was included in the Pre-Approval
a. Expense was made with a P-Card.
i. If the receipt was pre-uploaded, ensure the receipt has been merged with
the US Bank transaction (see Merging Transactions).
ii. Drag and drop the transaction on the corresponding Expense Type in your
Expense Report.
b. Expense was made with personal funds and the receipt was pre-uploaded.
i. Drag and drop the transaction on the corresponding Expense Type in your
Expense Report.
c. Expense was made with personal funds and the receipt was not pre-uploaded.
i. Click on expense type in your Expense Report.
2. Expense type was NOT included in the Pre-Approval
a. Expense was made with a P-Card.
i. If the receipt was pre-uploaded, ensure the receipt has been merged with
the US Bank transaction (see Merging Transactions).
ii. Check the box next to the transaction and click “Add” OR drag and drop the
transaction to the top of your Expense Report.
b. Expense was made with personal funds and the receipt was pre-uploaded.
i. Check the box next to the transaction and click “Add” OR drag and drop the
transaction to the “Create New Line Item” section at the top of your
Expense Report.
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c. Expense was made with personal funds and the receipt was not pre-uploaded.
i. Click the “Create New” button in your eWallet.
ii. Click the appropriate Tile.
<Note> Expense types with an Asterisk have a corresponding type on a Pre-Approval. Not all expense
types have a corresponding Pre-Approval expense type.
1. Air Travel
a. Airfare *
i. If your airfare was booked through SLCC’s contracted travel agency, the USBank
transaction will be listed in your eWallet. If it is not listed in your eWallet, please
contact the Travel Office.
1. Add the transaction to your Expense Report
2. Enter a description (not required).
3. If the transaction was not on your Pre-Approval, enter the Index.
4. If your receipt/airtinerary was not pre-uploaded, add it as an
attachment.
5. Click “Save”.
ii. If your airfare was not booked through the travel agency:
1. Add the transaction to your Expense Report
2. If you did not use your Purchasing Card, enter the Date and Amount
Spent.
3. Enter a description (not required).
4. Check the “Used Other Travel Agency” box.
5. Provide a Business Justification for not using our contracted travel
agency.
6. If the transaction was not on your Pre-Approval, enter the Index.
7. If your receipt/airtinerary was not pre-uploaded, add it as an
attachment.
8. Upload a copy of the quote your received from our travel agency. This is
required per policy. If you did not receive a quote, provide an
explanation of why policy was not followed in the Description field.
9. Click “Save”.
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b. Air Wifi
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a Business Justification for needing Air WiFi.
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment. (Not required)
vi. Click “Save”.
c. Baggage Fee *
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Select the number of bags that were checked.
iv. If more than 1 bag was checked, enter a Business Justification for needing to
check more than 1 bag.
v. Enter the Index for the expense.
vi. If your receipt was not pre-uploaded, add it as an attachment. Receipts can be
downloaded from the airline website.
vii. Click “Save”.
d. Ticket Change Fee
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a Business Justification for needing to change your ticket.
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment.
vi. Click “Save”.
e. Travel Agency Fee
If your airfare was booked through our travel agency, the USBank transaction
will be listed in your eWallet. If it is not listed in your eWallet, please contact the
Travel Office.
i. Add the transaction to your expense report.
ii. Enter the Index for the expense.
iii. You do not need to upload a receipt for this transaction.
iv. Click “Save”.
2. Ground Transportation
Chrome River Manual – December 2023 Page 36 of 70
a. Car Rental *
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a Business Justification for needing a Car Rental.
iv. Enter the Merchant used. If Hertz or Enterprise was not used, provide an
explanation for not using the state contract vendors in your Business
Justification.
v. Enter the Index for the expense.
vi. If your receipt was not pre-uploaded, add it as an attachment.
vii. Click “Save”.
b. Car Rental Fuel
i. Add the expense to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a description (not required).
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment.
vi. Click “Save”.
c. Mileage *
i. If Mileage was included in your Pre-Approval, click on the expense in your
expense report.
1. Ensure the correct Mileage Rate is selected from the drop down.
2. Click the “Calculate Mileage” link.
a. Using the Google Map widget, ensure that the mileage is
correctly mapped. Make any necessary changes. Once it is
mapped, click “Save Trip”.
3. If you need to subtract any miles or an amount from the mileage
calculation, click the “None” button next to “Deduction” to enter the
amount.
4. A description of your trip will be added to the Description field.
ii. If Mileage was not included in your Pre-Approval, add it to your expense report.
1. Select the Mileage Rate from the drop down.
2. Click the “Calculate Mileage” link.
a. Use the Google Map widget to map the trip. (Hint: make it
round trip). Once it is mapped, click “Save Trip”.
3. If you need to subtract any miles or an amount from the mileage
calculation, click the “None” button next to “Deduction” to enter the
amount.
iii. Enter the Index for the expense.
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iv. Click “Save”.
d. Parking *
i. Add the expense to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a description (not required).
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment.
vi. Click “Save”.
e. Public Transit * (Ground Transportation)
i. Add the expense to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a description (not required).
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment.
vi. Click “Save”.
f. Shuttle/Taxi/Car Service * (Ground Transportation)
If claiming the $20 per diem shuttle rate, you will need to enter separate
expense lines for each trip and a receipt is not required.
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent. (If
you do not have a receipt, you can claim the shuttle per diem amount of $20
one way. This is only applicable to service to/from an airport.)
iii. Enter a description (not required).
1. If claiming the per diem rate, please indicate in the Description field.
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment.
vi. Click “Save”.
g. Tolls
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a Description (Required).
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment. (Optional)
vi. Click “Save”.
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3. Hotel *
<Tip> Ask hotels to email you a copy of your folio.
a. Add the transaction to your expense report.
b. If you did not use your Purchasing Card, enter the Date and Amount Spent.
c. Enter the Check In and Check Out Dates.
d. Enter the Hotel Name.
e. Enter a description (not required).
f. Enter the Index for the expense.
g. If your receipt was not pre-uploaded, add it as an attachment.
h. Click “Save”.
4. Meals/Entertainment
a. If per diem was included in your Pre-Approval, do the following for each day.
i. Click on the expense in your Expense Report.
ii. Ensure that the location is correct.
iii. Ensure that the correct meals are included.
1. To remove a meal, check the box.
iv. Upload a copy of your meeting agenda to one of the days.
v. Click “Save”.
b. If per diem was not included in your Pre-Approval or if you need to add additional days,
do the following:
i. Meals – Per Diem (Use for one day) *
1. Select the Date.
2. Enter a description, if needed (not required).
3. Enter the location.
4. A full day of per diem will be automatically calculated and entered into
Estimated Amount.
5. If you need to remove meals from the per diem amount, check the box
next to the meal under Deductibles to remove it.
6. Click “Save”.
ii. Meals – Per Diem Wizard (Use for multiple days) *
1. Enter the Start Date and End Date.
a. You can enter the start time and end time as well for reference
(not required).
b. The system will calculate the number of days.
2. Enter a description, if needed (not required).
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3. Enter the location.
4. Click “Add Entries”.
5. The system will create an entry for a full day of per diem for each day.
6. To remove specific meals, click on the day (not the x) and select the
meals you want to remove.
a. If an entire day of per diem needs to be removed, click the “x”
next to the day.
b.
7. Once you have adjusted the per diem, click “Add to Report”.
c. Hosted Meals *
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter the Business Purpose of the meal. Include an explanation of who you were
hosting and why.
iv. Enter a Description, if needed (not required).
v. Enter the Merchant if a Purchasing Card was not used.
vi. Enter the Index for the expense.
vii. If your receipt was not pre-uploaded, add it as an attachment.
viii. Click “Save”.
d. Entertainment
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a Description.
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment.
vi. Click “Save”.
5. Miscellaneous
a. Miscellaneous/Other *
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i. This category should only be used if there is not another category for the
expense.
1. Add the transaction to your expense report.
2. If you did not use your Purchasing Card, enter the Date and Amount
Spent.
3. Enter a Description.
4. Enter the Index for the expense.
5. If your receipt was not pre-uploaded, add it as an attachment.
6. Click “Save”.
b. Tips / Gratuities
<Note> Tips/Gratuities must be in accordance with the STARR. Do not include tips
included on meal receipts.
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the date and Amount Spent.
Note, you can combine tips.
iii. Enter a Description outlining what the tips are for.
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment.
vi. Click “Save”.
c. Visa/Passport Fee
i. Add the transaction to your expense report.
ii. If you did not use your Purchasing Card, enter the Date and Amount Spent.
iii. Enter a Description outlining what the charge was for.
iv. Enter the Index for the expense.
v. If your receipt was not pre-uploaded, add it as an attachment.
vi. Click “Save”.
6. Cash Advance
a. See Cash Advance instructions for more information on how to handle cash advances.
<Note> Remember that we need a copy of the conference agenda. Please add it as an
attachment to the header or, a per diem expense or, if there is no per diem expense, as an
additional attachment to a different expense type.
9) Once you have completed adding all expenses to your expense report, ensure that all
transactions have a green check mark next to them, verify that the total and Pay Me
amounts are correct, and click the “Submit” button at the bottom. Note the Pay Me amount is
Chrome River Manual – December 2023 Page 41 of 70
the amount the College will reimburse the Traveler for per diem and expenses made using a
personal form of payment.
10) A summary of your Expense Report will be displayed. Ensure everything is correct and click
“Submit”.
11) The Expense Report will now be routed as follows:
a. If the Expense Report was entered by a delegate, it will be sent to the traveler for
approval.
b. The Expense Report will be sent to the BCM for approval, unless the traveler is the BCM.
i. If the traveler is the BCM, it will be sent to the BCM’s supervisor.
c. If it utilizes grant funds, it will be sent to the grant accountants.
d. The Expense Report is sent to the Travel Office for review.
e. The Expense Report is exported to Banner. If there was a Pay Me amount, an invoice will
be created in Banner. (Transactions and invoices will post the next business day).
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Missing Travel Transactions
Sometimes travel expenses are missed when submitting a Travel Expense Report. If this occurs, you can
submit the transactions by following the steps below. This process should only be used to submit
transactions that were missed when submitting a Travel Expense Report and not in lieu of it. To avoid
this situation, always make sure that all travel transactions made with your p-card are listed in Chrome
River before submitting your Travel Expense Report. This can only be used for missing transactions that
were paid using a Purchasing Card. If a personal transaction that needs to be reimbursed was missed,
please contact the Travel Specialist.
1) From the Chrome River Home Screen, click on the “+ Create” button in the upper right corner of
the Expenses box.
2) Enter a name for this report that is unique and will help you identify it. We recommend using
the following naming convention, <First Initial><Last Name> <destination> <dates of travel> -
Missing Transactions (ex. BThomas Las Vegas Jan 2-4, 2020 – Missing Transactions).
3) Select “Purchasing Card” from the Expense Report Type. Do NOT select Travel. All Travel
Expense reports require a pre-approval. Since the pre-approval was used when submitting your
Travel Expense Report, it is no longer available. Therefore, this must be submitted as a
Purchasing Card Expense Report. Note that missing travel expenses should be submitted on a
separate expense report and not on the same report as non-travel expenses.
4) Add the missing transaction from your eWallet and select the Missing Travel Expense tile.
5) Enter the Travel Event Name. This will help us link this transaction back to your Travel Event.
6) Enter an Explanation of why this transaction was not included on your Travel Expense Report.
7) Select the appropriate Account. Note that all travel expense accounts are listed.
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8) Enter the Index
9) Upload the receipt
10) Click Save
11) If you have additional missing transactions, repeat steps 4-10 for each expense.
12) Once all missing transactions have been added, Submit the report.
13) Note that this Purchasing Card Expense Report will be routed to the Travel Specialist for review
and approval, rather than the Purchasing Card Specialist.
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Cash Advance
Cash Advance Request
To request a Cash Advance
1) Create an expense report by clicking on “+ Create” in the Expenses box.
2) Import the applicable Pre-Approval
3) Delete all of the imported expense types by clicking on them and clicking the “Delete” button.
4) Add the Travel Advance expense type by clicking on the + button.
5) Select “Create New”.
6) Click Cash Advance -> Cash Advance Request.
7) Enter the amount needed in the Spent field and an explanation for the cash advance in the
Description field.
8) Enter the Index.
Chrome River Manual – December 2023 Page 45 of 70
9) Add any applicable attachments, i.e., student list.
10) Click “Save”.
11) Submit your Expense Report.
Your cash advance will be processed. Your Cash Advance Request will appear in your eWallet and you
will need to account for it on your Travel Expense Report after your tip. (See Submitting a Travel
Expense Report – Travel Advance.)
Submitting a Travel Expense Report – Travel Advance
If you received a travel advance, you will need to account for it on your Travel Expense Report after your
trip. Your Cash Advance Request will appear in your eWallet. To account for the advance, you must
complete the following steps.
1) A
fter creating your Travel Expense Report and entering ALL expenses, including expenses made
with the advance, you will need to add your advance from your eWallet. To add it to your
expense report, select the checkbox on the cash advance line and click Add in the top right
corner OR drag and drop it to the top of your Expense Report.
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2) A cash advance Expense Form will now display. The Transaction Date and Spent amount will
automatically default in.
3) Click Save in the top right corner.
This will add the cash advance to your expense report and reduce the Total Pay Me Amount by the
amount of the advance.
If the Total Pay Me Amount is < $0, this means funds are owed to the College. You will need to follow
the Cash Advance Return process described below.
If the Total Pay Me Amount equals $0, the advance has successfully been cleared.
If the Total Pay Me Amount > $0, the payee spent more than the initial cash advance received, and this
amount will be paid to the traveler.
Cash Advance Return
In the event that you did not spend the entirety of the advance, the remaining amount must be
deposited with the Bursar’s Office (Cashiers). This should be done before creating your expense report.
You will need to add a Cash Advance Return expense to your expense report in Chrome River.
1) After you have added all other expenses on your report (including the cash advance from your
eWallet), manually add a Cash Advance Return by clicking Create New -> Cash Advance -> Cash
Advance Return in the Add Expenses window. This will display the Cash Advance Return Expense
Form.
2) Enter the amount of the cash advance that was returned to the Bursar’s Office in the Spent
field.
3) You must attach the deposit receipt from the Bursar’s Office in the Attachments section at the
Chrome River Manual – December 2023 Page 47 of 70
bottom of this Expense Form.
4) Click Save to add the Cash Advance Return to your report.
Trip with Personal Time
1) After importing your Pre-Approval on your Expense Report, mark the checkbox, “Personal Travel
Taken”.
2) Enter an explanation of the personal time taken in the “Personal Travel Details” box.
3) When adding/editing expenses, do NOT include any personal expenses made using personal
funds.
a. If any personal charges were accidentally charged to your P-Card, you will need to include
the expense on your Travel Expense Report as a Miscellaneous expense. Before submitting
your Expense Report, you will need to refund the money to the Bursar’s Office and include a
copy of the deposit slip as an Attachment. Personal charges that are intentionally made
using a p-card is a violation of state law and are subject to a penalty fee.
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Creating an Expense Report as a Delegate
If you are creating a report for an employee other than yourself, you will need to be set up as a delegate
of that user. For more information on setting up a delegate, see Add a Delegate.
When you have been authorized to work as another’s delegate, you will need to switch over to their
account in order to create the report. To do so, click on the User Icon in the top right corner of the
Navigation Bar (with your name) and you will see a list of users for whom you’re authorized to serve as a
delegate. The numbers to the right of their name will show the number of unused expense transactions
(including PCard charges, submitted receipts, cash advances, and approved Pre-Approvals) as well as the
total number of unsubmitted reports. Clicking on their name will take you into their account where you
can now create a report as explained in the previous sections.
Once you are done, you can return to your account by clicking the User Icon again and selecting your
name.
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General Report Management
Merging Transactions
Merging transactions allows you to merge a credit card transaction to a receipt that has been uploaded
directly to your eWallet. You cannot merge multiple credit card transactions together. If a vendor split
your order into multiple transactions, you will need to upload the receipt multiple times, once for each
transaction.
If a forwarded receipt duplicates a credit card transaction or other travel data already imported into
Chrome River, the system will automatically merge them. The following conditions must be met in order
for an automerge to occur:
• Expense types match
• Dates are within two days of each other
• Amounts are within 25% of each other
However, you may also manually merge transactions of any type, amount, or date, subject only to the
following restrictions:
• A credit card transaction may never be merged with another credit card transaction
• An uploaded or emailed hotel folio receipt may never be merged with another hotel folio receipt
Merging transactions is only necessary if the P-Card transaction and Reciept are your eWallet. It is
recommended that users upload receipts when adding P-Card transactions to an expense report.
However, if you are using the mobile Snap app or emailing your receipts into the system AND your
receipt does not automatically merge with your P-Card transaction, you will need to manually merge the
two by following the instructions below.
To manually merge transactions and receipts, navigate to your eWallet and click ALL to view all
transactions. Identify the transactions you want to merge.
Drag the receipt and drop it on the US Bank transaction.
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OR
Check the box next to the US Bank transaction and the box next to the receipt and click the “Merge”
button at the top.
This will create a single, new merged transaction. This merged transaction can now be added to a
report.
To see the individual items under the merged transaction, click Merged Details. To unlink a transaction
from a merged transaction, click the link icon.
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Compliance Warnings
A compliance warning indicates that additional information is required before an expense can be
submitted for approval and processing. Compliance warnings may be encountered when saving a line
item or when submitting an entire expense report for approval. Any line items in an expense report with
a compliance warning will be noted with the yellow circle icon in the report summary to the left.
Respond to the warning by either modifying the data (if there is an error) or replying to explain the
warning. To reply to the warning, click into the response area under the message and enter your reply.
Chrome River Manual – December 2023 Page 52 of 70
Compliance Violations
A compliance violation indicates that the expense cannot be submitted for approval and payment based
on college policies. A compliance violation may be encountered when saving a line item or submitting an
entire expense report for approval.
Any line items in an expense report with compliance violations will be noted with the red triangle icon in
the report summary to the left. Additionally, unresolved compliance violations will result in the Submit
button being deactivated. You will be required to make any necessary changes as specified in the
warning before you can submit the report.
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Report Tracking
Users can track the current status of any previously submitted Pre-Approval or expense report at any
time. From the Dashboard, select the Submitted Report link.
Pre-Approval
You will see a list of all of the preapprovals you have submitted and their status. The following are the
possible statuses:
• Pending: Pre-Approval has been submitted and is awaiting approval
• Approved: Pre-Approval has been approved
• Partially Applied: Pre-Approval has been partially applied to an expense report.
• Used/Expired: Pre-Approval has been fully used or expired.
Click once on the desired Pre-Approval report to preview it. Then click Tracking in the preview. (On
mobile, click the expense report to open the preview, and click the button and click Tracking from
the drop-down list.)
You will see where it is in the approval process, including the approver to whom it is currently assigned,
the date, and the system rule that triggered the assignment. Tapping each circle under Routing Steps
will show you complete details for that step.
Expense Report
From the list of submitted reports, click once on the desired expense report to preview it. If you double-
click on the report, it will open the report and the Tracking button will not be visible. Then click Tracking
in the preview. (On mobile, click the expense report to open the preview, and click the button and
click Tracking from the drop-down list.)
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You will now see a list of every item on the report and its status. (For Hotel or Itemized expenses, click
the arrow on the left to view the status of each itemized item.) The following are the possible statuses:
• Pending: Expense has been submitted and is awaiting approval
• Returned: Approver has sent the expense back to the expense owner for adjustment
• Approved: Expense has been approved but has not yet been exported
• Exported: Approved expense report has been exported to Banner
Click an expense item to see where it is in the approval process, including the approver to whom it is
currently assigned, the date, and the system rule that triggered the assignment. Tapping each circle
under Routing Steps will show you complete details for that step.
Recall a Report
Recalling a report allows expense owners and their delegates to return any expense report to Draft
status as long as none of the line items have been fully approved. All line items must be in Pending
approval status in order to recall an expense report.
1) In the submitted expense reports list, click once on the submitted report you wish to recall, then
Chrome River Manual – December 2023 Page 55 of 70
click Recall in the preview.
2) You will be asked to verify that you wish to send the report back to the Draft Expense Reports
list. Click Yes.
The report will now appear in your Draft Expense Reports list, and you may make any necessary updates
or changes. When the report is resubmitted, any approvers who participated in partial approval of the
original expense report will need to reapprove.
Returned Reports
Sometimes an approver will return one or more line items on an expense report to the expense owner
during the approval process. The report will appear in the Returned Expense Reports block on your
dashboard. Additionally, you should receive email notification informing you that an expense item has
been returned along with a summary and explanation why.
Double click on the returned report to open it. The returned line item(s) will be highlighted in light yellow.
Any header- level approver notes that apply to the entire report can be accessed by clicking the Comments
link in the header. If the approver left a note on a specific line item, it will be indicated by a blue note icon.
Only returned line items can be edited. Make sure you can see the expense information on the right-
hand side. Click on the returned line item and then click Edit in the preview. If the approver has asked
you to remove an expense, click Delete in the expense item’s preview or inside the line item to remove
it.
Chrome River Manual – December 2023 Page 56 of 70
View the Comments from the approver to see why the expense was returned. You may reply to
comments via the box below. Click Post to add it to the report. Make any necessary changes to the line
item and click Save.
When all changes have been made, click Submit to resubmit the line item(s) for approval.
In the Submit Confirmation window, click Submit.
Expiring Preapprovals
A Pre-Approval will automatically expire when a Travel Expense Report is submitted after a travel event.
If a Pre-Approval is no longer needed (trip canceled), you will need to manually expire the Pre-Approval.
Expiring a Pre-Approval removes the ability to import it into an Expense Report and liquidates/clears the
encumbrance in Banner.
To manually expire a Pre-Approval, do the following:
1) Click on “Completed” under Pre-Approval.
2) Click on the Pre-Approval report you wish to expire.
3) Click the “Expire” button.
4) This process is not reversable, the system will ask you to confirm.
5) The encumbrance will be liquidated in Banner the next business day.
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Approvals
Chrome River will automatically route reports to the appropriate approvers based on system rules and
assignments. Approvers will receive an email notification informing them when they have a Pre-
Approval or Expense Report in their queue for approval. Preapprovals are approved as a complete
document, while Expense Reports can be approved as a whole or by line item. Approvers have several
options for approving the report. Approvers should approve Purchasing Card Expense Reports by the
15
th
of each month. Travel Pre-Approvals and Expense Reports should be reviewed and approved as
soon as possible. This will ensure adequate time for the Purchasing Card and Travel Offices to review the
expenses and submit them to Banner. Transactions will not post to Banner until they are fully approved
by the Purchasing Card or Travel Offices.
Approval via Email
Chrome River will email approvers preapprovals and expense reports requiring their approval. With
Expense Reports, Approvers have the ability to approve all expenses on the report for payment or
return all expenses on the report to the expense owner with questions or comments from within the
email. Approving or returning only specific line items within an expense report requires the approver to
log in to the Chrome River application, which can be done through the link at the bottom of the email.
The email approvers receive includes most of the details of the report, including the ability to view receipts
associated with each expense. At the bottom of the email, approvers can view an expense summary and
will also see ACCEPT and RETURN buttons.
Note that at the bottom of the report you can click the VIEW RECEIPTS link to view a PDF of all receipts
attached to the report. (Expense Reports only)
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To view a receipt for a line item, click the View button next to the Receipts line.
Any compliance issues for line items will be noted with a Compliance Warning flag, as well as an
explanation of the compliance issue and a response from the expense owner.
To approve a report by email, click the ACCEPT button. This will bring up a new email window that you
will need to SEND. (If when clicking the ACCEPT button, an email window does not automatically open,
you can forward the email to approve@ca1.chromeriver.com
.) Note that this email MUST b
e sent from
an SLCC email address. If you are using a mail application that is attached to multiple email addresses,
ensure that you’re sending from your main SLCC email address. If you have any comments you would
like to include on the report, you can type them into the body of the email before sending, and they will
be added to the report. Leaving a comment on the report is optional. Once you hit send, the system will
be notified of your approval, and the report will move forward in the approval queue.
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To return the report, click the RETURN button. This will also bring up a new email window that you will
need to SEND. (If when clicking the RETURN button, an email window does not automatically open, you
can forward the email to r[email protected]
.) Note that this email must be sent from an SLCC
email address. You can enter an explanation for why you are returning the report that will be provided
to the report submitter. Once you hit send, the system will return the report to the submitter for
corrections. If an approver returns a report, the resubmitted report will route back to the same
approver and will not require additional approval from previous approvers, if applicable.
While approvers can return a report from within the email, they cannot adjust a report from within the
email. Instead, they must do so from within the Chrome River application, which is accessible from the
link at the bottom of the email.
Note: If you attempt to approve via email an expense that has already been approved or has since been
changed (e.g., the expense owner has recalled or resubmitted the report) you will receive an Expense
Approval Failure Notification email.
Approval in Chrome River Application
After logging into Chrome River, any approvers with reports pending approval will show up in the yellow
box in their Dashboard. If there are no reports for you to approve, this box will not appear. This box will
display a count of the number of expense and/or Pre-Approval reports awaiting approval. Click on either
Expense Reports or Pre-Approvals to access the respective list of reports.
Within the Approval List, you will see any reports awaiting your approval. If you would like to sort these
reports differently, you can do so by clicking the menu button in the top right corner of the approval
panel. If you have both expense reports and Pre-Approvals awaiting approval, you can toggle between
the two by clicking the titles at the top. If you have many reports awaiting approval and would like to
search for a specific one, you can do so by clicking the magnifying glass icon and searching by Expense
Owner or Report ID.
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Note that any reports submitted with compliance warnings will be noted with a red triangle symbol on
the line of the report.
Click once on any report in the approval list, and the report header will display in the window on the
right side of the screen. This will include a summary of the expenses, funding sources, and all receipts
attached to the report.
From the report preview window, you can perform the following functions:
• Open – This will open the full report
• PDF – This will provide several options for printing the report to PDF
• Tracking – This provides a summary of the tracking of the expenses in the report. Note that based
on the index charged, each line on an expense report can potentially route differently. Click on
each expense line to view the tracking information for that item.
• Return – Return the report to the submitter. The approver will be asked for an explanation and
all lines of the report will be rejected. The entire report will be returned to the submitter. If you
would like to reject individual line items, you can do so in the full report.
• Approve – This will approve the full report. It is recommended that approvers review the
detailed report before approving.
Additionally, you may add comments to the report by entering them in the Comments section of the
report summary. If you have comments related to a specific transaction, you can enter the comments on
the transaction.
Search reports
Toggle to view
Expense/Pre-
Approval
Sorting options
Brandon Thomas
Chrome River Manual – December 2023 Page 61 of 70
We encourage approvers to open the full report by clicking the OPEN button at the top of the report
summary. After opening the full report, all of the submitted expenses will now be listed on the left side
of the screen. To view details of an expense, click on the expense and the details will display on the right
side of the screen, including any receipts. A pro review tip is to click on the “images” button next to the
review button. Then you can cycle through the expenses using the “next” button. This will display each
receipt and the corresponding transaction without having to open the receipt for each item.
Any expenses submitted with a compliance warning will be noted with a yellow circle symbol on the line
item. If you click on these line items, a warning box will display at the top of the expense summary
detailing the compliance warning along with an explanation from the report owner.
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Similar to the report header, you may also add comments to individual expense items by entering them
under the Comments section.
Within an individual expense, approvers have the option to adjust the item or to return the item to the
expense submitter.
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Adjust an Expense
The following are the items that an approver can adjust on an expense:
• Approved amount – approvers can only adjust the approved amount down
• Business purpose
• Index
• Comments – approvers can add an additional comment, but they cannot remove comments
• Attachments – approvers can add additional attachments
After making an adjustment, an adjustment note is required by the approver. They also have the option
on whether or not to notify the expense owner of the adjustment. If they would like the report
submitter to receive an email detailing the adjustment, select the Notify Expense Owner checkbox. If
not, uncheck this box. Click Save to finalize the adjustment.
Return an Expense
Individual expenses can be returned to the expense owner. After clicking Return on the selected
expense, the approver is required to enter an explanation of why the expense is being returned. After
doing so, click Save.
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After indicating an expense (or expenses) you would like to return, any item(s) selected for return will be
noted with the red return arrow, and those that are approved will be noted with the green checkmark.
Note that no item(s) will be returned until you select the Return or Submit button at the bottom of the
expense line list. Selecting the Submit button will return the expense(s) noted for return. Selecting the
Return button will return all expense lines in the report to the expense owner.
Note that if you return a report, there are limited changes the expense owner can make, and they
cannot add any new expenses to the report. If you need the expense owner to add a new expense,
instead of returning the report, contact the expense owner and ask them to Recall the report. This
provides the expense owner more flexibility in editing the report.
Click Submit and this line
will be returned to the
expense owner
Click Submit and this line
item (and all with green
checkmarks) will move
forward in approval
queue
Chrome River Manual – December 2023 Page 65 of 70
Reconcile
Each individual expense also has a Reconcile button. If you are reviewing a report with multiple expense
lines, you can click this button to mark lines you have already reviewed. The line will now appear with a
green circled checkmark next to it on the report summary. This will allow you to track your progress. To
remove this icon, click the Unreconcile button.
Approve a Report
After you have reviewed the report and are ready to approve, click the Submit button at the bottom of
the expense report summary. (Note: The approval function within a report is indicated using the Submit
button, as opposed to Approve due to the system needing to recalculate the report in the event there
were adjustments made by the approver.
Once the Submit button has been clicked, the submit confirmation screen will appear. Again, click
Submit.
After clicking submit, a submit confirmation will be displayed.
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Inquiry
The Inquiry function allows you and your delegates to perform quick inquiries on your activity by
category. These inquiries include items such as expense reports, expense items, delegates, cash
advances, Pre-Approvals, and paid expenses.
To access inquiry reports, click the Menu Button in the upper left corner of the homepage and click
Inquiry.
You are now in the Inquiry menu. Click the Expense header to expand the list of reports available. To run
a report, simply click on the title.
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The results will appear in the window on the right. By default, the reports filter results to show the
current month. Most reports will provide date filter in the right corner to adjust the date range
displayed.
Any columns with a funnel icon can be filtered based on specified criteria.
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Any columns with the three-dot icon can be used to group results. Simply drag the header name into the
blue bar at the top of the report, and the results will be grouped accordingly.
Below is a list of the most helpful inquiries:
My Expense Reports – Provides a list of expense reports by total dollar amount. This report only reflects
reports currently in process (Draft, Pending Approval, or Returned). Once an expense has been
approved and exported to Banner to be paid, it will no longer appear.
My Expense Items – Allows you to view the status (Draft, Pending Approval, Approved, Returned,
Exported) of each individual expense under your account. You can also request expense item details
along with the associated receipt images for up to 50 line items as a PDF. Simply click Request Images
and a link to the PDF will be emailed to your primary email address.
My Delegates – Provides a list of people for whom you serve as a delegate and have unsubmitted
expenses.
My Expense Calendar – Shows your expenses in the form of a calendar. You can view the calendar by
month with the option to view all or specific expense types. By clicking onto an expense within the
calendar, you can view the details of a specific expense.
My Expense Approval Items – Provides approvers a list of expense items, per expense owner, which are
their responsibility to approve. The inquiry includes each expense per line item along with the charged
index under the Matter column. The status of each expense can be found in the Action column, which
will show if an expense is Pending, Returned, or Approved. Once reports are fully approved by all
approvers, the expense items will no longer appear in this report.
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Chrome River and Banner
Below is an explanation of how transactions from Chrome River will look in Banner.
Pre-Approval - General Encumbrance:
Pre-Approvals will create a general encumbrance in Banner. A general encumbrance will have the prefix
“T”. The number is generated by taking the last 7 digits of the Pre-Approval ID from Chrome River with a
proceeding T.
The description will have the “Departure date, Last name, and the Pre-Approval ID.”
Expense Report - Invoice:
Travel Expense Reports where payment is made to the traveler will create an invoice in Banner. In the
line item description of an invoice, you will see, “First initial, Last Name, Destination, Departure and
Return date”.
Expense Reports and p-card transactions on Travel Expense Reports will be posted as a journal entry
with the type VISA and a description of “Last Name-Merchant”.
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Closed Encumbrances
The funds are liquidated and closed when a Pre-Approval is fully used or expired. You will see an entry
on your detail report with a C number that corresponds to the T number that has a description of
“Closed Encumbrance”.
