Chrome River Tips & Tricks 2/23/17 Presented by Laura Putz, HSC Unrestricted Accounting Associate Controller

agenda What to send when you ask for HELP! PCard Reminders Identify Addresses Employee Other expense types Policy Updates Correcting returned items Report approvals via e-mail Duplicating items Identifying Delegates Changing User Preferences Invoice Module Crosswalk to Banner

When you need help Help us help you; always include: The complete Report Name The Expense Owner Name The Report Creator Name As much other information as you can about the problem Sometimes you need personal help, and contact someone in the core office by email or phone with your problem. Help us help you; always include: The complete Report Name The Report Owner Name The Report Creator Name As much other information as you can about the problem

PCard issues Generic description in Header REPORT HEADER Generic description in Header Specific description on each line item LINE ITEM DETAIL When creating a PCard report, Use a generic description in the header, such as Weekly Reconciliation And use a specific description on each line item, Such as Supplies to support office administration. Envelopes for mailing NSAR invoices and collection letters

PCard issues – Correct Report Type PCard for non travel related expenses PCard Travel for travel related expenses PCard reconciliation reports must use the correct report type. PCard for non travel related expenses, such as envelopes or lab supplies and PCard-Travel for Travel related expenses, such as conference fees, airfare, hotels, and car rental

PCard issues – Receipt Gallery Add notation “PCard” on receipt Or include note “PCard” in the email When PCard receipts are emailed to the receipt gallery, they should be marked as PCard documents to avoid the possibility of being used on an employee reimbursement report. This can be done by marking the receipt before taking the emailed picture Or adding “Pcard”

PCard issues – Receipt Gallery Emailed item in receipt Gallery will show the PCard notation on Offline area Email response from Chrome River will also show PCard notation

Identify Addresses – Students & Employees If not “Direct Deposit” payee, reimbursement payments to students or employees are directed to the active “MA” address on file in Banner FOAIDEN. Address changes can be made by payee in Demographic Self- Service *Waiting on FSM re: how to do this

Identify Addresses – Non-Employees If not “Direct Deposit” payee, reimbursement payments to non- employees are directed to the active Accounts Payable address on file in Banner - FTMVEND Address changes can be made by using LoboMart “Add/Change Vendor” process. *Waiting on FSM re: how to do this

Employee Other – Expense Types Select type from drop down menu If type is not there, this could be the wrong report type If account code is not there, this could be the wrong selection Types The Employee Other icon has specific uses. Select expense type from drop down menu If type is not there, this is the wrong selection If account code is not available, this is the wrong selection For food purchases, select the Meals tab, and correct sub icon. For travel expenses, select the correct icon, such as hotel, or air travel, and the correct sub icon.

Travel Day – New Policy What policy do I follow for per diem? Travel Occurred prior to December 1, 2016 Use previous UNM policy for departure and arrival time for meal/per diem payment Travel Occurred after December 1, 2016 Use current UNM policy (75% of travel days) for meal/per diem payments Maximum amount to be paid is 75% travel day Departments have authority to be more restrictive as long as it is consistently applied. Federal Awards – Travel time must exceed 12 hours in order to claim a day trip meal allowance. This is particularly important for charges hitting contracts or grants

Moving Expense – Policy Change 4020-Moving Expenses and Relocation Allowance Section 4.1 now states that a “Relocation Allowance” amount may now be paid instead of reimbursement for actual moving expenses or having UNM pay moving expenses directly. If a department adopts this method, the hiring officers should be informed since this must be written into the hiring contract. The proposed Moving Agreement and Allowance Request form should be included with the submission of the hiring proposal. The form is on the Unrestricted Accounting- Main website. There has been a Moving Expense policy change. 4020-Moving Expenses and Relocation Allowance Section 4.1 now states that a “Relocation Allowance” amount may now be paid instead of reimbursement for actual moving expenses or having UNM pay moving expenses directly. If a department wants to adopt this method, the hiring officer should be notified, since this must be written into the hiring contract. The proposed Moving Agreement and Allowance Request form should be included with the submission of the hiring proposal. The form is on the Unrestricted Accounting- Main website. [below is copied from Big Red] 4.1. The new employee may elect to have a “Relocation Allowance” paid on the employee’s first payroll distribution, or as soon thereafter as practicable depending on the submission of the request to Payroll, in lieu of requesting reimbursement for actual moving expenses incurred or having UNM pay certain moving expenses directly. A proposed Moving Agreement and Allowance Request should be included with the submission of the hiring proposal. This contract for a Relocation Allowance should be executed at the time of employment negotiation. This form is available on the Unrestricted Accounting – Main website. The form estimates the tax withholding requirements associated with of the relocation allowance payment.

Correcting Returned items The returned report will appear on your home screen Open the report

Correcting returned items The returned item will be highlighted and have a box indicating there is now a comment The returned item will be highlighted and have a box indicating there is now a comment

Correcting returned items Select the highlighted line and read the comment, then correct the report

Email report approvals Expense owners must approve the report you created before it routes to designed approval queues. Expense owners have 10 business days after they receive a Chrome River email to approve the report through the email After 10 days, the report can be approved Online By the report creator recalling and resubmitting the report, which will generate a new email Report owners must approve the report you created before it routes They have 10 business days after they receive a Chrome River email to approve the report through the email After 10 days, the report can be approved Online By the report owner recalling and resending the report, which will generate a new email

Duplicating items You can duplicate line items Highlight the line to be duplicated Select the three dots on the upper right Select duplicate You can duplicate line items Highlight the line to be duplicated Select the three dots on the upper right Select duplicate

Duplicating items Change what is needed (i.e.: date) Select save This function is available for most line items Employee Other report type can only have one line item Change what is needed (i.e.: date) Select save This works for most line items

Getting copied on returned reports Select Another User Select the Report Owner’s Name If you originate a report for someone else, you will not get copied on adjustments or returns unless you are the report owner’s designee. You can add yourself as their designee, which is recommended. Go into the report owner’s area using “select another user” Select your name, And “Select another user” Type the report owner’s name and select it when it appears.

Getting copied on returned reports Select Settings Select Settings As the Report Owner Select Settings, then Select Delegate Settings and Add New Delegates

Getting copied on returned reports Type your name in the My Approval Delegate field and select it You are added as a delegate Begin typing your name in the My Approval Delegate field And select it when it appears. You are added as a delegate and will now receive the same Chrome River emails as the report owner, letting you know when their reports have been adjusted or returned to them. To delete a delegate, select the X

Getting copied on returned reports Begin typing your name in the My Approval Delegate field And select it when it appears. You are added as a delegate and will now receive the same Chrome River emails as the report owner, letting you know when their reports have been adjusted or returned to them. To delete a delegate, select the X

Changing User Preferences Setting can be adjusted to suit your preferences Setting can be adjusted to suit your preferences Select Settings, after selecting your name at the upper right Then Select Preferences Settings. From this location you can select Several preferences Highlight what you want to change and select the pencil icon on the far right Under Copy Expense Attributes, you can turn off the copying of expense attributes which is set by default to yes. This will leave blank some fields that are currently copied from earlier selections in a report, forcing you to notice and select them.

Invoice Module The Invoice Module is similar to the other areas in Chrome River Expense Some difference exist: You cannot delete a completed invoice Invoice numbers are displayed in the upper right corner Standard Invoice reports frequently contain fields that do not exist in Chrome River Expense Some reports do not apply to the UNM process The Invoice Module is similar to the other areas in Chrome River, however Some difference exist: You cannot delete a completed invoice, you must contact FSM to have an invoice deleted. Invoice numbers are displayed in the upper right corner of the screen while you are creating the invoice Standard Invoice reports frequently contain fields that do not exist in Chrome River, such as check number. Some reports have no information, such as the Paid Invoices report

Invoice Module - Tracking To track an invoice: select the invoice and select the Tracking button To track an invoice, select the invoice and select the Tracking button.

Finding Check Number – Invoice Module Go to FAIVNDH Input the Vendor and Next Block FAIVNDH To find the check number for a payment from the Invoice Module, know the Vendor name or number, and Go to FAIVNDH. Put in the Vendor information and Next Block.

Finding Check Number – Invoice Module In FAIVNDH find the Line Item Banner number displayed Chrome River number displayed Check number is displayed FAIVNDH Find the payment you are interested in. Note that both the Banner And Chrome River numbers are displayed, As is the check number

Finding Check Number – Invoice Module Using FOIDOCH: Enter the Banner number Next Block Check number is displayed If you have the Banner number, You may go to FOIDOCH And enter the Document type and Document Code, And Next Block The check number is displayed

Finding Check Numbers – Expense payment Check Numbers are only shown in Banner You must find the Banner number of the transaction before you can look up the check number. For Expense Reimbursement Reports and PCard expenses, and invoices, use FOIDOCH Check Numbers are only shown in Banner. You must find the Banner number of the transaction before you can look up the check number. For Expense Reimbursement Reports and PCard expenses, and invoices, use FOIDOCH. All of these are document type “INV” Put the type of document in Document Type it is INV Enter the Banner document code and next block The check number and status will be shown. This is an Expense Reimbursement from earlier in this presentation

PCard Query Go to FAIINVE Enter the S doc as an invoice Next block The status indicator tells you this was paid.

Pcard query

expense Query Go to FAIINVE Enter document number Next block The status indicator tells you this was paid.

Finding CR expense Report numbers in Banner To see backup documentation on an expense item in FGIBDST Highlight the account Select Options then Transaction Detail Information It is possible to see backup documentation on an expense item in FGIBDST Highlight the account Select Options/ Transaction Detail Information

Finding CR expense Report numbers in Banner Find the line item for which you need the Chrome River Expense report number The payee, or report owner, is Christine Vining for the $502.94 charge that is being investigated, and the Banner number is IC00573.

Finding CR expense Report numbers in Banner Highlight the document The Expense Owner is listed in the short description Banner Document Number is listed Select Options Select Query Document [By Type] Highlight the document Select Options/ Query Document [By Type]

Finding CR expense Report numbers in Banner Takes you to FAIINVE Select Next Block Chrome River report number is listed under Vendor Invoice. To access in Chrome River drop the “C”. Select Next Block Note that the Banner document number is listed under Document And the CR report number is listed under Vendor Invoice (drop the “C”)CR#= 010015607375

Finding CR pcard Report numbers in Banner To see backup documentation on an S document in Banner, go to FGIBDST Highlight the account Select Options/Transaction Detail Information To see backup documentation on a PCard S document in Banner, you also go to FGIBDST Highlight the account Select Options/ Transaction Detail Information

Finding CR PCard Report numbers in Banner Find the line number. The payee is Southwest, and the S Document number is S2211443 for the $393.20 charge being researched.

Finding CR PCARd Report numbers in Banner Highlight the S document line item Select Options/Query Document [By Type] Highlight the S document line item Select Options /Query Document [By Type]

Finding CR PCARd Report numbers in Banner Select Next Block Select Options/ Commodity Information Select Next Block Select Options/ Commodity Information

Finding CR PCARd Report numbers in Banner The S document number The Chrome River number The S document number is displayed in the document field, and The Chrome River report number in the Commodity field

Finding Chrome River report owners Using FOROLDS (in myReports) Run an Operating Ledger Detail Report The Originator’s Banner ID will be in the Initiator column on the S document number line To use FOROLDS Run an Operating Ledger Detail Report for the appropriate index and Find the line item. The Originator’s Banner ID will be in the Initiator column on the S document number line under the account to which the document was posted.

Finding Chrome River report owners If you do not know the name associated with the net ID, run a search in the myUNM Directory by NetID. The Expense or PCard report Owner’s name will be displayed

Finding Chrome River report owners Using Expense Analysis Report In Chrome River select Analytics Reporting Select Standard Reports EXPENSE To use the Expense Analysis report to find Chrome River report owners select Analytics Reporting Select Standard Reports. Select EXPENSE. Select Expense Analysis Report.

Finding Chrome River report owners Limit your data. Select Columns needed for the information you want. The More limited, the quicker the report will run and the easier it will be to find your Report Owner. Run the Report Limit your data. The more you are able to limit it, the quicker the report will run and the easier it will be to find your Report Owner. Select the Columns needed for the information you want, using the arrows. Here Expense Owner, Owner Unique ID, Report Type, Report ID are selected. Run the Report in Excel so you will be able to sort your report information.

Finding Chrome River report owners Sort the report by Report ID number Scroll Down to the Report ID to find the Expense Owner for this PCard S document Sort the report by Report ID number Scroll Down to the Report ID to find the Expense Owner for this PCard S document

Finding Chrome River report owners Using the Expense Report Tracking Report Input the Report ID Select “All” for date range Find Report To use the Expense Report Tracking Report Input the Report ID Select “All” for date range and Select Find Reports

Finding Chrome River report owners Put the CR Report number in the Report ID field Select Report Columns Report ID and Expense Owner Select Tracking Then, on the new screen, put the CR Report number in the Report ID field Note that “All” is selected for the other fields. Under Report Columns select Report ID and Expense Owner, using the Arrow and Select Tracking

Finding Chrome River report owners The Report Owner is displayed. The Report Owner is displayed.

Finding the next approver in Chrome river Go into Chrome River as the report creator via Select Another User Then select Tracking to find the next approver in Chrome River once you have highlighted the report Go into Chrome River as the report creator via Select Another User. Highlight the report. Then select Tracking to find the next approver in Chrome River

Finding the next approver in Chrome river Each line has tracking; highlight the correct line Select the last check mark in a green circle to see who last approved that line Select the blue encircled number to see who the next approver is. Each line has tracking; highlight the correct line Select the last check mark in a green circle to see who last approved that line Select the blue encircled number to see who the next approver is.

Finding the next approver in Chrome river The last approver was Adriana Mendiaz-Coronado. The last approver was Adriana Mendiaz-Coronado.

Finding the next approver in Chrome river The next approver is someone in the Main Campus C&G area. This routing is assigned to Fund 12APP: Firmwide The next approver is someone in the Main Campus C&G area. This routing is assigned to Fund 12APP: Firmwide

Finding the next approver in Chrome river To find the names of the people in the next approver queue Note the “Assigned To” description To find the names of the people in the next approver queue Note the “Assigned To” description

Finding the next approver in Chrome river Go to the UNM Chrome River Website Chromeriver.unm.edu Select Department Resources Select Approval Groups Go to the UNM Chrome River Website by selecting “Information” instead of “login” on the Chrome River icon Select Department Resources Select Approval Groups

Finding the next approver in Chrome river Select the most recent Approval Group Select the most recent Approval Group

Finding the next approver in Chrome river Sort the report by Approval Group or use the Approval Group filter feature The six approvers for Fund type 12 APP are listed by name Sort the report by Approval Group. The six approvers for Fund type 12 APP are listed by name

Reviewing reports Select the hamburger icon Select the Inquiry ribbon

Reviewing reports older than 90 days, or belonging to others Chrome River reimbursement reports and PCard reconciliation reports and all the documentation attached to the report, including receipts, can always be viewed in Chrome River You must know the Report Owner and go into Chrome River as the report owner through the Select another user icon Chrome River reimbursement reports and PCard reconciliation reports and all the documentation attached to the report, including receipts, can always be viewed in Chrome River. You must know the Report Owner and go into Chrome River as the report owner through the Select another user icon

Reviewing reports - Pcard Select My Firm Paid Items Enter the date range Data can be Exported Select My Firm Paid Items and Enter the date range. Be aware that the transaction date used in this report is the bank posting date, not the banner posting date Select Export to see a sortable list of all the reports created for this person during the date range specified. An excel report will be produced that can be sorted as needed. **Laura-Right now the Export button on this report is not working. FSM has requested CR to fix it.*

Reviewing reports - Pcard To see individual report detail: Find the report you wish to see Sort by any header field to assist To see individual report detail, from the screen Find and select the report you wish to see. To assist in finding the correct report, you can sort by any header field by clicking on the header. It will be sorted “high to low” To reverse this sort to “low to high”, click on the arrow that will appear The Vendor will appear in the Extra Text field, and the report ID is three fields to the right of the Extra Text field.

Reviewing reports - Pcard Highlight the report Select Download PFD/Full Report with Notes & Receipts Highlight the report and Select Download PFD/ Full Report with Notes & Receipts. You may view, print or save the report and attached documents. You may review the report online, save, or print the report, as needed.

Reviewing reports – Expense Reimbursement From the Inquiry screen Select My Expense Reports Select the Date Range for your report Data can be Exported Select the expense owner on the select another user screen, if necessary From their Inquiry screen Select My Expense Reports Select the Date Range for your report Select Export

Reviewing reports See all documents submitted for this person during the selected date range. Open the excel report in the bottom left corner of the screen. From this report you can sort and review all documents submitted for this person during the selected date range.

Reviewing reports – Expense Reimbursement To see individual report detail: Select the report you wish to review by highlighting the specific line. Select Download PFD/Full Report with Notes & Receipts To see individual report detail, Select the report you wish to see. This may be done by cursoring down the list until you find the correct report name and Report ID. Keep in mind that the approved amount will be for the entire report, which may not match the line item you are investigating. Highlight the report and select Download PFD/Full Report with Notes & Receipts You may review, save, or print the report and attachments

approvals not yet in dept. queue To find approvals that are coming to your department queue but have not yet arrived: Run the Open Approvals report for your organization Your org level 5 code is input as the owner department code. Sort the resulting excel worksheet to meet your needs To find approvals that are coming to your department queue but have not yet arrived: Run the Open Approvals report for your organization Your org level 5 code is input as the owner department code. Sort the resulting excel worksheet to meet your needs

Running the open approvals report This report is under the Analytics Reporting ribbon In the Standard Reports. Open the EXPENSE folder And select the Open Approvals report Run the report in Excel format You may select some or all of the report columns

Open approvals report This report has been sorted for AFC, org 523A-SOM surgery. The first column, Assigned Name, shows where the report must next be approved. Notice the last column; number of days. Where the rule description says Delegate submits/Expense Owner Approves, the number of days indicates how long this has been sitting in the expense owner’s queue waiting for their initial approval. This report can be used to determine report owners who need to be reminded to approve their reports.

March Learn: reporting Come back on March 23rd to LEARN more about reporting! ANY QUESTIONS?