Chrome River One Month Review

Agenda Successes Bumps in the Road Helpful Hints – FAQ – Common errors Roadmap Your Questions

Successes PA’s Completed Expense Reports Completed 145 since July 3 $2,197,564.37

Bumps in the Road Non-Expense Reopen Error Meal Per Diem Resolved Meal Per Diem Updated by State 7/7/2017 (Friday) Submitted change to CR 7/11/2017 Lodging Per Diem Same as meals Errors on Saving Tied in with Per Diem Wizard Errors on Submit

Bumps in the Road Communication – If you have ideas on a distribution list for us to provide information in a more timey fashion please let us know! Email “All” is not an option.

FAQ: Delegate Delegate Approval Delegate Someone who has full access to your account to create Pre-Approvals and Expense reports on your behalf Settings – Delegate Settings Approval Delegate The person who helps you with approvals during a specified time Your approval delegate would be your supervisor

Adding Delegates

FAQ: Travel Workflow Pre-Authorizations Expenses Traveler (if delegate submits) Supervisor  (from Maintain Supervisor) Budget Authority (email1 from FTIFATA)*** Grant Officer(if grant funds are used) Expenses Supervisor (if Lodging is over the per diem rate) Budget Authority (email1 from FTIFATA) *** Travel office *** For BA, the backup is automatically set for email2 in the CR Workflow when email1 sets up an out of office. These are the basic workflows. There may be other elements of your reports that require additional approvals such as international travel, etc.

FAQ: Pre-Approval How much do I have to put in the system if I don’t expect any expenses? At least $1 in any expense type. When will my travel be encumbered? There is a nightly feed to Banner for all PA’s that have completed the approval process. Can I make changes in my Pre-Approval? During the approval process you can recall your Pre-Approval to make changes. After the report has been fully approved you cannot change it.

FAQ: Pre-Approval Will I get an email when my Pre-Approval has been approved? Yes, the system will send the traveler and all delegates an email to notify them the Pre-Approval (authorization) has been completed. Do I have to delegate to the traveler to enter their authorization? Yes, you need to delegate to the traveler to enter travel on their behalf. If you enter the travel under your name then you are saying you are the traveler. What are the differences in Paid by: Traveler – Traveler is paying for this expense out of pocket and will get reimbursed after the trip. Travel Office – The travel office is paying for the expense for an agency airfare, Enterprise Online Booking tool, Local Hotels for non-employees or you will be requesting a registration be prepaid directly to the vendor. Travel Card – The traveler is using their UNCW issued Visa travel card to pay for this expense.

FAQ: Travel Expense Where do I put an attachment for an expense? Attachments for backup documentation need to be attached at the expense line. Why do I keep having to put in travel dates? Some travelers have different legs of one trip. For example: A trip may start in Raleigh, travel abroad, then come back home. The dates allow the per diem rates to populate correctly for where the traveler is staying at any particular time. Also, there are often multiple flights taking place on different days. How do I get my registration prepaid? Once the pre-approval is completed in the approval process, create an expense report to pre-pay the registration.

FAQ: Travel Expense Do I get an email when my report has been approved? Currently no. We hope that will be a future enhancement offered by Chrome River. How do I know if my report has been approved? You can check the status of your report in Chrome River by going to the submitted reports and looking at the status. Pending approval status – the report is still in the approval process. Open the report to see the tracking. Exported – the report has been fully approved and has been exported to Banner Paid – the expense has been paid by the travel office. Click on the report header to see the Payment information including the check number.

Screen shot: Submitted reports with status

Screen Shot: Tracking

Screen Shot: Approval process Current approval step Future approval step

Screen Shot: Paid Item

FAQ: AP Check Requests What date do I use on the expense? Enter the date of the receipt. Why does your office keep asking me to recall my report? Recalling the report rather than returning allows you to make necessary changes and re-submit. My payee isn’t showing up when I search. What do I do? Fill out the Vendor set up and Maintenance form found on the CR homepage. Can you help me with finding account codes? An account code mapping sheet has been posted on the AP and Travel webpages.

Common Mistakes Pre-Approval Travel Expense Entering Zero Dollars – if no reimbursement is needed for an expense item, don’t include it on the report. Delete the expense item. Pre-approvals have to have at least $1 and should be your best estimate of expenses to be incurred. Checkbox for future year - use for travel incurring next fiscal year Travel Expense Travel Dates – make sure they are accurate Deleting all meals – Please delete day

Common Mistakes AP Check Requests Date – This is the receipt Supplier Inv #

Common Mistakes AP Check Requests Date – This should be the receipt date from the invoice or receipt. If there is no date use the current date Supplier Inv # - This should be the vendor invoice number on the invoice, receipt # or account number. If there is none of the above numbers use the current date in the following format 07-12-17

What’s on the roadmap? Gate Keeper changes on expenses Updates in feed descriptions on AP Check Requests Emails for paid items Adding Account Codes to listings Adding Reports

Lab Times Hoggard Hall Room 249 August 9 2-3 pm August 18 9-10 am August 23 2-3 pm August 25 9-10 am August 29 10-11 am August 31 10-11 am September 5 10 -11 am September 19 10-11 am September 22 9-10 am

Questions