Danielle Gurule, Accountant 2: Contract & Grant Accounting Research REIMBURSEMENTS IN CHROME RIVER Floating down the calm river, not riding the rapids Jessica Alderete, Supervisor Fiscal Services: Contract & Grant Accounting Danielle Gurule, Accountant 2: Contract & Grant Accounting

Today’s Objectives Basic overview of Chrome River Most common FAQs on expense reports The most common reasons expense reports are returned by our office How to track your expense reports Overview of resources available to departments for assistance with Chrome River Q&A session for any research reimbursement issues

Basic overview of chrome river

Cruising Down the River Live December 1, 2016 Payments in Expense (Mercury) Payments in Invoice (Platinum)

Reimbursements Main Contract and Grant Office Restricted awards Payments to employees, non-employees and students

Most common FAQs on expense reports

FAQ’s on Expense Reports Chrome River Website Frequently Asked Questions Employee Student Payee Non-Employee Payee

FAQ’s on Expense Reports Student vs. Student employee How do you know when to payee a Student payee as a student or an employee?

FAQ’s on Expense Reports Account Codes How do I request an account code that is not listed in Chrome River?

FAQ’s on Expense Reports U.S. Participant Travel Can account codes 4680 and 4681 be added to the Tile Conference Registration Fees? These type of payments are being handled using the Other tile on the Students and Non-Employee. When selecting this tile, there is a dropdown box and if you select Research Study Incentives you will see that both account codes 4680 and 4681 are options to use. This is the preferred method for handling any participant related costs, even if it is to cover conference registration fees.

FAQ’s on Expense Reports Recall Expense Report Why should I recall my expense repot?

FAQ’s on Expense Reports Changes From Core Office What changes can the accountant in the Core Office change on the Chrome River Expense report?

Why was my expense report returned? Overview of the most common reasons our office returns expense reports for correction

Returned Expense Signature authorizations Travel Day/personal days Backup not attached

Returned Expense Budgets overspent Per-diem discrepancies Incorrect Type

Returned Expense Business Purpose not clear Clear explanation of expenses

tracking expense reports Overview on how to track your expense report

Where is my expense report? This is a question we get quite often from departments Tracking expense reports after they are submitted is easy Being able to track your reports can reduce delays in approvals

Steps on tracking your expense report After you login to Chrome River you will see this dashboard. From the dashboard click on your submitted reports. Click on the report that is in question. You will now see 3 buttons on the right hand side, Open, PDF or Tracking

Steps on tracking your expense report Click on the tracking button and then click on a line item.

Steps on tracking your expense report

Steps on tracking your expense report http://chromeriver.unm.edu/department-resources/010317_cr_apprv_rept_tracking.pdf

Who is in our Department Approval Queue? On the Chrome River Website (chromeriver.unm.edu), click on Department Resources and you will see the options below. Select Approval Groups, you will see the options below. Click on Approval Groups as of ….

Who is in our Department Approval Queue? An excel sheet will then open up. This spreadsheet will have a list of all department ORGs and their approval groups.

Who is in our Department Approval Queue? You can select your ORG by filtering the ‘Banner Org Code and Title’ column.

Department Resources Overview of resources available to departments

Where to go… Department Champions Chrome river Listserv – Accessed by the champions Chrome River Website Contact Core Office – Contract and Grant Accounting

Department Champions Each department at UNM has a Chrome River Champion(s) who was given training on Chrome River before it was live. Don’t know who your champion is? Follow the link below to see list of champions by ORG. It also includes their contact information. http://chromeriver.unm.edu/department-resources/cr- champions.html Please contact your Chrome River Champion first with any questions or concerns you may have. They will filter your questions or concerns to the correct core office.

Chrome River Listserv Forum type communication between Champions Currently only Champions are on the Listserv Any Champions with us today?

Chrome River Website Access the website at chromeriver.unm.edu, you will need to login with your UNM NetID and password The Home page has a section called “Knowledge Sharing” which has some quick tips on how to navigate each section on the website, hints from the Champions and some best practices. Each tab on the homepage has specific information for each of the following: Pcard Employee Payee Student Payee Non-Employee Payee Invoice

Chrome River Website

Contact Core Office If after reviewing resources on the website and contacting your Champion you are still not able to resolve the issue/question please contact us. Here are the approvers for Contract and Grant Accounting, main campus and their contact information: Danielle Burwinkle, Accountant 1 dburwink@unm.edu 505.277.1602 Ricardo Trejo-Arvizu, Accountant 1 rtrejo@unm.edu 505.277.0545 Danielle Gurule, Accountant 2 dgurule2@unm.edu 505.277.0976

Questions

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