Chrome River Introduction Good morning/afternoon everyone, My name is Kara Gray, and I am a Travel Accounts Coordinator. This is Rosie Webb, and she is also a Travel Accounts Coordinator. Brittany Smith is our other colleague, and she is a Contracts and Travel Coordinator. We are all representatives of the ASU Travel Office. We are here to talk to you about our new online travel automation system, called Chrome River. Chrome River was selected to improve the current paper process by moving it to an online system – which will enable efficient time communication and collaboration among ASU’s faculty/staff. Brittany, is now going to lead you through this new process. We ask that you please hold your questions until the end of the presentation. If we have time at the end, we will be more than happy to answer them here, but if needed, you can always contact us at a later time. Thank you.

What is Chrome River? Cloud based software Replacing paper process of travel TARs & Expense Logs Accessible on desktop computers, laptops, tablets, and smart phones And, you can upload receipts to Chrome River as pictures from your phone! Does not require an app Google Chrome is the recommended browser Chrome River will be going live for the entire campus in September!

Logging into Chrome River 1. Log into Ramport 2. Select the Employee tab 3. Select the Travel icon 4. Select the Chrome River icon Please note: The Chrome River icon will not appear in your Ramport until September 3rd

Chrome River Dashboard/Home Screen Expenses section – location for your Expense Reports (formerly Expense Logs) Pre-Approval section – location for your Pre-Approvals (formerly TARs) - Icon is also a button to bring you back to this screen. Returned section – in our current paper process, if pertinent documentation is missing the TAR or Expense Log may be sent back to the department – the Returned section in CR functions similar only it’s online instead of traveling through campus mail (However, could be returned by supervisor, financial manager, any other applicable approver in the approval process – which we will get into more detail towards the end of the training – or the Travel Office) Drafts Reports in progress Returned Reports that have been returned for changes by an approver Submitted Completed reports that have been finally submitted

Creating a Pre-Approval (PA) Select “+ New” Select “New Pre-Approval”

Creating a Pre-Approval (PA), Continued. Right side of the screen. This section is the “Header” of the report. Fill in the blank boxes Drop down option boxes Check boxes Blue text boxes for information

Creating a Pre-Approval (PA), Continued. Expense Types Expenses Selected

Creating a Pre-Approval (PA), Continued. To add meals as an expense type: Select the Meals tile

Creating a Pre-Approval (PA), Continued. Read the blue text box. Type in an accurate estimated amount. Add Additional Comments if you want to. Select Save

Creating a Pre-Approval (PA), Continued. Once done adding expenses, select Submit.

Creating a Pre-Approval (PA), Continued. Read text box and if you agree, select Submit.

Creating a Pre-Approval (PA), Continued. Entered a response, but could’ve gone back into Pre-Approval (PA) and added a lodging line if I had forgotten to. Hard stop – the allocation (fund/org) does not have enough funds for the Pre-Approval (PA) amount. Must go back into PA and select a different allocation.

Messages, Warnings, and Violations Blue text boxes are informational messages, reminders, and tips. Orange boxes are Warnings To satisfy the warning, you can either go back into the report and edit it or add a response (explanation/justification) on the Warning box. Red boxes are Violations A hard stop – you have to go back into the report to fix the issue it is concerned about. If you think you received a Warning or Violation in error – or are not sure what you need to do to fix it – please contact the Travel Office for assistance. Please have the number (top right corner) of the Warning/Violation ready to give us.

What happens with my Pre-Approval (PA) after I submit it? Once you submit your Pre-Approval (PA), it will begin the approval process in Chrome River. More about the approval process later in the presentation. It will be in a pending status until fully approved. Once it has been fully approved, you will receive an email notification from Chrome River and the PA will have a status of approved.

Creating an Expense Report (ER) Select “+ New” Select “New Expense Report”

Creating an Expense Report (ER), Continued. Select “Import Pre-Approval” Select the Trip Name out of the dropdown box that you want to create an Expense Report (ER) for.

Creating an Expense Report (ER), Continued. Review the trip name and information to ensure that is the Pre-Approval you want to import, and then select Import.

Creating an Expense Report (ER), Continued. Verify the listed information is correct Complete the additional information requested Select Save

Creating an Expense Report (ER), Continued. Above are the imported expenses from the PA. Select each one, verify/update the information, add necessary receipts, edit, and resave. Once you have finished creating the ER, select Submit. And, when the next window opens, select Submit again – if you agree with the green text.

What happens with my Expense Report (ER) after I submit it? Once you submit your Expense Report (ER), it will begin the approval process in Chrome River. It will be in a pending status until fully approved. Once it has been fully approved, you will receive an email notification from Chrome River and the ER will have a status of approved. Once the ER has fed from Chrome River to Banner, the approved status will change to an exported status.

You can track the approval process for your report in Chrome River! You can see who it is assigned to, what time they received it, and the approval status. Pre-Approval Expense Report

Who will be approving Travel in Chrome River? Pre-Approvals (PAs): Traveler – if a delegate submits (more about delegates later in the presentation) Supervisor Financial Manager Provost – for international travel Travel Office Expense Reports (ERs): Traveler – if delegate submits Supervisor – for Cash Advance Requests Provost – for Cash Advance Requests + international travel

Options for Approvers Pre-Approval (PA) Expense Report (ER) Approve the report. Return it to the traveler for changes/corrections. A comment is required. The traveler will receive an email notification from Chrome River. All approvers from the previous slide are able to return PAs and return/make changes to ERs. As the final approver, please do not be offended if the Travel Office changes or returns a report – we do so not just for compliance, but to help everyone learn the new system. Approve the report. Return it to the traveler for changes/corrections. Make changes: Change the Fund/Org (FOAPAL) Change the total dollar amount on most expense line items. Please note that a comment is required for any changes made, and the traveler will receive an email notification from Chrome River.

How do I know if I have something waiting for my approval? Do I have to login to Chrome River every day to check my dashboard? No  You will be notified by Chrome River, via email, when you have something to approve.

Dashboard/Home Screen for Approvals Needed Approvals Needed section – shows items awaiting your approval If you do not have anything to approve, this section will not appear

Approving in Chrome River Example 1. Select “3 Pre- Approvals” to see the list of Pre-Approvals. 2. Select the one you want to review first, and a brief overview will populate to the right.

Approving in Chrome River Example, Continued. Select “Open” to review the entire Pre-Approval or Expense Report. Verify that the correct allocation (FOAPAL or Fund/Org)has been selected for the trip. Approvers should also ensure reports are in compliance with the travel rules and policies of both ASU and the State of Texas.

Approving in Chrome River Example, Continued. You can Approve or Return the report either at the brief overview or once you are in the report. When you Approve or Return a report it will leave your queue.

Approving Via Email You can also approve/return Pre- Approvals and Expense Reports via email! All the details that would exist in Chrome River will be included in the email. If you want to get into Chrome River while looking at the email, there is a link to Chrome River within the email. The only thing you are not able to do via email is make changes to Expense Reports – for that you would need to be in Chrome River.

To Approve or Return Via Email Approving Returning Select Approve. A new/draft Outlook email will be generated. To add optional comments to approval – enter in the body of the email. Send the email. Select Return. A new/draft Outlook email will be generated. Please add comments to the body of the email, so that the traveler will know what they need to fix/change. Send the email. Please Note: In order for the report to be Approved or Returned in Chrome River, you must send the email that generates. If you select Approve or Return on an email approval and a new Outlook email does not automatically generate for you, it means that you do not have Outlook set up as the default email app on your device.

Delegate Settings and Use: Traveler must Select a Delegate: 1. Select your name 2. Select Settings 3. Select Delegate Settings There are two types of delegates: Delegates Approval Delegate

Delegate Settings and Use: Approval Delegate A person can be a Delegate for multiple people, and a person can have multiple delegates. Has access to (on behalf of employee): Can create Pre-Approvals (PAs) and Expense Reports (ERs). Can access their home screen, Settings, Inquiry, and Reports. Can upload receipts. Will receive copies of any email notifications sent to the traveler. Cannot approve reports that are routed to the traveler. A person can either have one Approval Delegate or be an Approval Delegate for one person. For a specific period of time – i.e. vacation. The ability to be an Approval Delegate will follow ASU’s FY succession plans. Has access to (on behalf of employee): Can temporarily approve Expense Reports (ERs) and Pre-Approvals (PAs) – via email only. Cannot access their home screen. Examples: D is the delegate who creates PAs and ERs for everyone in IT. Denise and Dough are Angie’s approval delegates when she is out of the office.

Delegate Settings and Use: For the Delegate 1. Select your name 2. Select the name of the person whose Chrome River home screen you are wanting to access. Please note: If you are creating a Pre-Approval (PA) or Expense Report (ER) for another person, make sure that you are in their Chrome River home screen and not your own. The Travel Office is not requiring departments to use the delegate option. It will be up to each department to decide whether or not to keep their current process of who inputs travel “paperwork” for travelers or to change it.

In Closing For approvers: For all: For those who will create Pre-Approvals and Expense Reports: More detailed training on creating Pre-Approvals (PAs) and Expense Reports (ERs) will be available on the Travel Office website in the near future. Chrome river Verbiage Guide and Cheat Sheet (attached to handout). For approvers: More detailed training on approving travel in Chrome River will be available on the Travel Office website in the near future. For all: There are more detailed trainings on maneuvering Chrome River on the Travel Office website. Travel Office will host open labs each week on Chrome River. For more information, dates, times – go to the Travel Office Home Page. If you have already submitted a FY20 TAR (or will, prior to the first of September) – you will need to complete your trip as an Expense Log on paper. Unless you would like to input the TAR into Chrome River at the beginning of September. If you would like to do so, please contact the Travel Office.

Questions? If you have any questions, concerns, experience an issue, or receive a Pre- approval/Expense Report in error to approve, please reach out to the Travel Office. Thank you! Rosie, Brittany, and Kara traveloffice@angelo.edu 325-942-2725 Rosie, Brittany, Kara