Chrome River Approver Basics & 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

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. 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.

Logging into Chrome River 1. Log into Ramport 2. Select the Employee tab 3. Select the Travel icon 4. Select the Chrome River icon

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

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. Once you approve or return a report it will leave your queue.

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.

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 – for full and complete details. You can Approve and Return reports within the opened report. Verify the allocation (FOAPAL or Fund/Org). Ensure reports are in compliance with the travel rules and policies of both ASU and the State of Texas.

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.

In Closing 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