1. Chrome River
One Month Review

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

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

4. 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

5. 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! “All” is not an option.

6. 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

7. Adding Delegates

8. FAQ: Travel Workflow Pre-Authorizations Expenses
Traveler (if delegate submits)
Supervisor  (from Maintain Supervisor)
Budget Authority ( 1 from FTIFATA)***
Grant Officer(if grant funds are used)
Expenses
Supervisor (if Lodging is over the per diem rate)
Budget Authority ( 1 from FTIFATA) ***
Travel office
*** For BA, the backup is automatically set for 2 in the CR Workflow when 1 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.

9. 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.

10. FAQ: Pre-Approval
Will I get an when my Pre-Approval has been approved?
Yes, the system will send the traveler and all delegates an 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.

11. 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.

12. FAQ: Travel Expense
Do I get an 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.

13. Screen shot: Submitted reports with status

14. Screen Shot: Tracking

15. Screen Shot: Approval process
Current approval step
Future approval step

16. Screen Shot: Paid Item

17. 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.

18. 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

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

20. 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

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

22. Lab Times Hoggard Hall Room 249
August pm
August am
August pm
August am
August am
August am
September am
September am
September am

23. Questions