1. Chrome River Transition

2. Purpose Fixes outdated paper form process
Automates travel record and receipts
Auto calculates per diem and mileage
Stores travel card expenses
System checks and balances for compliance and accuracy
No more taping and scanning parking receipts

3. To get started: Go to MyU -> Key Links Click U Travel
Chrome River Login
Please review the Overview and Walkthrough slides and videos- intro videos are only 4:42 and 3:49 long

4. CAHP Specific travel items
By far- largest share of travel is between UMTC and UMR
Create a new report and follow the instructions as outlined in videos
When entering a destination, type in the city and scroll down and select correct location.

5. Entering Mileage System automatically calculates mileage/amount
Remember to hit ‘Return to Start’ for round trips

6. Calculating Mileage
System is very good at calculating point A to B, but if traveling from home, you must include mileage deduction. The same mileage deduction policies have not changed.
Enter round trip distance to home under ‘Deduction’ and attach map from home to campus below.
Dollar amount adjusts automatically

7. Adding receipts One of the best parts of system
Just a picture of receipt from your U account to
If your phone mailbox is linked to your U account, just a picture from your phone using your photos app.
The system autopopulates information on the receipt. Any out of pocket expenses sent this way will be under ‘offline’ eReceipt.

8. Going back to reports
Chrome River saves your report as you go, if your window closes, you can go back to the report anytime by clicking on it and hitting the ‘open’ icon.

9. Adding more items
At the summary screen, you can always add more line expense items by pressing the ‘+’ icon. Pressing that brings back the menu of item line type, such as airfare or hotel lines.
Click the ‘create new’ under the Add expenses window

10. Allocation
User will have to submit budget string, which means you will need to know what it is in advance.
Contact me for correct budget string, I will get this information from your Program Director.
Approver has no ability to change budget line, if wrong, it will be returned and you will have to resubmit.
To enter- start typing the number, include the dashes, and select the correct line from autopopulated list

11. Allocation
Often, we’ll have to split funds depending on the purpose of the trip. To split- click ‘add allocation’ and adjust either the percentage or the amount.

12. Pre Approval forms
Chrome River replaces paper pre-approval form as well
Steps are similar to creating expense report
Fill out the where with when, why, etc
You must enter an allocation string here as well

13. Pre Approval
Enter the expense items, per diem wizard will autocalculate per diem if necessary
Once approved, this will stay in ‘pre approval’ file.
After travel, submit expense report in conjunction with this pre approval.

14. System drawbacks
There will be an adjustment, but playing with the system and creating draft reports can help users gain familiarity
Needing budget string in advance creates additional complication over old system, we may have to change how these get to users before settling on one particular method.
Remember to include directions and calculations from home if necessary

15. Summary
This system is vastly superior to the current paper one and will hopefully make for much fewer headaches for users and approvers
This is a major change in how we are handling travel reimbursement, so please try and be flexible for any appropriate changes lessons learned along the way.
I’m absolutely available to meet one on one and walk you through the system. If you’re in Rochester, I’d be happy to WebEx.
If you have questions, you can contact me or the UMN controllers office at or