NCCU CHROME RIVER "Travel Coordinator" USER GUIDE. A. Launch Chrome River. B. Navigation Bar. C. Home Screen Dashboard
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- Moris Stewart
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1 A. Launch Chrome River 1) Chrome River Production (single sign on) 2) Chrome River Test (not single sign on) from the MyEOL home page: B. Navigation Bar return to home screen dashboard select user, settings, help menu button (hamburger icon) new Pre-Approval (PA) report, or new Expense Report (ER) C. Home Screen Dashboard home screen dashboard Approvals (if applicable) Expense Reports (ER) - drafts - returned - submitted last 90 days* Pre-Approval (PA) Reports - drafts - returned - submitted last 90 days* *important: The Dashboard PA/ER "submitted" tiles show the count of PA/ER reports submitted in the last 90 days, however clicking the tile brings up a list of all PA/ER reports the user ever submitted. This is the primary way the user/traveler accesses their submitted PA/ER reports (review status, etc.). Last updated: 06/19/18, 11:00pm Page 1 of 14
2 D. User settings (Delegates) 1. Go to user settings 2. Add Delegates Add a "Delegate" to give a user access to prepare PA/ER travel reports on your behalf. (In this case, Debbie Lell added Theresa Wall as a delegate.) Add an "Approval Delegate" if you are an approver and will be out of office (specify dates). This person will receive all of your approvals until the end date or you hit the cancel button. 3. Theresa Wall (admin) can select Debbie Lell (traveler) T.Wall selected D.Lell and is now preparing PA/ER travel reports for D.Lell. Traveler T.Wall is a delegate for preparing travel for L.McHale, D.Lell and G.Ward multi person icon (indicates delegate) Last updated: 06/19/18, 11:00pm Page 2 of 14
3 E. Travel general information Report Types and Payment Information: 1) Pre-Approval (PA) reports are required for authorization to travel* no payments are made 2a) Pre-Trip Expense Reports (ER) for employee "cash advances" + "vendor pre-payments" 2b) Post-Trip Expense Reports (ER) for employee expense reimbursements and travel close out *Per Travel REG , item 6.1. Allowable "Cash Advances" and "Vendor Pre-Payments": FUND-ORG Security: - The Traveler (not the delegate) must have Banner ['Requisition (B)' or 'Inquiry (Q)' is OK] FUND and ORG access, otherwise they will not be able to select that FUND-ORG in the Allocation. Last updated: 06/19/18, 11:00pm Page 3 of 14
![shown] default Banner Supervisor (timecard approver) If an override of the default Spvr. is needed (or is blank), check the box.](/docs-images/91/104689663/images/4-2.jpg "You will be required to select an alternate Spvr. at report submission. An explanation comment is required for an override.")
4 F. New Pre-Approval (PA) Report new Pre-Approval (PA) report 1. Fill out the PA report information click "save" when done Report Name (include): traveler, destination, departure date [not all fields shown] default Banner Supervisor (timecard approver) If an override of the default Spvr. is needed (or is blank), check the box. You will be required to select an alternate Spvr. at report submission. An explanation comment is required for an override. Allocation = FUND + ORG (type any part to search) Last updated: 06/19/18, 11:00pm Page 4 of 14
![items] [right pane detail for item you clicked](/docs-images/91/104689663/images/5-1.jpg "on left pane] report expense 3.")
5 2. Add expenses to Pre-Approval (PA) report add expense [left pane PA report name, expense line items] [right pane detail for item you clicked on left pane] report expense 3. Add attachments (at the report level) and click "Submit" report Last updated: 06/19/18, 11:00pm Page 5 of 14
6 G. Tracking of submitted PA/ER Reports 1. Go to your report 2. click report name [left pane], then "Tracking" [right pane] More options button (kabob icon) 2. Tracking shows routing steps and current status status: report approved click on any step in the approval workflow to view the details approval date approved by routing step name Last updated: 06/19/18, 11:00pm Page 6 of 14
7 H. New Expense Report (ER) new Expense Report (ER) 1. Important: Scroll to the bottom and click "Import Data from Pre-Approval" Pre-Approval (PA) report is required for all Expense Reports 2. Select the corresponding Pre-Approval (PA) report for this Expense Report (ER), click "Create" For Pre-Trip Expense Reports go to section H.1 For Post-Trip Expense Reports go to section H.2 Last updated: 06/19/18, 11:00pm Page 7 of 14
8 H.1 Pre-Trip Expense Report (ER) 3a. Select the appropriate Pre-Trip Expense Report Type Then finish completing all fields, Is this the final liquidation of the encumb.? = No Click "Save" Pre-Trip Expense Reports (by traveler type) 4a. Finish making edits to the expense line items, then hit "Submit" button. For each expense, you must either click "Edit" button and complete/save the expense, or delete the expense: (A) Pre-Trip Expense Report: 1. Only submit expenses that are "cash advances" or "vendor pre-payments" (delete all other expense rows) - see page 6 summary table. [left pane ER report name, expense line items] [right pane detail for item you clicked on left pane] report expense Symbols change from warning to green check, as "edit" complete/save is finished. To delete rows, hit delete button or " " kabob icon Last updated: 06/19/18, 11:00pm Page 8 of 14
9 H.2 Post-Trip Expense Report (ER) 3b. Select the Post-Trip Final Expense Report Type Then finish completing all fields, Is this the final liquidation of the encumb.? = Yes Click "Save" Post-Trip Expense Report 4b. Finish making edits to the expense line items, then hit "Submit" button. For each expense, you must either click "Edit" button and complete/save the expense, or delete the expense: (B) Post-Trip Expense Report: 1. If you have a cash advance you must add it to the report: (+) button -> green dot cash advance. 2. You must delete any expense rows from the PA import already paid out as "Vendor Pre-Payments". (Otherwise, you are requesting reimbursement for amounts already paid to vendors in error.) 3. Do not delete rows that were cash advance expenses, they are applied against the cash advance. 4. If money is owed back to NCCU, you must use the "cash advance return" tile. [left pane ER report name, expense line items] [right pane detail for item you clicked on left pane] report expense Symbols change from warning to green check, as "edit" complete/save is finished. To delete rows, hit delete button or " " kabob icon Last updated: 06/19/18, 11:00pm Page 9 of 14
10 I. Receipts Attaching Receipts: - Receipts can be attached from files from your local or network drives. - Receipts can also be ed to receipts@chromefile.com (from snapping a picture on a phone, forwarding a hotel receipt, etc.) and the receipts will then appear in your "Receipt Gallery" to use for PA/ER reports. Last updated: 06/19/18, 11:00pm Page 10 of 14
11 J. Approval - Pre-Approval (PA) report McHale, Luke From: Sent: To: Subject: expense-noreply-qa@chromefile.com Monday, June 18, :00 PM McHale, Luke Chrome River Pre-Approval Request [G Ward] Pre-Approval (PA) report Pre-Approval ID: QA ACTION REQUIRED Chrome River Pre-Approval Request For Report Name Pre-Approval ID Submit Date Expense Dates Total Expenses Approved Supervisor ERStartTime DestinationCountry TravAffiliation EREndTime DestinationCity DestinationState TripType Report Info Gary Ward [gaward@nccu.edu, SUPERVISOR] Gary Ward, Atlanta, 06/18/18, employee QA /19/ /18/ /20/ USD Luke N McHale 7:00am-7:29am USA Employee 5:00pm-5:29pm Atlanta Georgia Out Of State Business Purpose NACUBO Finance Conference Account Summary Fund-Org % Trust Fund Institutional Support Org: Expenses Expense Details Amount (USD) Comptroller Airfare Report Total USD Description RDU to ATL, 06/18/18, Delta flight 1001 Airport Parking Description RDU airport parking USD Lodging USD Description Atlanta Marriott, 06/18/18-06/20/18 Mileage USD Description Durham -> RDU (14 miles) x 2 (round trip) PAMiles 28 Registration Fees Description NACUBO finance conference 06/18/18-06/20/18 Accept Report (then click "send" ) View Attachments ACCEPT USD RETURN >> View Images Return Report (then click "send" ) Pre-Approval ID: QA To take action on these expenses, take either of the following steps: 1 Page 11 of 14
12 - Click on the ACCEPT or RETURN button as appropriate and add any comments to the new that opens, - OR FORWARD this to approve-qa@chromefile.com or return-qa@chromefile.com with any comments at the top of the forwarded message. To view this Pre-Approval or access the Chrome River application click here. 2
13 G. Approval - Expense Report (ER) McHale, Luke From: Sent: To: Subject: expense-noreply-qa@chromefile.com Tuesday, June 19, :42 PM McHale, Luke Chrome River Expense Approval [Gary Ward] pre-trip Expense Report (ER) Report ID: QA ACTION REQUIRED Report Info Expense Report for Report Name Submit Date Expense Dates Total Expenses Start Date Start Time End Date Destination City Destination Country Destination State End Time Expense Report Type Final Liquidation Traveler Affiliation Trip Type Chrome River Gary Ward Gary Ward, Atlanta, 06/18/18, employee 06/20/ /20/ /20/ USD 06/18/2018 7:00am-7:29am 06/20/2018 Atlanta USA Georgia 5:00pm-5:29pm Pre-Trip Expenses - Employee No Employee Out Of State Account Summary Fund-Org Trust Fund - Institutional Support - Org: pre-approval import Pre-Approval Summary Airfare Airport Parking Lodging Mileage Registration Fees Totals Expenses Approval Step Comptroller Estimated (USD) Submitted Amount (USD) Expense Details 06/20/2018 Registration / Conference Fees Comptroller Trust Fund - Institutional Support - Org: Business Purpose NACUBO Finance Conference Description NACUBO finance conference 06/18/18-06/20/18 Merchant Registration Vendor null Cost Code Reason Assigned FUND-ORG Approval Receipts View USD 06/20/2018 Airfare Comptroller USD Trust Fund - Institutional Support - Org: NACUBO Finance Conference RDU to ATL, 06/18/18, Delta flight 1001 DL AMEX (for Concur booking) Business Purpose Description Airline lbl_udf_vendorairfare Class 1 Page 13 of 14 Report Total
14 Cost Code Reason Assigned FUND-ORG Approval Receipts View Financial Summary Amount (USD) Total Expense Report Less Company Paid 0.00 Amount Due Employee ACCEPT RETURN >> View Receipts Report ID: QA To take action on these expenses, take either of the following steps: - Click on the ACCEPT or RETURN button as appropriate and add any comments to the new that opens, - OR FORWARD this to approve-qa@chromefile.com or return-qa@chromefile.com with any comments at the top of the forwarded message. To view this expense report or access the Chrome River application, click here. 2
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