Travel and Expense Reimbursement

Transcription

1 Shared Services Center Travel and Expense Reimbursement WHAT S NEW JANUARY 2018 ENHANCEMENTS RELEASE Purpose: To provide our Chrome River users with a brief overview of the January 2018 enhancement release. Disclaimer: The Chrome River live environment for these screens may look different from the information provided within this document. This is due to the continuous implementation of multiple requested changes and updates in the test environment. The.gifs in this document are not accompanied with audio. In order to view the.gifs, you must DOWNLOAD the PowerPoint, then play the slide show. You may click F5 at anytime to start the slide show from the beginning OR you may click Shift + F5 to start from a specific slide. You may click Esc at anytime to stop the slide show. FAQs and guides are available online at Additional assistance is provided by the SSC Help Center at , , or help@ssc.vccs.edu.

2 Table of Contents General Enhancements Information Hotel Hotel Calculate Allowable Total Tool Meals Per Diem Wizard Meals Per Diem Mileage Rate Approve / Return Reports

3 General Enhancements Information Two Pre-approval Report changes will eliminate the need to attach a GSA calculator. Support for Pre-approval Lodging GSA Rate look up GSA Allowable will be calculated based on the location like in the Expense Report Lodging will be one tile for the Pre-approval instead of separate tiles for Taxes, Parking, and WiFi. Support for the Meals Per Diem Wizard and Meals Per Diem based on location like in the Expense Report. The IRS mileage rate has changed to $0.545 effective 01/01/2018 All report approvals must be completed in the Chrome River application.

4 Hotel Higher lodging approval requirements: If daily lodging rate is less than or equal to the applicable 100% GSA Rate, your supervisor can approve. If daily lodging rate is between the applicable 100% - 150% GSA Rate, you need Agency Head and/or Agency Head Designee pre-approval. If daily lodging rate is greater than the applicable 150% GSA Rate, you need Department of Accounts pre-approval when allocated to State Funds or Agency Head/Designee pre-approval when allocated to Local or Grant Funds. 1. Enter Estimated Daily Room Rate (do not include taxes/fees. Lodging Taxes/Fees must be entered separately in Taxes per Day field below) 2. Enter Number of Nights 3. Estimated Room Rate Total (equals Estimated Daily Room Rate multiplied by the Number of Nights) 4. Click Calculate (see notes and tips on next slide for completing the Calculate Allowable Total Tool) 5. Enter Taxes per Day (Lodging tax/fees) 6. Enter Parking per Day 7. Enter Wi Fi per Day (prepare to provide justification if Wi Fi expense incurred) 8. Estimated Amount is the total estimated amount for all hotel expenses noted in the screen fields. (equals Estimated Daily Room Rate + Taxes per Day + Parking per Day + Wi Fi per Day multiplied by the Number of Nights) 9. Enter Hotel Address (not required, but recommended to include hotel name) 10. Enter Description (not required, but recommended) 11. Select Paid By Company Paid or Traveler

5 Hotel Calculate Allowable Total Tool Note: Use the USPS Verification Tool to verify the physical location of lodging. After entering the physical location address, click Find. Next, click Show Mailing Industry Details. The accurate location used for GSA rates is listed on the second line labeled County. Example: Hyatt Richmond/Arboretum Hotel has a Richmond mailing address, but is located within Chesterfield County, VA and not within the City of Richmond. 1. Enter Start/End Dates (Enter date range for anticipated lodging expenses) Number of nights will automatically populate based on the date range in the Start/End Date fields 2. Enter and Select Location (based on the physical lodging location) Daily room rate will automatically populate at the applicable 100% GSA rate for the location selected. 3. Enter Number of Rooms Base Total and Allowable Total will automatically populate based on Daily Room Rate multiplied by the Number of Rooms.

6 Meals Per Diem Wizard Note: Meals per diem is based on the physical lodging location ( Use the USPS Verification Tool to verify the physical lodging location. After entering the physical location address, click Find. Next, click Show Mailing Industry Details. The accurate location used for GSA rates will be listed under Carrier Route. Recommend using the Meals Per Diem Wizard when more than one meals per diem line item is being requested. 1. Enter Start and End Dates (Enter date range for anticipated meals per diem expenses) 2. Days (will automatically populate based on the Start and End Date range entered) 3. Enter Description (Not required, but recommended) 4. Enter and Select Location (based on the physical lodging location) 5. Click Add Entries (Meals per diem lines will populate on the right side of the screen)

7 Meals Per Diem Wizard (cont.) Note: When using the Meals Per Diem Wizard, the Start and End dates entered will automatically populate as Travel Days. First, review the Meals Per Diem line items to ensure accuracy of date and location. 1. Click each Meals Per Diem line item to check applicable deductible boxes 2. Click Add to Report (Meals Per Diem expense line items will automatically populate on the left side of the screen)

8 Meals Per Diem Note: Meals per diem is based on the physical lodging location ( Use the USPS Verification Tool to verify the physical lodging location. After entering the physical location address, click Find. Next, click Show Mailing Industry Details. The accurate location used for GSA rates will be listed under Carrier Route. Recommend using the single Meals Per Diem expense line item when requesting one meals per diem line item. 1. Enter Date for Per Diem (note: the date will auto-populate to today s date, be sure to change it to the appropriate date) 2. Estimated Amount (populates after the location is entered and the deductibles are checked) 3. Enter Description (Not required, but recommend) 4. Select Location (based on the physical lodging location) Deductible boxes will autopopulate within the deductible section once the location field is completed 5. Check applicable deductible boxes for travel days and meals that will be provided at no cost

9 Mileage Rate Effective 01/01/2018, the IRS rate will be $0.545 per mile. The matter of convenience/fleet rate will remain at $0.246 per mile.

10 Approve / Return Reports The T&E Process Council requested that all approvals occur by logging into the Chrome River application instead of replying to the notification. The Accept and Return buttons will be removed from the notification s and be replaced with instructions to log into Chrome River to review and approve. Approvers will receive an notification for preapproval and expense reports similar to the image to the right. Simply click on the Chrome River hyperlink at the bottom of the notification to log into Chrome River. (Users will be directed to their single sign on MyVCCS, MyVWCC, MyCVCC, etc.)