CREATING YOUR EXPENSE REPORT (REIMBURSEMENTS AND DIRECT PAYMENTS TO VENDORS)

Transcription

1 CREATING YOUR EXPENSE REPORT (REIMBURSEMENTS AND DIRECT PAYMENTS TO VENDORS)

2 REPORT NAMES: ALWAYS USE YEAR AND TITLE: (EXAMPLE: 2018 CHROME RIVER CONFERENCE)

3 SELECT YOUR TRIP TYPE

4 SELECT YOUR AFFILIATION

5 USE THE DROP-DOWN BOXES TO CHOOSE YOUR STATE, COUNTRY THEN TYPE YOUR CITY OF YOUR TRAVEL

6 CHOOSE FINAL PRE-APPROVAL LIQUIDATION - NO THEN CLICK SAVE IN THE TOP RIGHT CORNER

7 YOUR HEADER OR PARENT WILL SHOW ON THE LEFT AND YOUR TILES/RECEIPTS/TCARD INFO ON THE RIGHT

8 NOW YOU CAN BEGIN ADDING YOUR EXPENSES (OR DIRECT PAYMENTS TO VENDORS) USING THE TILES ON THE RIGHT.

9 EXAMPLE OF AIR TRAVEL NOTICE THAT THERE ARE SUB-TILES FOR ALL RELATED AIR ITEMS.

10 BEGIN BY CHOOSING AIRFARE ENTER YOUR DATE OF THE PURCHASE; THE DOLLAR AMOUNT; TYPE THE DETAILS OF THE PURPOSE OF YOUR TRAVEL; CHOOSE YOUR AIR CLASS FROM THE DROP-DOWN BOX; ENTER YOUR DEPARTURE DATE

11 BEGIN TYPING YOUR ALLOCATION (FUND) - WHEN IT IS REVEALED CLICK IT (MULTIPLE ALLOCATIONS CAN BE SELECTED BY CLICKING THE +ADD ALLOCATIONS BUTTON)

12 TO ADD YOUR RECEIPT, CLICK ADD ATTACHMENTS AS SHOWN BELOW; YOU CAN CHOOSE TO UPLOAD FROM YOUR COMPUTER OR FROM YOUR RECEIPT GALLERY. IF LOADING FROM RECEIPT GALLERY, BE SURE TO CHECK THE ASSOCIATED BOX AND THEN CLICK ATTACH IN THE LOWER LEFT.

13 WHEN ALL YOUR INFORMATION IS ENTERED CLICK SAVE.

14 YOU WILL NOW SEE YOUR AIR TRAVEL ON THE LEFT TO BEGIN ENTERING YOUR NEXT EXPENSE, CLICK THE CIRCLE/PLUS

15 CHOOSE GROUND TRAVEL YOU WILL NOW SEE ALL THE ITEMS THAT ARE ASSOCIATED WITH GROUND TRAVEL. CHOOSE MILEAGE FOR THIS EXAMPLE

16 MILEAGE USE THE DROP DOWN BOX FOR THE STATE VEHICLE QUESTION (WHICH SHOULD ALWAYS BE NO); ENTER THE NUMBER OF DAYS THAT YOU WERE TRAVELING; ENTER YOUR MILES; GO TO THE MILES/MAP AS SHOWN BELOW AND CLICK ON THE MAP

17 THE MAP WIDGET WILL APPEAR ENTER YOUR DEPARTURE AND DESTINATION (YOU CAN ENTER MULTIPLE STOPS BY CLICKING ON ADD DESTINATION ON THE LEFT) CLICK RETURN TO START TO CONCLUDE YOUR TRIP THEN CLICK SAVE TRIP IN THE TOP RIGHT.

18 THE MAP IS NOW LOADED AS A RECEIPT IF THERE IS A DIFFERENCE BETWEEN WHAT YOU ENTERED ON TOTAL MILES DRIVEN AND YOUR MAP WIDGET MILES, YOU WILL BE ASKED LATER TO IDENTIFY THE REASON. CLICK SAVE. WHEN THE COMPLIANCE WARNING APPEARS, CLICK ADD REASON AND ADD WHY THERE IS A DIFFERENCE.

19 HOTEL ENTER THE DATE; DOLLARS SPENT; ADD RECEIPTS; CLICK SAVE

20 YOU WILL BE ASKED TO FULLY ITEMIZE CLICK ITEMIZE

21 IF YOU HAVE ONLY ROOM CHARGES AND NO PARKING OR OTHER CHARGES, THEN CLICK LODGING IN STATE/OUT OF STATE AND ENTER THE ENTIRE AMOUNT OF YOUR STAY; ADD YOUR RECEIPT. CLICK SAVE. NOTE: THERE IS NO NEED TO SEPARATE OUT THE DAYS OR THE TAXES. ONLY DETAIL OUT PARKING; INTERNET; TIPS.

22 CLICK DONE IN THE TOP RIGHT CORNER AND THEN CLICK YOUR CIRCLE/PLUS TO GO TO THE NEXT EXPENSE

23 PER DIEM MEALS CLICK MEALS AND THEN CLICK PER DIEM WIZARD

24 ENTER YOUR START DATE AND TIME; END DATE AND TIME; DESCRIPTION IS OPTIONAL; CLICK YOUR SPACE BAR IN THE LOCATION DROP-DOWN AND CHOOSE THE APPROPRIATE ITEM. THEN CLICK ADD ENTRIES.

25 YOUR ALLOWABLE PER DIEM RATES WILL APPEAR IN THE RIGHT. CLICK ON THE DAY IN WHICH MEALS WERE PROVIDED TO YOU (AS THEY ARE NOT AN ALLOWABLE EXPENSE) AND PUT A CHECK IN THE BOX BY THE MEAL THAT YOU NEED TO DEDUCT THIS AUTO CALCULATES YOUR RATE. ONCE COMPLETED CLICK ADD TO REPORT IN THE BOTTOM RIGHT.

26 CLICK REGISTRATION (DIRECT PAYMENT TO VENDOR EXAMPLE)

27 ENTER DATE; AMOUNT; AND CLICK DIRECT PAYMENT TO VENDOR BOX; ADD RECEIPT AND CLICK SAVE. A POP-UP WILL APPEAR FORM REQUIRES ATTENTION:

28 CHOOSE THE VENDOR FROM THE DROP-DOWN LIST ENTER YOUR INVOICE NUMBER (IF APPLICABLE) AND CLICK SAVE. NOTE IF YOUR VENDOR IS NOT LISTED, DO NOT ENTER INFORMATION FOR THIS EXPENSE SEND AN TO AND REQUEST THE VENDOR BE ADDED. ONCE THE VENDOR HAS BEEN ADDED YOU WILL BE NOTIFIED.

29 YOU ARE NOW READY TO SUBMIT. CLICK SUBMIT ON THE BOTTOM LEFT

30 CLICK ON PRE-APPROVAL. A DROP DOWN WILL APPEAR THAT SHOWS ALL OF YOUR APPROVED PRE- APPROVALS. CHOOSE THE APPROPRIATE ONE AND THEN CLICK APPLY IN THE BOTTOM RIGHT. THEN CLICK SUBMIT.

31 ALL OF YOUR SUBMITTED EXPENSE REPORTS CAN BE FOUND UNDER YOUR SUBMITTED ITEMS.

32 TRACKING YOUR REPORT PRE-APPROVALS AND EXPENSE REPORTS CAN BE TRACKED BY CLICKING ONCE ON YOUR REPORT AND THEN CLICKING THE TRACKING BUTTON

33 BY CLICKING ON THE TOP 3 LINES ON THE LEFT, YOU CAN OPEN UP OTHER OPTIONS SUCH AS INQUIRIES INTO YOUR REPORTS FEEL FREE TO LOOK AROUND IN THIS GREAT TOOLS.

34 CHROME RIVER 1. EACH WEEK A HELPFUL TIDBIT IS SENT TO ALL CHROME RIVER USERS 2. SPECIAL SCREEN SHOT INSTRUCTIONS CAN BE SENT TO YOU UPON REQUEST FOR UNUSUAL EXPENSE NEEDS 3. CONTACT INFORMATION: CMALLON@UNCA.EDU EXT APPROVED EXPENSE REPORTS ARE EXPORTED ON WEDNESDAYS AND FRIDAYS BY 2PM. 5. PLEASE ALLOW UP TO 7 DAYS FOR NEW VENDORS THAT ARE NOT IN THE BANNER SYSTEM TO BE SET UP. THOSE THAT ARE IN THE BANNER SYSTEM BUT NOT IN CHROME RIVER CAN BE ADDED THE SAME DAY. 6. FIREFOX AND SAFARI ARE NOT 100% COMPATIBLE. YOU WILL NEED TO USE GOOGLE OR SIGN-INTO YOUR ONE- PORT CHROME RIVER ACCOUNT IN ORDER TO APPROVE ANY PRE-APPROVALS OR EXPENSE REPORTS RATHER THAN USING YOUR IF YOU CHOOSE NOT TO USE GOOGLE.