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Chrome River

Chrome River is the University of Richmond’s new expense management system, designed to automate and streamline the travel and expense reimbursement and PCard monthly reconciliation processes. This cloud-based application will replace the current process in BannerWeb for travel and expense reimbursement and JPMorgan Chase’s PaymentNet for PCard reconciliation.

Chrome River will allow users to capture receipts and submit reports entirely electronically. Approvals for all reports will be routed automatically and users can track the progress of their expense report as it moves through the approval queue. Approvers can review reports remotely and approve through email or through the Chrome River website. Chrome River’s functionality integrates checks against the University’s travel and expense policies to make policy compliance and checking easier and more transparent.

In short, no more printing, taping, or stapling required for travel and expense or PCard reports, no more passing around a paper report for signatures, and no more mailing reports through campus mail. Chrome River makes the whole process electronic!

To access Chrome River, visit https://chromeriver.richmond.edu. (Click here for guidance on creating or editing a bookmark for Chrome River.) 

Frequently Asked Questions
Why are we changing the current process?

The current processes for submitting travel and expense (T&E) reimbursement reports and PCard reports are time consuming and paper intensive. While the current T&E form is hosted in BannerWeb, faculty, staff, and students submitting reports are required to print the completed report, attach paper receipts for all expenses, collect necessary approval signatures, and send the approved report and documentation through campus mail. PCard reconciliation is similarly performed through an online interface (PaymentNet), but then requires the same printing, attaching of receipts, gathering of signatures, and sending through campus mail. Both processes also require a high level of manual processing by the Accounts Payable and PCard offices. Additionally, the BannerWeb T&E form will cease to work in the latest version of BannerWeb, coming in the near future, so we needed to find a new solution. As part of the UR Better Initiative, a project team, including members of the Accounts Payable and PCard offices, began exploring options for a new system that would offer a more user- and environmentally-friendly solution, allowing users to submit reports and supporting documentation and receive all necessary approvals through a fully electronic process.

How did we select Chrome River?

A Request for Proposal (RFP) for a fully electronic solution for travel and expense reporting was issued to vendors in October 2018. After a thorough RFP process, the project team selected Chrome River as the university's new travel and expense management system. Implementation began in January 2019.

What benefits does Chrome River offer?

Chrome River is a web-based application allowing staff and faculty to access and submit their travel and expense reimbursement reports and PCard reconciliations completely electronically. Users can submit receipts and any supporting documentation electronically by scanning, emailing, or even taking a photo with a smartphone.

Chrome River also incorporates features such as a per diem rate lookup/calculator tool and a mileage calculator and map feature that will streamline the report building process for those seeking reimbursements.

Chrome River automates the approval process and users can track the progress of their expense report as it moves through the approval queue. For approvers, Chrome River integrates the University’s travel and expense policies into the reporting process, flagging potential policy issues to make the review process faster and easier.

For those submitting reports, this means no more printing, taping or stapling of travel and expense or PCard reports, and for approvers, this means simpler, more transparent approvals, all resulting in faster processing of reports and reimbursements

How are approvers determined?

Approvals will be required from both the submitting employee’s supervisor (as reflected by HR in Banner) as well as the budget owner for the Index charged. In many instances, these approvers will be the same person and only one approval will be required. Approvers will receive an automated email when they have a report in their queue to approve, and the submitter can track the status of the report through the approval queue.

Is everyone required to use Chrome River?

Yes, all University employees are required to use Chrome River for travel and expense reimbursements and PCard reconciliation.

Will training be offered?

Yes, we will offer training demos and lab sessions prior to and in the weeks following implementation. Please see the schedule of sessions at the top of this page, along with supporting guidance documents and tutorial videos.

 

When will Chrome River go live?

Chrome River rolled out to campus for both travel and expense and PCard on January 27, 2020.

 

Who can I contact with questions?

Please contact Strategic Sourcing & Payments or UR Better with any questions:

Strategic Sourcing & Payments

Jean Hines
Director, Strategic Sourcing & Payments
(804) 289-8181

Francheska Williams
Accounts Payable Manager
(804) 289-8176

UR Better

Sybil Fellin
Director, UR Better Initiative
(804) 662-3180

Dustin Engels
Business Process Analyst
(804) 662-3079

Will the Check Request form still be available after we implement Chrome River?

The BannerWeb check request form will be available for certain types of payments such as payments to vendors, tax-related payments or refunds, student scholarship and fellowship payments, etc.  However, the form will no longer be used for refund or reimbursement requests after January, 27, 2020.

How long will the travel & expense reimbursement form be available after we implement Chrome River?

The travel & expense reimbursement form (T&E) will no longer be available for use after January 26, 2020.  The Chrome River system will be available on Monday, January 27, 2020.

 

If I've already submitted a reimbursement request and have not yet received my reimbursement, should I resubmit the request in Chrome River?

All requests submitted on the check request or travel & expense reimbursement form prior to the Chrome River implementation will be processed.  Please do not resubmit the request through Chrome River.

 

Will I still be able to access my PCard transactions in PaymentNet?

PaymentNet will continue to be available after the Chrome River implementation; however, it may only be used to review credit limits, dispute transactions, review declined reasons, report stolen cards, and activate new and renewal cards.  You will no longer be able to allocate charges in the PaymentNet system after Friday, January 31st.

Which PCard charges will be in PaymentNet and which will be in Chrome River?

Transactions with a post date of January 24th, or earlier, will be available to be allocated in PaymentNet until Friday, January 31st.  Starting Monday, January 27th, transactions with a post date of January 25th or later will be in Chrome River and must be allocated there.

Will I continue to receive reminder emails when my PCard transactions post in Chrome River?

Chrome River will generate a reminder email on the 20th of each month to notify you of any charges that have not been submitted on a PCard report.  PaymentNet will continue to send email notifications when transactions post, there; however, you will not be able to allocate/reconcile those transactions in PaymentNet.  You will do it in Chrome River.

 

What if I suspect fraud on my PCard?

Please continue to review your PCard transactions for accuracy and fraud in Chrome River, as you have done previously in PaymentNet.  If fraud is suspected, contact J P Morgan at the number listed on the back of your card.  Ask J P Morgan to RUSH a new PCard to us.  J P Morgan does not charge a RUSH fee if the card is replaced due to fraud.

 

Can I split expenses between multiple account codes?

Yes. In instances where a single receipt has expenses that need to be charged to different expense tiles (i.e., account codes), the Itemization expense tile should be used. For more information on this, please see the Splitting Expenses Between Multiple Accounts quick guide.