Chrome River User Manual

Chrome River Approver Manual

Chrome River Account Code Mapping

Adding/Removing a Delegate

Submitting Receipts

Creating a Pre-Approval Report

Creating an Expense Report - Employee

Creating an Expense Report - PCard

Creating an Expense Report - Non-UR Employee

Creating an Expense Report - Student

Creating a Hotel Expense

Creating a Mileage Expense

Creating a Per Diem Expense

Currency Converter

Tracking Reports

Request and Clear Cash Advance

Splitting Expenses Between Multiple Accounts

Approving Reports

System Setup

Creating a Pre-Approval Report

Creating an Expense Report

Creating a PCard Reconciliation Report

Hotel Expenses

Per Diem Expenses

Mileage Expenses

Expenses with Guests

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. The system also has a built-in currency conversion calculator so that websites such as OANDA are no longer needed for foreign currency conversions.

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

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.

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

Please contact Strategic Sourcing & Payments with any questions:

Francheska Williams
Accounts Payable Manager
(804) 289-8176

Sarah Andress
Purchasing Card Program Administrator
(804) 289-8177

PaymentNet is available to review PCard limits, review declined transactions, dispute charges, and activate new cards. It can no longer be used to allocate transactions. All allocations take place in Chrome River.

Chrome River will generate a reminder email on the 20^th 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.

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.