CREATING YOUR EXPENSE REPORT ......CHROME RIVER 1. EACH WEEK A HELPFUL TIDBIT IS SENT TO ALL CHROME...
Transcript of CREATING YOUR EXPENSE REPORT ......CHROME RIVER 1. EACH WEEK A HELPFUL TIDBIT IS SENT TO ALL CHROME...
CREATING YOUR EXPENSE REPORT (REIMBURSEMENTS AND DIRECT PAYMENTS TO
VENDORS)
REPORT NAMES: ALWAYS USE YEAR AND TITLE:
(EXAMPLE: 2018 CHROME RIVER CONFERENCE)
SELECT YOUR TRIP TYPE
SELECT YOUR AFFILIATION
USE THE DROP-DOWN BOXES TO CHOOSE YOUR STATE, COUNTRY THEN TYPE YOUR CITY OF YOUR
TRAVEL
CHOOSE “FINAL PRE-APPROVAL LIQUIDATION” - NO – THEN CLICK SAVE IN THE TOP RIGHT CORNER
YOUR “HEADER” OR “PARENT” WILL SHOW ON THE LEFT AND YOUR
TILES/RECEIPTS/TCARD INFO ON THE RIGHT
NOW YOU CAN BEGIN ADDING YOUR EXPENSES (OR DIRECT PAYMENTS TO VENDORS)
USING THE TILES ON THE RIGHT.
EXAMPLE OF AIR TRAVEL – NOTICE THAT THERE ARE SUB-TILES FOR ALL RELATED AIR ITEMS.
BEGIN BY CHOOSING AIRFARE – ENTER YOUR DATE OF THE PURCHASE; THEDOLLAR AMOUNT; TYPE THE DETAILS OF THE PURPOSE OF YOUR TRAVEL; CHOOSE YOUR AIR CLASS FROM THE DROP-DOWN BOX; ENTER YOUR
DEPARTURE DATE
BEGIN TYPING YOUR ALLOCATION (FUND) - WHEN IT IS REVEALED – CLICK IT
(MULTIPLE ALLOCATIONS CAN BE SELECTED BY CLICKING THE +ADD ALLOCATIONS BUTTON)
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.
WHEN ALL YOUR INFORMATION IS ENTERED CLICK SAVE….
YOU WILL NOW SEE YOUR AIR TRAVEL ON THE LEFT –TO BEGIN ENTERING YOUR NEXT EXPENSE, CLICK
THE CIRCLE/PLUS
CHOOSE GROUND TRAVEL – YOU WILL NOW SEE ALL THE ITEMS THAT ARE ASSOCIATED WITH GROUND TRAVEL. CHOOSE
MILEAGE FOR THIS EXAMPLE
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
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.
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.
HOTEL – ENTER THE DATE; DOLLARS SPENT; ADD RECEIPTS; CLICK SAVE
YOU WILL BE ASKED TO FULLY ITEMIZE – CLICK ITEMIZE
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.
CLICK DONE IN THE TOP RIGHT CORNER AND THEN CLICK YOUR CIRCLE/PLUS TO GO TO THE NEXT EXPENSE
PER DIEM MEALS – CLICK MEALS AND THEN CLICK PER DIEM WIZARD
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.
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.
CLICK REGISTRATION (DIRECT PAYMENT TO VENDOR EXAMPLE)
ENTER DATE; AMOUNT; AND CLICK “DIRECT PAYMENT TO VENDOR” BOX; ADD RECEIPT AND CLICK SAVE.
A POP-UP WILL APPEAR “ FORM REQUIRES ATTENTION:”
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 EMAIL TO [email protected] AND REQUEST THE VENDOR BE ADDED. ONCE THE VENDOR HAS BEEN ADDED YOU WILL BE NOTIFIED.
YOU ARE NOW READY TO SUBMIT. CLICK SUBMIT ON THE BOTTOM LEFT
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.
ALL OF YOUR SUBMITTED EXPENSE REPORTS CAN BE FOUND UNDER YOUR SUBMITTED
ITEMS.
TRACKING YOUR REPORT – PRE-APPROVALS AND EXPENSE REPORTS CAN BE TRACKED BY CLICKING ONCE ON YOUR REPORT AND THEN CLICKING THE
TRACKING BUTTON
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.
CHROME RIVER1. 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: [email protected] EXT 6243
4. 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 EMAIL IF YOU CHOOSE NOT TO USE GOOGLE.