For Delegates - FAQ's Relating to Chrome River Processing

Miscellaneous Chrome River FAQ's

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

For Delegates - FAQ's Relating to Chrome River Processing

The person I'm entering travel for in Chrome River does not exist in Chrome River.  Why is this?

How do I enter 'authorization only' on a Pre-Approval?

In a traveler's list of pre-approvals, the amount which appears is less than I submitted it for. Why is this?

How do we enter blanket travel authorizations/pre-approvals in Chrome River?

We have an invoice which needs paid prior to a trip. How can this be paid in Chrome River?

Are there any tips regarding which expense type I should use in Chrome River?

How do I process Chrome River documents which have been returned to me?

Can I copy Pre-Approvals or Expense Reports to another document?

Can I copy individual expenses on my Pre-Approval or my Expense Report?

My trip is to multiple cities or countries. Do I have to enter a separate Pre-Approval or Expense Report for each leg of the trip since the city/State combinations (domestic) and country list (international) are not editable?

 

 

Miscellaneous Chrome River FAQ's

How do Chrome River items appear in my budget, and how can I tie specific travel payments back to Chrome River?

What is the workflow routing for Chrome River documents, and can we customize the workflow routing?

I entered a comment while approving a Chrome River document, but the comment was cut off.

What e-mail notifications are sent for Chrome River documents?

Are expense report or travel advance images visible in BDMS?

Can travelers be bypassed for approvals as they were in Banner Travel?

I believe the supervisor for a traveler is incorrect in Chrome River.  How can I change that?

What are the different statuses of pre-approvals in Chrome River?

What are the different statuses of expense reports in Chrome River?

How can I tell if an expense report has been paid to the traveler?

How can I get a specific report out of Chrome River?

If I open an approval e-mail in Outlook on my PC, and I am running Windows 10, when I click Approve or Return from an approval e-mail, the approval e-mail would appear to be sent through the 'Mail' application instead of Outlook.  What do I do?

 

 

 

 

 

 

The person I'm entering travel for in Chrome River does not exist in Chrome River.  Why is this?

Employees and students are loaded into Chrome River daily and are loaded based on data in the Banner Human Resources module. 

Typical reasons that someone is not visible in Chrome River include:

  • the employee's start date is in the future
  • the employee's termination date is in the past (if attempting to create an expense report)
  • the employee has a 'secondary' assignment but not a 'primary' one
  • the person is a retiree

How do I enter 'authorization only' on a Pre-Approval?

Ensure the Pre-Approval contains the 'Non-Reimbursable' expense type.  This expense type must have an amount greater than $0 for it, but remember that Pre-Approvals do not create encumbrances in Finance budgets.

Can travelers be bypassed for approvals as they were in Banner Travel?

There is no way to bypass travelers' approvals; all travelers must approve their pre-approvals and expense reports.  Unlike Banner Travel, though, travelers can approve their travel from an e-mail as opposed to having to access the module directly and approving from there, and there are no VPN restrictions for approving from e-mail.

In a traveler's list of pre-approvals, the amount which appears is less than I submitted it for. Why is this?

When an expense report is applied against a pre-approval, the available balance for that pre-approval is reduced.  This is for expense reports which have been submitted or approved, but not expense reports in draft status. The amount which appears for a given pre-approval in Chrome River is the amount of funds left to use for that pre-approval, regardless of FOAPAL.

Please note that pre-approvals do not encumber funds against Banner budgets - the declining balance solely exists in Chrome River.

How do we enter blanket travel authorizations/pre-approvals in Chrome River?

When creating a blanket pre-approval in Chrome River, the dates on the header can be by month, semester, or fiscal year, but cannot be backdated. Enter “various” as the location under city/state.. If you have multiple allocations that you may travel on, you will need to create a blanket PA for each allocation.  Since the PA is a declining balance document, please estimate all possible expenses for the time period of the blanket.  For example: use the previous year’s blanket expense amount for estimating and include a small cushion.  Once the blanket PA is at zero dollars, a new PA will need to be created for any future expense reports within that time period.

We have an invoice which needs paid prior to a trip. How can this be paid in Chrome River?

Invoices can be attached to a traveler's pre-approval in Chrome River. Invoices for items like travel agency fees, registration/admission fees, etc., are attached and added as a 'University Paid' expense type on the pre-approval.

Are there any tips regarding which expense type I should use in Chrome River?

  • Miscellaneous - expense does not fit in any other category AND the traveler will be reimbursed for the expense (EX: faculty member pays for a group admission to a museum out of pocket)
  • University Paid - expense does not fit in any other category AND you would like the Travel Department to pay for the expense (EX: travel agency fees, group admission to a museum)
  • Conference/Registration Fees - only use if either the traveler is paying out of pocket and would like to be reimbursed for the expense or if you would like the Travel Department to pay for the registration fee directly - select the applicable 'payment method' in that expense type
  • For hotel conference rates which are cheaper than what can be found through Egencia, and if the traveler would like the University to pay for the lodging directly, use the University Paid expense type
  • Non-Reimbursable - the traveler will not be reimbursed for the expense and the Travel Department will not be directly paying for the expense (EX:  'authorization only,' travel funded from the BSU Foundation, 'spend-down' money at the end of the fiscal year, etc.)

How do I process Chrome River documents which have been returned to me?

Pre-Approvals and Expense Reports which have been returned should be handled differently:

  • Pre-Approvals - report header and expense types can be edited, and new expense types can be added, prior to re-submission
  • Expense Reports - report header and expense types can be edited, but new expenses cannot be added, prior to re-submission

If an expense type on a submitted expense report needs changed, do not have the current approver return the expense report.  In this instance, you should recall the expense report, make your edits, and re-submit.  Note that the Travel Department will recall an expense report, and not return it, if an expense type needs changed or added while pending Travel Department approval.

Can I copy Pre-Approvals or Expense Reports to another document?

At this time, Chrome River does not have the functionality to copy a Pre-Approval to another Pre-Approval or an Expense Report to another Expense Report.

Can I copy individual expenses on my Pre-Approval or my Expense Report?

On an Expense Report, click the individual expense to copy on the left pane, and then click the ellipsis on the right pane, followed by 'Duplicate':

Individual expenses cannot be copied on a Pre-Approval at this time.

My trip is to multiple cities or countries. Do I have to enter a separate Pre-Approval or Expense Report for each leg of the trip since the city/State combinations (domestic) and country list (international) are not editable?

No. A 'Various' option exists for:

  • domestic travel - under 'City, State'
  • international travel - under 'Country'

 

 

 

 

 

 

 

 

How do Chrome River items appear in my budget, and how can I tie specific travel payments back to Chrome River?

Chrome River will export expense reports and travel advances to Banner Finance every weekday afternoon at 2:00PM.  Pre-Approvals (travel authorizations) do not export to Banner Finance and therefore do not encumber funds. 

Expense reports typically use account codes (the first 'A' in 'FOAPAL') in the '738xxx' series. These account codes are just germane to travel logistics.

Expense reports have a prefix of 'TX,' while cash advances have a prefix of 'TD.'  When reviewing budget reports, 'TX' or 'TD' documents will just display the payee's (traveler's) name. To drill down to tie a specific 'TX' or 'TD' back to specific trips in Chrome River:

Self-Service Banner (SSB):

1. Perform a budget query and click the 'FYxx/PDxx YTD Actual Rev/Exp' value for the account code you're searching for.

4. Under 'Invoice Commodities,' you'll see the Chrome River 'Report ID' followed by the traveler's name and the report name. When looking back in Chrome River, you can search for the report name:

Banner (Application Navigator)

1. Go to FGITRND, either directly or from FGIBDST/FGIBDSR (can go to 'Options' to access FGITRND in INB or 'Related' in Banner 9 Application Navigator).

2. Click the row for the Document you wish to review:

3. Press F3 or go to 'Query Document' (under 'Options' in INB or 'Related' in Banner 9 Application Navigator).  You are taken to FAIINVE.

4. Perform a next block (INB) or next section (Banner 9 Application Navigator).  You'll see the Chrome River 'Report ID' followed by the traveler's name and the report name. When looking back in Chrome River, you can search for the report name and with a Chrome River status of 'Exported':

What is the workflow routing for Chrome River documents, and can we customize the workflow routing?

Chrome River workflow cannot be customized and will follow the above routing.

I entered a comment while approving a Chrome River document, but the comment was cut off.

There is a 500-character limit for comments, which includes spaces between words and line spaces. 

What e-mail notifications are sent for Chrome River documents?

  • Pre-Approvals:
    • traveler and delegate receive an e-mail when document is fully approved or has been returned
    • approvers receive e-mails whenever a document is pending approval
  • Expense Reports:
    • traveler and delegate receive an e-mail when document is fully approved or has been returned - status e-mail should arrive at 3:30PM each weekday
    • approvers receive e-mails whenever a document is pending approval

Are expense report or travel advance images visible in BDMS?

Yes. Each weekday, expense reports and travel advances export to Banner Finance for payment.  The next business day, the receipts which were attached in Chrome River are loaded into the B-F-DOCS application of the Banner Document Management System (BDMS).  What is indexed in BDMS is the report summary first, followed by the receipt images, for a given document.

These images can be viewed either by:

  • querying B-F-DOCS directly, using one of these options:
    • enter the specific TX* or TD* number in the 'DOCUMENT ID' field (preferred), or
    • enter the traveler's name in the 'VENDOR NAME' (last name) and 'FIRST NAME' fields, or
    • enter the BSUID in the 'VENDOR ID' field
  • clicking 'Retrieve' from Banner when on the FAIINVE or FGIDOCR screens

If querying your budget on FGITRND, go to 'Related' and then 'Query Document' to get to the FAIINVE screen, and then click 'Retrieve' to pull what was attached.

I believe the supervisor for a traveler is incorrect in Chrome River.  How can I change that?

The supervisor being passed to Chrome River is the supervisor as defined in the Banner Human Resources module.  There are a few potential resolutions:

  • The Chrome River approver can designate an approval delegate (proxy) in the module by following the appropriate guidelines in the Chrome River - Approvals document
  • The department can submit an EPAF (ADM500) to request that the supervisor be updated in Banner HR
  • If neither of the above solutions are available, contact your HR representative for supervisor information

What are the different statuses of pre-approvals in Chrome River?

The status depends on whether expense reports have been applied against a given pre-approval or not:

  • Approved - pre-approval is approved and has not had an expense report applied against it
  • Partially Applied - pre-approval has had at least one expense report (either submitted or approved, but not a draft expense report) applied against it, reducing the available balance on that pre-approval
  • Used/Expired - pre-approval no longer has an available balance

What are the different statuses of expense reports in Chrome River?

  • Pending Approval - report has been submitted but not fully approved
  • Exported - report is fully approved but has not yet paid (reports export at 2:00PM each business day and are scheduled to pay right away while advances will not pay until at least ten days prior to the trip departure date)
  • Paid - report has been paid to the traveler or applied to an outstanding cash advance (see How can I tell if an expense report has been paid to the traveler? for details)

How can I tell if an expense report has been paid to the traveler?

1. First, go to the traveler's page in Chrome River by clicking your name in the upper-right hand corner of Chrome River and choosing 'Select Another User':

2. After selecting the traveler, find the expense report in question by clicking 'Submitted' under 'Expenses':

3.  If an expense report has a status of 'Paid,' the report has been paid to the traveler or used to reduce an outstanding cash advance.  To view payment details, click the expense report:

On the right pane, you should see the 'Payment Data':

  • if the expense report was paid to the traveler, 'Payment Data' will contain the payment date (direct deposit date or check date), the payment # (payments beginning with '!' are a direct deposit), and the amount paid for that expense report:

  • if the expense report was used to reduce a cash advance, the screen will appear as below - the 'CASH ADV' under 'BANK ID' means that the amount of the expense report was used to reduce a cash advance balance:

 

How can I get a specific report out of Chrome River?

Approval reports can be accessed by following the appropriate instructions in the Approvals Training document.  For specific report requests, please send an e-mail to travel@bsu.edu and we can attempt to create the report you need. Please note that Chrome River data is not reportable in Argos.

If I open an approval e-mail in Outlook on my PC, and I am running Windows 10, when I click Approve or Return from an approval e-mail, the approval e-mail would appear to be sent through the 'Mail' application instead of Outlook.  What do I do?

This is because the 'Mail' application in Windows 10 is set as your default e-mail client. There are a few workarounds:

  • Change your default e-mail client on your PC to be Outlook instead of 'Mail':
    • In the Windows bar at the bottom, type 'Settings'
    • In the 'Find a Setting' search bar in the upper-left, type 'default app settings'
    • Under 'Email,' ensure that Outlook is the default email client instead of the 'Mail' app:

              

  • Approve from another device, like a phone or different computer