Below are explanations of frequently used terms in the Chrome River expense management application.
The allocation is the Fund-Organization-Account-Program-Activity codes that your expense will be charged to. In Chrome River, these codes are selected in three steps: 1) Fund-Organization-Program 2) Account 3) Activity. (See Activity Code for more information).
Activity Code is the last piece of the allocation and is optional, but highly recommended. Chrome River is loaded with the options of: 0-No Activity, various pre-designated activity codes created for specific purposes, and all letter combinations for the expense owner or traveler's initials. This field can be used in Banner queries to find transactions for specific users/purposes.
An approval delegate is a person designated by you to temporarily assume your approval role in Chrome River. Approval delegates are assigned using the “settings” menu in Chrome River and are set for a specified period of time. During the specified dates, any reports sent to the user for approval will instead be routed to the assigned approval delegate.
Report creators will manually select an approver for each allocation indicated on the pre-approval or expense report. In most cases, this will be the expense owner or traveler's direct supervisor. If unsure of the approver, please check with your business manager. Approvers may be repeated for multiple allocations.
A business purpose is the primary reason for your university-sponsored travel. Once entered on a report, the text should automatically appear in the business purpose field for each relevant expense type. This field differs from “Description” in that it is more general and provides an over-arching purpose for the travel.
A delegate is a person assigned by the expense owner/traveler to create and submit reports on their behalf. Delegates are assigned by the expense owner using the “Settings” menu. Once set, a delegate remains in that role until removed by the expense owner. When an assigned delegate navigates to the expense owner’s Chrome River, they are able to view, edit, and create as though they were the expense owner. Any reports submitted by a delegate will first be routed to the expense owner for approval before moving through the typical workflow.
Description (Expense Detail)
A description of an expense is meant to provide greater detail of the expense for clarity in the approval process. Any special circumstances or relevant details should be included in this field. This differs from the “Business Purpose” which is a more generalized reason for the travel. A description is mandatory for any expense-type of “other.”
The E-Wallet is where you will find all of your transactions including pro-card transactions, receipts submitted via email, and e-receipts uploaded directly to the app (these will appear in the Receipt Gallery within the E-Wallet).
The expense owner is the person who incurs the expense. This person may differ from the traveler or the delegate. If the expense is incurred on a university pro-card, the expense owner is the employee to whom the card is assigned. If the expense was incurred using personal funds, it is the person who paid the expense using their own cash or credit.
Local travel is travel within the state boundaries that occurs within the span of one day (does not include an overnight stay). Local travel expenses include mileage and parking fees.
Non-business travel occurs when days are added to an approved business travel trip, but are reserved for personal purposes and are not reimbursable.
Non-Reimbursable Personal Expense
Non-reimbursable personal expenses are expenses incurred during travel activities that are not reimbursable to the employee according to University policy. These may include expenses such as personal meal or entertainment activities included on a hotel bill or additional personal stops using transportation purposes. In such cases, it may be necessary to report the expense to match receipt/bill amounts, but mark the item as a non-reimbursable personal expense to prevent the amount from being added to the reimbursement total.
A pre-approval report is an explanation of proposed business-related travel including a good-faith estimate of expenses. It is mandatory that a pre-approval report must be submitted and fully approved prior to any travel-related expenses being incurred.
A prepaid expense is a travel-related expense paid on a university pro-card by someone other than the traveler. Pre-paid expenses are unique in that they will be reported by both the expense owner (on a non-travel expense report using the appropriate expense-type) and the traveler/delegate (on a domestic or international travel expense report using the appropriate prepaid expense type).
The Receipt Gallery is the area in Chrome River where images that have been directly uploaded through the app are stored. This is accessible by choosing eWallet or eReceipts from the main menu or within the expense report by tapping the + button to add new expenses.
A report header is the first page completed for any pre-approval or expense report that provides general information about what is included in the report (e.g., title, dates, report type, etc.)
The Report Name field appears on the report header pages for both Pre-Approval and Expense Reports. This field will appear on the expense owner’s dashboard and a certain number of characters will transfer into Banner to appear on journal vouchers and invoices.
The Report Type field indicates the type of pre-approval or expense report and generates the appropriate routing and compliance rules for that report type. Pre-Approval reports have three possible types 1) Athletics (for athletic coaches, subject to NCAA compliance), 2) Domestic (within the United States, subject to general travel policy), and 3) International (outside of the United States, subject to general travel policy and notifies UCIE). Expense Reports have four possible report types: 1) Athletics (for athletic coaches, subject to NCAA compliance), 2) Domestic travel and Local Mileage (within the United States and Ohio respectively, subject to general travel policy), 3) International Travel (outside of the United States, subject to general travel policy and notifies UCIE), and 4) Non-Travel (for reconciliation of pro-card expenses only, no travel included).