Create a New Expense in Chrome River

Create a New Expense

1. From the Dashboard, click the +CREATE button in the upper right corner of the Expenses ribbon.

2. Click on IMPORT PRE-APPROVAL

3. Click on Select a pre-approval report & Select the pre-approval you want to import

4. Enter the amount spent under Actual Amount of Pcard and/or Meal Card items related to this trip. If applicable, complete the Actual Amount of check request and/or PO related to this trip. Then SELECT Save.

5. Review each line item under the Expense column to confirm the information is accurate. Select Edit if any updates are needed.

Example: Per Diem Day One

• Provide Start Time- please note this is military time

• Provide a Description by entering detailed notes. Examples include: hotel provided breakfast; breakfast was not provided at the conference due to not purchasing the additional breakfast pass; travel day—left home at noon.

• Provide Location of travel

• Select meals you are not eligible for by using the check boxes

  • Meal reimbursement is only for overnight travel and are not applicable to day trips. Meal amounts are mandated by the state, and receipts are not required. Meals provided by a hotel or included in a conference will not be reimbursable.

  • First Travel Day- Meal Money. Traveler is eligible for:

    • Breakfast- must leave by 6 am ($6)

    • Lunch- leave by 12 pm ($11)

    • Dinner- leave by 6 pm ($19)

  • Final Travel Day- Calculated by arrival time to home. Traveler is eligible for:

    • Between 12:01 am - 6 am ($20)

    • Between 6:01 am- 12 pm ($40)

    • Between 12:01 pm - 6 pm ($60)

    • Between 6:01 pm- 12 midnight ($80)

• Once all edits are made select Save

6. Select Add Attachments (scroll to bottom on right hand side)

• Receipts and Documents should be uploaded (Examples- Agendas and Hotel Receipts)

• Include PCARD, POs, and Check Requests if applicable 

7. Once all receipts and additional attachments are uploaded you can submit the Expense Report (located on the bottom left)