General Travel Questions

Is there a Chrome River user guide available?

Yes, a Chrome River users guide is available. It provides screen prints and step-by-step instructions on how to use Chrome River. Chrome River also provides helpful videos that can be found on the landing page once you’re signed in on the application.

How to submit an expense report          How to submit a pre-approval report

Who do I contact if I have additional questions/need additional training?

Contact Travel at traveladministration@fsw.edu

Am I required to submit my own travel?

No, you’re not required to submit your own travel. Travel reports are generally handled by the department’s support staff. It may vary depending on the department’s internal processes.

What expenses are encumbered?

All Pre-Approval expenses that aren’t paid with Purchasing Card and check request(s) are encumbered once the Pre-Approval report is approved. College paid expenses aren’t encumbered.

Is a travel advance available?

Travel advance is only available to students for student travel. The check must be requested by or on behalf of the staff or faculty member traveling with the group at least one week before travel advance is needed.

Am I reimbursed for mileage from my home or my base campus?

Yes, mileage reimbursement is always the shortest distance between your home to destination and your base campus to destination.

Can I be reimbursed for tips/gratuities?

Yes, tips/gratuities will be reimbursed up to 15% of the expense.

How can I submit my receipts with my mobile?

You must use the associated email address on Chrome River when sending receipt for the system to recognize where to send and store the attachments. Use your mobile phone to take a photo of the receipt, attach it to an email, and send it to receipt@chromefile.comfrom the phone. You may also download CR Snap to upload receipt directly to Chrome River’s Receipt Gallery and the Offline tab of the eWallet for use the next time you access Chrome River. For additional details, see the CR users guide or Chrome River Help for information on submitting receipts.

What do I do if I lose a receipt?

Receipts are required for expenses $5.00 or more. If you lose a receipt or a vendor didn’t provide a receipt, you will need to fill out the Replacement/Missing Receipt form. If the expense is a Purchasing Card expense, you will still need to fill out the Purchasing Card Replacement/Missing Receipt form.

Pre-Approval and Expense Report Questions

How do I submit a Pre-Approval/Expense report for multiple destinations in the same trip?

You may submit one Pre-Approval report. Indicate each destination in the Business Purpose section, and indicate the furthest destination in the Destination section.

How much detail is needed in the comment section of a Pre-Approval/Expense report?

Include enough that an auditor knows where you’ve been. When in doubt, write a book!

What needs to be attached to a Pre-Approval/Expense report?

There are no required attachments for the Pre-Approval report. However, if you’ve been awarded funding by another department other than your own, you’ll need to attach a proof.

Expense reports require the following attachments: agenda/itinerary, mileage map (which should be generated in Chrome River), airfare payment and flight information, final itemized hotel bill (showing room rate, tax, form of payment, etc.), registration fee receipt, and other receipts for any expenses $5.00 or more.

How do I edit something that’s already been approved?

Approved Pre-Approval or Expense reports cannot be edited. The ability to recall a report and edit or delete is only available when a report hasn’t been finalized.

How do I delete a Pre-Approval/Expense Report?

Approved Pre-Approval and Expense reports can’t be deleted.

Pending reports can be deleted. Click on your dashboard’s Submitted or Returned reports to find the desired report. Click the report, click Recall, then click Yes to confirm. This action will move the report back to your Draft reports. Under Draft reports, click the report, click Delete, then click Delete to confirm. If a report has been returned for deletion, you may delete it by clicking on your dashboard’s Returned reports to find the report. Click the report, click Delete, then click Delete again to confirm.

Why am I receiving delegate email notifications when I was not the specific delegate that created the Pre-Approval/Expense report?

If you’re set up as a delegate, then you’ll receive email notifications for all users in which you are set up as their delegate. You may adjust your notification settings by clicking your name, Settings, then Notification Settings.

Are students allowed to submit a Pre-Approval/Expense report?

No, students don’t have access to Chrome River.

Pre-Approval Report Questions

Is a Pre-Approval report required?

Yes, all travel requires a Pre-Approval report in Chrome River, and it must be submitted prior to travel. Student and non-employee travel are done outside of Chrome River.

What should I include in my Pre-Approval report?

The intent of the Pre-Approval report is to seek authorization for the trip; therefore, it’s recommended to capture the most complete estimate of all trip expenses.

Do I add College paid items in the Pre-Approval report?

Yes, you’ll need to add College paid items in the report’s header.

If the dates of travel change from the dates approved on the Pre-Approval, do I need to complete a new Pre-Approval?

No, you don’t need to complete a new Pre-Approval report. You may edit the travel dates in the Expense report. It’s recommended you make a note on the Expense report explaining why the dates differ from the original Pre-Approval report.

Does a Pre-Approval report expire?

Yes, fully approved Pre-Approval reports will expire 60 days from the trip’s end date and funds will be released. Once a Pre-Approval report expires, you won’t be able to attach an Expense report to it.

Expense Report Questions

Is there a time-frame the Expense report must be submitted?

Expense reports must be submitted within 60 days from the returned date.

Can an Expense report be approved for payment if it’s submitted after the 60-day period?

No.  The Expense report must be completed from an approved Pre-Approval report and submitted within 60 days from the traveler's return date or it will expire automatically in Chrome River.

What if actual expenses exceed my Pre-Approval?

It’s important to estimate all travel costs in the Pre-Approval report; however, unexpected expenses may arise. If the Expense report exceeds the Pre-Approval approved amount, the budget administrator decides if it gets processed for reimbursement.

Can I add a new expense in my Expense Report that was not listed in my Pre-Approval report?

Yes, you’re able to add new expenses in the Expense report.