ChromeRiver - Itemizing Lodging Expenses

This article provides step-by-step instructions on Itemizing Lodging Expenses

The Lodging and Car Rental expense types require additional steps on the Expense Report (ER). These expense types must be itemized to distinguish the separation of charges (e.g., room charge, parking). 

  1. Click the + New icon in the Expense ribbon.
  2. Complete the fields on the Header screen.
  3. Click the Save button.
  4. Under Add Expenses on right side of the screen, click Create New
  5. Click the Hotel tile.
  6. Enter the payment date and the total amount spent.
  7. Click Calculate
  8. Enter the check in, check out date, location, and number of rooms.
  9.  Click Save.
    1. The system will calculate the maximum lodging amount based on the location.
  10. If an overage is due to staying in a designated conference hotel, check the Conference Hotel box.
  11. Enter check-in and check-out dates.
  12. Enter the C-FOAP in the Allocation field.
  13. Click Add Attachments and attach the hotel receipt.
  14.  Click Save.
  15. Click Itemize
  16. Click Quick Itemize.
  17.  Enter the room rate, taxes and other expenses as listed on the hotel folio.
  18. Click Save.
  19. If the expense has been itemized correctly, a green check mark will show next to each item. If there are corrections or edits that need to be made, a red triangle will appear next to the line items.
    1. Click the red triangle to see the error code.
    2. Click Edit to correct the itemization.
    3. Click Submit if complete or Add Additional Expenses.

Itemize Hotel Using Chrome River’s Folio Feature

An additional way to itemize a hotel receipt is to use Chrome River’s FOLIO feature which uses OCR (Optical Character Recognition) scanning software to read the receipt and itemize the line items when it is uploaded to your E-Wallet.

  1. Email the hotel folio to Chrome River using the email provided on the landing page.
  2. The itemized receipt will appear in the E-Wallet as a folio receipt.
  3. Click the + New icon on the top right.
  4. Complete the fields on the Header screen and click Save.
  5. Check the FOLIO transaction from the E-Wallet.
  6. Click ADD.
    1. The amount to be reimbursed should populate based on the total of the folio.
  7. Click Calculate
  8. Enter the check in date, check out date, location, and number of rooms.
  9. Click Save.
    1. The system will calculate the maximum lodging amount based on the location.
  10. If an overage is due to staying in a designated conference hotel, check the Conference Hotel box.
  11. Enter check-in and check-out dates.
  12. Enter the C-FOAP in the Allocation field.
  13. Click Itemize.
    1. Chrome River will create the itemized line items based on the folio.
  14. Click Done.
  15. If the expense has been itemized correctly, a green check mark will show next to each item. If there are corrections or edits that need to be made, a red triangle will appear next to the line items.
    1. Click the red triangle to see the error code.
    2.  Click Edit to correct the itemization.
    3. Click Submit if complete or Add Additional Expenses.

NOTE: Chrome River does not allow lodging T-Card charges to be itemized to future dates. Please itemize the lodging to the same number of days using current dates and make a note on the ER of the actual dates of stay. 

*Expense reports with lodging expenses not itemized by day will be returned for correction and will require re- submission.