Chrome River - Itemizing Lodging Expenses

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

Itemizing Lodging Expenses

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

  1. Click the +Create icon in the Expense ribbon.
  2. Complete the Header screen.
    1. NOTE: If Athletics is selected, the expense report will be routed for additional NCAA compliance review.
  3. Click the Save button.
  4. Under Add Expenses on right side of the screen, click +Create New icon to pull up the mosaic tiles.
  5. Click the Hotel tile.
  6. Enter the payment date and the total amount spent.
  7. Click Calculate.
  8. Enter the start date, end 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 – Choose to attach transaction receipt from the Receipt Gallery or Upload Attachment.
  14. Click on the receipt preview. The receipt will open on the left side.
  15. Click Itemize.
  16. Enter the room rate, taxes and other expenses as listed on the hotel folio.
  17. Click Save after each entry.
  18. The amount to itemize will decrease with each entry.
  19. When the amount is fully itemized, the amount remaining will be zero.
  20. If there are any compliance errors, a red triangle will appear next to the line items.
    1. Click the red triangle to see the error code.
    2. Click Edit to make corrections or respond to the message.
  21. When all expenses have been added click the green Submit button.
  22. Click the secondary Submit button that appears.

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 or click Upload in the receipt gallery in the eWallet.
  2. The itemized receipt will appear in the E-Wallet (the Offline tab) as a folio receipt.
  3. Click the +Create icon in the Expense ribbon.
  4. Complete the Header screen.
    1. NOTE: If Athletics is selected, the expense report will be routed for additional NCAA compliance review.
  5. Click Save.
  6. Click the Offline tab of the eWallet and check the box on the FOLIO transaction.
  7. Click ADD.
  8. Review or fill in the transaction date and amount spent.
  9. Click Calculate.
  10. Enter the start date, end date, location, and number of rooms.
  11. Click Save.
    1. The system will calculate the maximum lodging amount based on the location.
  12. If an overage is due to staying in a designated conference hotel, check the Conference Hotel box.
  13. Enter check-in and check-out dates.
  14. Enter the C-FOAP in the Allocation field.
  15. Click Itemize.
    1. Chrome River will create the itemized line items based on the folio and amount remaining should show as $0.
  16. Click Done.
  17. Review all items (date, amount, and expense type) and make any needed corrections. You can edit or delete any line items.
  18. If there are any compliance errors, a red triangle will appear next to the line items.
    1. Click the red triangle to see the error code.
    2. Click Edit to make corrections or respond to the message.
  19. When all expenses have been added click the green Submit button.
  20. Click the secondary Submit button that appears.

NOTE: Chrome River does not allow lodging TCard 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.