Chrome River - Overview
Chrome River is the new software solution replacing the University of Illinois System’s current travel and expense management (TEM) system. The three universities and System Offices chose Chrome Rivers as a modern, intuitive, cutting-edge technology solution to improve the overall customer experience for the U of I community.
All users can register for a live webinar conducted by University Payables. This webinar will cover the following topics in Chrome River: Dashboard, Settings, Delegates, E-Wallet, Approving Expense Reports, How to Deal with Returned Expense Reports, and Tracking Your Expense Reports. The webinar will also include a demonstration of how to submit the following types of expenses in reports: Mileage, hotel, airfare, T-Card, P-Card, and miscellaneous reimbursement.
- Chrome River Webinar Training Registration (approximately 90 minutes) COMING SOON!
Pre-Recorded Webinar Training
A pre-recorded video of the live webinar trainings.
- Chrome River Webinar – Pre-Recorded (Available for Test/Pilot users only)
Utilize these various job aids on specific tasks.
- ChromeRiver - Attach a TCard Transaction
- ChromeRiver - Replenish a Cash Advance
- ChromeRiver - Personal Mileage Reimbursement
- ChromeRiver - Delegate in ChromeRiver
- ChromeRiver - Itemizing Lodging Expenses
- ChromeRiver - Non-Employee Travel
- ChromeRiver - Open and Close an Advance
- ChromeRiver - P-Card: Membership
- ChromeRiver - Replenish a Cash Advance
- ChromeRiver - Returned Expense Reports
- ChromeRiver - Review and Approve
Access to additional web resources and information.
What is Chrome River and when will it be available?
Chrome River is the online employee reimbursement and card reconciliation program for the University of Illinois. Chrome River Expense will be available to all employees on November 15, 2021.
Can I spilt charges to multiple accounts?
Yes, charges can be split to multiple accounts. When adding allocations to your report select the options to add an allocation. The system will automatically split the expense by equal percentages, but these percentages can be modified. However, State and Local funds cannot be combined.
Do I need to submit separate expense reports for multiple transactions from the same event/trip?
Anything related to a single trip (or event) can be included in the same expense report including T-Card and non T-Card expense
Example: Airfare, mileage, conference registration, paper submission fees, and poster printing can all be combined onto one expense report.
How will needed FOPALS be entered into Chrome River?
Active FOPALS will be loaded in Chrome River by AITS. Changes to FOAPL segments will be able to be updated in a new FrontEnd program that is currently under development.
- Will vendor payments and temp vendor payments be in Chrome River?
No, vendor payment and temp vendor payments will remain in TEM until phase 2 of the project. We do not have a transition date at this time.
Will we have one credit card moving forward?
This would be a separate project and is not currently in discussion.
How do I delete a receipt that is attached to an expense report?
When viewing the receipt on the line item, there is a trash can icon in the upper left corner. You can click that to delete the receipt. If the receipt was loaded from your Receipt Gallery, the receipt will return to the Receipt Gallery.
What is the last date I can use TEM for reimbursements?
TCard transactions will begin loading in Chrome River on November 15th, 2021 and PCard transactions will begin loading in Chrome River December 5th, 2021. Chrome River should be used for new reimbursement requests and card transactions beginning November 15th, but TEM will remain active to resolve outstanding issues until December 31st, 2021. After December 31st, 2021, the travel reimbursement categories will be hidden from use. Power user options will remain active in TEM.
Can reviewers change items on an expense report? And if able, what can they change?
Reviewer can edit the amount of a line item and the Allocation that has been chosen. If any changes have been made the report will route back to the report owner for review and approval.
What happened to proxies that I have designated in TEM? Will they transfer to Chrome River?
The term proxies will no longer be used in Chrome River, that roll is referred to as a delegate. The proxies will not transfer to Chrome River. It will be the employee’s responsibility to assign a new delegate.
Can I combine multiple trips onto one expense report or do I have to submit multiple expense reports?
a. You can combine trips onto one expense report, but you will need to have clear and specific business purposes for each trip.
Where is my report number?
Once you have completed and save the header screen, the report number will populate in the lower left corner of your report screen. It is a 12-digit number beginning with “0100”
Will a receipt image disappear from by eWallet once attached to an expense report?
Yes, once an image is attached to a line item the image will disappear. If you have a need to use the same receipt for multiple travelers the receipt can be scanned or loaded to the eWallet multiple times.
What will happen to document stored in TEM?
TEM will remain active for audit purposes and in compliance with the retention guidelines.
How quickly will approval happen in Chrome River?
Chrome River expense reports will be subject to the same approval process as TEM.
How can I add and remove delegates?
When you are signed in to Chrome River you name will appear in the upper right corner of the screen. Click on your name and select Account Settings. On the left click Delegate Settings and +Add New Delegates. Find the person you are looking for in the list and click on their name. To remove them as your delegate just click the X next to their name.
How do I find the TE # in Chrome River?
Once your Report has been completed and approved in the system, a green approved box will appear on the “Submitted in the Last 90 days” section of the Expenses Tab. Click on the report so the preview opens. On the preview scroll down to the comment section and you will see the TE# listed.
Do I still need to keep paper documentation for each expense report?
Yes, every department will need to keep their paper documentation for 1 year
Do I need to scan a coversheet for my receipts?
a. No, there is a statement on the PDF view of the report and receipts but items do not need to be sent with the barcode. The vendor is unable to remove this statement at this time.
Can my receipts be reorganized in my eWallet?
You cannot reorganize the eWallet or Receipt Galley but there are many ways to sort the items in it.
When am I able to recall an expense report?
The report can be recalled until it is ready to export to Banner.
What should I include on my Pre-Approval?
The intent of the Pre-Approval is to seek authorization for the trip and an estimated amount of all trip expenses. Include estimates for all items that may be part of the travel such as airfare, baggage, per diem, hotel, and taxi.
How long does my Pre-Approval stay on my dashboard?
Fully approved Pre-Approvals will be visible on your dashboard for 90 days. After 90 days, it is still in the system, and will be available to attach to an expense report. All Pre-Approvals will expire within 180 days. Once expired, you will need to create a new pre-Approval.
My expense report says “Pending Approval” who is it pending approval with?
Under “Expenses - Submitted Last 90 Days” click on the Expense Report that you are questioning. Click on the “tracking” tab, a tracking data box will appear, click on “Currently Assigned.” The system will now show you who your expense report is currently pending with and who has seen it.
How can I submit my receipts with my mobile?
Use your mobile phone to take a photo of the receipt, then attach it to an email and send it to firstname.lastname@example.org from your phone or tablet.
How do I delete an Expense Report?
There are two options, depending on a report’s status. First, if an Expense Report has been submitted, but not fully approved (i.e. the entire report is Pending Approval), you can click on the Expense Report in your “Submitted Last 90 Days.” Click once on the report you are looking for then click “Recall” on the report preview. A confirmation box will appear, click “Yes.” This action will move the report back to your Draft Expense Reports. Under Draft Expense Reports, click on the report, and the Delete function will be available. Second, if an expense report has been returned, you will see the report in your “Returned Expense Reports” with a “Returned” status. Click on the report you are look for and on the preview screen there is a delete button.
Is there a preferred browser for Chrome River?
You may use the latest version of the following browsers: Google Chrome, Microsoft Edge, Mozilla Firefox, and Apple Safari.
I accidentally used the travel card for a personal expense. What do I do?
Add the travel card expense to the expense report and select the personal expense. Deposit a repayment with the Bursar’s office and attach a copy of the receipt to the expense report.
Can I claim reimbursement for individuals who traveled with me?
No. A reimbursement is an out-of-pocket expense paid by a traveler, not payment using a travel card.
Do I need to have my U of I email account on my cell phone to use the Chrome River SNAP app?
No, the Chrome River SNAP app will ask you to input an email address and you will have to list your university email address.
Do I need to train my travelers on how to use Chrome River?
We highly recommend attending one of the trainings offered by Accounts Payable along with reviewing the training and reference material posted on the Chrome River Resource Page.
Who to Ask
To report issues and feedback related to the system, please complete a Service Request Form. For Chrome River Specific issues and feedback, please select University Payables (Invoice, Vendor ID, Travel, P-Card), which will enable you to specifically select Chrome River Inquiries.