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Chrome River - Submitting Financial Support/Sponsorship Payments in Chrome River

Financial support and sponsorship payments can be made to a non-University entity (“Recipient”) to support initiatives that promote or advance one or more of the University’s missions.

8.1.5 Determine the Allowability of Specific Financial Support or Sponsorship Payments to Outside Organizations

The Recipient cannot be an individual and must have a Banner Vendor ID. Please follow the steps below.

Additional information:

  • The report number can be referenced in FOATEXT within Banner.
  • Vendor Payment Reports with multiple invoices attached will be rejected back to the creator for correction.
  1. From the Chrome River Home screen, click on the +Create button in the Invoices ribbon.
    NOTE: If you do not have the Invoices ribbon, contact your USC to request this additional module.
  2. Add the invoice document from the vendor to your report if applicable.
    1. Drag and drop the invoice file onto this report OR scroll down and use the Browse File button under Attachment.
    2. On the Extract Data screen, click the Extract Data button.
    3. Review imported data and update fields as necessary.
      NOTE: Extracting the data will allow Chrome River to use OCR to import details from your invoice file to populate your report.
      NOTE: Extracting data will override existing data in your report. Completing this step early in the process may be beneficial.
  3. Complete the header information.
    1. Select the Vendor Name from the dropdown list.
    2. Select the Vendor Address from the dropdown list.
      NOTE: Only the active address in Banner for vendors will appear.  If your vendor’s address does not appear, click the +Create Temporary Address link to enter a new address.
    3. Enter the Invoice Date.
    4. Enter the Invoice Number.
    5. Enter the Invoice Amount.
  4. Complete the Invoice Detail section.
    1. The Contract Number field should remain empty.
    2. Review the Requester.
      NOTE: The Requester is defaulted to the Creator of this report. You can edit the Requester and select another individual. The first approver of this report will be the Requester if they are different from the Creator. This report will then route through the approval queue of the Requester.
    3. Review the Check Request drop-down menu.
      NOTE: Check Request is defaulted to No.
      1.  Select Pickup Check and the associated University from the drop-down menu. 
        1. Enter the designated person for check pick up in the Special handling instructions field under the Special Handling section. 
          NOTE: Upon submission of the report the phone number of the designated person will be requested.
    4. Enter the Business Purpose.
      Business Purpose requirements are similar to Expense Reports requirements.  Review the Providing a Detailed Business Purpose job aid for more information.
    5. Review the NCAA Compliance Review Required? drop-down menu.
      NOTE: The NCAA Compliance Review Required? drop-down is defaulted to No.  Selecting Yes will add an additional routing approval to the NCAA Compliance Office at your University.
    6. Review the Are you paying a foreign person drop-down menu.
      NOTE:  The Are you paying a foreign person? drop-down menu is defaulted to No.  Selecting Yes will add an additional routing approval to University Payroll and Benefits.
  5. Complete the Special Handling section if applicable.
    1. Complete the Handling Options if applicable.
      1. Expedited Payment Request (EPR) means that you need this payment as soon as possible. Check this box and add your specific reason for processing your invoice via EPR in the Special Handling Instructions box.
      2. State-Funded Check Pickup means that you need to pick up this check, but the bank code cannot be altered due to the funding source.  Check this box and add your specific reason for the pickup request.
      3. Pay Via Wire is reserved for wire payments for international payments.
  6. Complete the Comments section if applicable.
    NOTE: All users may add comments to the report by placing them in this field.
  7. Complete the Attachments section.
    1. Drag and drop the receipts file onto this report OR use the Browse File button under Attachment.
    2. Use the Browse File button to locate your attachment on your computer.
    3. Select the file.
    4. Select the Open button.
    5. On the Extract Data screen, click the Skip button.
      NOTE: Clicking the Extract Data button will use OCR to import data from your attachment and override the information in your document.
  8. Click the +Add Expense button to add allocations to account codes.
  9. Select the Account Code 186550 – Ext Party Financial Support Pymt. from the dropdown.
    NOTE: You can start typing the Account Code or a description of the Account Code to help find the appropriate code.
    This account code should not be used in combination with state funds.
    1. OPTIONAL: You may enter the Service Start Date and Service End Date.
    2. Select the Allocation.
      NOTE: You can start typing the Allocation or a description of the Allocation to help find the appropriate code.
    3. Enter in Activity and Location codes if applicable.
    4. Add additional expense lines if necessary.
    5. Click Save.
  10. Click the Submit button.
  11. Click Approve.
  12. On the Approval Confirmation screen, add an additional approver if applicable (Do not add yourself).  Click the box and add a comment.

KeywordsInvoice Payables UPAY invoices   Doc ID121579
OwnerLearning Systems Support .GroupUI Training and Development Resources
Created2022-09-28 12:24 CSTUpdated2023-07-07 12:24 CST
SitesUniversity of Illinois Training and Development Resources
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