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Chrome River – Submitting Temporary Vendor Payments

Chrome River – Submitting Temporary Vendor Payments

This article provides step-by-step instructions on submitting temporary vendor payments in Chrome River.

Temporary vendor payments can only be used for payments meeting the following criteria:

  • Refunds of any kind
  • Non-employee reimbursements
  • Payments to human subjects totaling less than $200.00 in a calendar year

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 the +Create button in the Invoices ribbon.
    NOTE: If the Invoices ribbon is not available, contact the USC to request this additional module.
  2. Click the Vendor Name field.
    1. If no results are returned in the drop-down list, select +Create Temporary Vendor.
      1. Click +Create Temporary Vendor.
      2. Enter the vendor name (the payee) in the field of the Create Temporary Vendor pop-up window.
      3. Click Create.
  3. Complete the Invoice Detail section.
    NOTE: Requester is defaulted to the Creator of this report. The Requester can be edited and another individual can be selected. The first approver of this report will be the Requester if different from the Creator. This report will then route through the approval queue of the Requester.
    NOTE: Business Purpose requirements are similar to Expense Reports. Review the Providing a Providing a Detailed Business Purpose job aid for more information.
    NOTE: NCAA Compliance Review Required? is defaulted to No. Selecting Yes will add an additional routing approval to the NCAA Compliance Office at your University.
    NOTE: Are you paying a foreign person? is defaulted to No. Selecting Yes will add an additional routing approval to University Payroll and Benefits.
    1. OPTIONAL: Check Request.
      1. Check Request is defaulted to No
      2. To pickup a check:
        1. Select Pickup Check and the associated University. 
        2. Enter the designated person. 
        3. Upon submission of the report the phone number of the designated person will be requested.
      3. NOTE: Pay Via Wire is reserved for international and contractually obligated wire payments.
  4. Complete the Special Handling section if applicable.
    1. OPTIONAL: Handling Options.
      1. Expedited Payment Request (EPR) means that this payment is needed as soon as possible. Check this box and add the specific reason for processing this invoice via EPR in the Special Handling Instructions box.
      2. State-Funded Check Pickup means that this check needs to be picked up, but the bank code cannot be altered due to the funding source. Check this box and add the specific reason for the pickup request.
      3. Enclosure Needed means that additional documentation and/or instructions need to be included with the payment. Please attach the additional documents and/or instructions to this report. Comments may also be included in the Special Handling Instructions box.
  5. Complete the Comments section.
    NOTE: If the address is not in the backup documents:
      1. Enter it in the Comments field.
      2.  Click Post.
  6. Complete the Attachments section.
    NOTE: Documentation must include the vendor name and address for payment to be routed.
    NOTE: For all Vendor Payments, only one invoice may be attached per Expense Report.
    1. To attach documentation in the Attachments section:
      1. OPTION 1: Drag and drop the invoice file onto this report.
      2. OPTION 2: Attach file using the Browse File button under Attachment.
        1. Click the Browse File button.
        2. Locate the file to be attached from the computer.
        3. Click the Open button.
        4. On the Extract Data screen click the Skip button.
          NOTE: Clicking the Extract Data button will use OCR to import data from the attachment and override the information in the document.
  7. Click the +Add Expense button to add allocations to account codes.
    1.  Select the Account Code.
      NOTE: Type the Account Code or a description of the Account Code to help find the appropriate code.
      NOTE: Clicking on an Account Code adjusts the location of the Service Start Date field on the screen.
      NOTE: Some account codes extend the period of coverage and require the Service Start Date and Service End Date to be completed.
    2. Select the Allocation.
      NOTE: Start typing the Allocation or a description of the Allocation to help find the appropriate code.
      1. OPTIONAL: Enter the Activity and Location codes.
    3. Click Submit.
    4. Click Approve in the drop-down menu.
    5. OPTIONAL: On the Approval Confirmation screen, add an additional approval. Click the box and add a comment.

Keywords:Vendor Payments UPAY   Doc ID:121585
Owner:Erik O.Group:University of Illinois Training and Development Resources
Created:2022-09-28 14:42 CSTUpdated:2022-10-10 12:50 CST
Sites:University of Illinois Training and Development Resources
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