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Chrome River – Submitting Non-Employee Travel in Chrome River

Chrome River – Submitting Non-Employee Travel in Chrome River

University employees can use Chrome River to process travel reimbursements to non-employees allowed under 8.2.5 Request Non-Employee Reimbursement.  Please follow the steps below.

Additional information:

  • Non-employees can be reimbursed as either a Temporary Vendor or as a regular Vendor. If the payee has a Vendor ID set up in Banner, it is recommended that payment be made using their Vendor ID as it is easier to track the payment and direct deposit can be used.
  • The report number can be referenced in FOATEXT within Banner.
  1. From the Chrome River Home screen, click 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. Complete the header information.
    1. Enter the Vendor Name.
      NOTE: Only active vendors in Banner will appear.  If your vendor does not appear, click the +Create Temporary Vendor link to enter a new vendor. See the job aid Chrome River -Submitting Temporary Vendor Payments.
    2. Enter the Vendor Address.
      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.
      NOTE: The Invoice Date should be the last day of the travel.
    4. Enter the Invoice Number.
      NOTE: Enter “Travel” and the date of the first day of travel.
    5. Enter the Invoice Amount.
      NOTE: Enter the amount to be reimbursed or leave it blank until the amount is calculated from the total of the expense lines.
  3. Complete the Invoice Detail section.
    1. 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.
    2. Enter the Business Purpose.
      NOTE: Business Purpose
      requirements are similar to Expense Reports requirements.  Review the Providing a Detailed Business Purpose job aid for more information.
    3. 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.
    4. 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. 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. Non-Employee Travel is rarely approved for check pickup.
  4. 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.  Non-Employee Travel reimbursements are rarely approved as an EPR.
      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.
    2. Complete Special handling instructions if applicable.
  5. Complete the Comments section if applicable.
    NOTE: All users may add comments to the report by placing them in this field.
  6. 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. Click 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.
  7. Click the +Add Expense button to add allocations to account codes.
    NOTE: Each travel item will need its own expense line.
    NOTE: Per diem and mileage is not automatically calculated. Either:
    1. Create a draft per diem or mileage ER in Expense and attach a screenshot OR
    2. Manually calculate the amount due. Please enter a note on the Invoice Report as to how the amount was calculated (i.e. miles X IRS rate = amount requested or number of quarters of per diem X quarter amount = per diem per day).
    3. Select the Account Code 154900-Non-Employee Travel.
    4. Enter the Service Start Date.
    5. Enter the Service End Date.
    6. Select the Allocation.
      NOTE: You can start typing the Allocation or a description of the Allocation to help find the appropriate code.
    7. Enter in Activity and Location codes if applicable.
    8. Add additional expense lines if necessary.
      NOTE: If the amount was not entered in the Invoice Amount in Step 2, the system will calculate the amount in the Total field.  Enter the total in the Invoice Amount.
    9. Click Save.
  8. Click the Submit button. 
  9. Click Approve.
  10. On the Approval Confirmation screen, add an additional approver if applicable (Do not add yourself).  Click the box and add a comment.

KeywordsChrome River – Submitting Non-Employee Travel in Chrome River   Doc ID124599
OwnerLearning Systems Support .GroupUI Training and Development Resources
Created2023-03-06 17:07 CDTUpdated2023-04-24 14:37 CDT
SitesUniversity of Illinois Training and Development Resources
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