Chrome River Frequently Asked Questions

 

Chrome River is the online Travel Pre-Approval and Reimbursement (both travel and non-travel reimbursements) system for UMW. Travel Pre-Approval and Reimbursement Requests are entered and processed in Chrome River, and the actual payment process occurs in Banner.

LOGIN to CHROME RIVER SINGLE SIGN-ON using your UMW credentials.

 

CHROME RIVER TRAINING VIDEO TUTORIALS
The password for every video is the same and is found on the Chrome River homepage (link highlighted above).

 

 

What is Chrome River and when will Chrome River be available?

Chrome River is the online Travel Pre-Approval and Reimbursement (both travel and non-travel reimbursements) system for UMW. Chrome River is available to all employees November 15, 2018. Travel Pre-Approval and Reimbursement Requests are entered and processed in Chrome River, and the actual payment process occurs in Banner.

How do I login to Chrome River?

Chrome River is a web-based system and does not require the VPN. Use your UMW credentials to log in to Chrome River. You can also access Chrome River from your mobile device using web access (there is no app).

How do I login to Chrome River using my mobile device?

Chrome River is web-based and does not require an app.  Go to https://app.ca1.chromeriver.com/login/sso/saml?CompanyID=umw.edu  HELPFUL HINT: Copy this URL address and email it to yourself using an email account that you can check on your mobile device. When you open that email using your mobile device, touch the URL link to open Chrome River on your device. The UMW single sign-on screen should appear. Due to the fact that UMW is using single sign-on for Chrome River, BEFORE entering your UMW credentials to log in, save the website to your smart phone (save as an icon on your home screen) for future ease in locating and logging in to Chrome River. Enter your UMW credentials and navigate the Chrome River site.

How do I learn how to use Chrome River?

Chrome River is very user-friendly.  Accounts Payable will have face-to-face training sessions as Chrome River is rolled out, and the campus will be notified of training sessions. In addition, for independent learning (or refreshers from training!), there are password-protected video tutorials with step-by-step guidance for various entry types. (NOTE that the ONE password for ALL videos is found on the Chrome River home page.) As always, feel free to contact Accounts Payable and we’ll be glad to help!

Do I have to be enrolled in direct deposit?

If the payee is an employee, reimbursement cannot be made without direct deposit for reimbursements in BANNER, which is separate from Payroll. If an employee already receives REIMBURSEMENT payments as a direct deposit from UMW, the employee does not need to take any action in Banner. See Direct Deposits to enroll in direct deposit in Banner OR TO UPDATE INFORMATION IN THE EVENT OF A BANK CHANGE for reimbursements for employees.

How do I get a receipt in Chrome River and do I still need to maintain original paper receipts?

Avoid excessive printing on paper. In Chrome River, electronic documents serve as original receipts. Simply use an electronic version of a receipt to upload into Chrome River OR take a photo of your paper receipt and email the photo to receipt@ca1.chromeriver.com. The receipt will then be available for selection within your Receipt Gallery in Chrome River. NOTE that each employee’s UMW email is already attached to the employee in Chrome River, and if you want to send receipts from an email other than your UMW email, simply add another email using the following steps:

  • Login to Chrome River
  • Click your name
  • Click “Settings”
  • On the left side of the screen under “Personal Settings,” click “Add Alternative Emails”
  • Add the email address as prompted. A verification email will be sent to your UMW email. Follow the instructions within that email, and you should be all set to send copies of receipts directly to your Chrome River Receipt Gallery from the email address you added.

How do I process a Travel Pre-Approval or reimbursement request for a student or guest?

Only employees (not student employees) can access Chrome River. Therefore, an employee will have to enter a Travel Pre-Approval or reimbursement request for any student or guest. If you cannot find the student or guest in Chrome River, the student or guest will need to complete a COVW-9 (ONLY the COVW-9 and NOT the Vendor Registration Form) and submit the completed form to Accounts Payable. Within two business days, the student or guest should show in Chrome River. The employee entering for the student or guest will select the appropriate “Traveler/Payee Type” on the Report Header in Chrome River and enter Pre-Approval or Reimbursement information just as you would for an employee. MAKE SURE TO USE “GUEST” OR “STUDENT” AND THEN THE GUEST OR STUDENT NAME IN THE REPORT NAME. For example, if you have a job candidate, you would enter “Guest John Smith Chem job candidate.” The instructions within the tutorial videos apply to all (employee/student/guest) and Chrome River is programmed to fire regulation rules based upon the Traveler/Payee Type selected. Watch this 13 minute video for instructions to determine if the student or guest is in Chrome River. (The password for videos is found on the Chrome River homepage, and the link to the homepage is highlighted near the top of this page.)

Why do I need a COV W-9 for a guest or student if I can’t find the individual in Chrome River?

Chrome River is UMW’s reimbursement and travel pre-approval system. Only individuals (not companies) are in Chrome River. All active employees in Banner get selected by a Chrome River process that automatically populates those employees into Chrome River each night. In addition, as part of this same process, non-employee individuals are also populated in Chrome River based upon a special vendor type that is entered in Banner by Accounts Payable from information on the COV W-9. If the guest or student is not in Chrome River, that student or guest needs to complete the COV W-9 to prompt Accounts Payable to:

  • UPDATE the vendor type for the Chrome River selection process (if the individual is already in Banner) AND get a Cardinal ID from Richmond (if that individual does not already have a Cardinal ID in Banner) OR
  • Enter the individual in Banner using the correct vendor type for Chrome River selection AND get a Cardinal ID from Richmond for that individual (Cardinal ID is needed before payment can be processed).

The COV W-9 documents why Accounts Payable entered an individual or made a change to an already existing Banner ID and allows UMW to quickly get a Cardinal ID from Richmond.

If charging to multiple FOAPs, does Chrome River route appropriately?

You can always check the routing status (12 minute video) using the tracking feature in Chrome River. (The password for videos is found on the Chrome River homepage, and the link to the homepage is highlighted near the top of this page.)

Pre-Approvals route in the following order:

  • The employee payee (ONLY IF the employee delegates out to someone to enter in Chrome River on his/her behalf)
  • The supervisor of the employee payee (OR the supervisor of the employee who entered a request for a student or guest)
    • The supervisor is determined by an automatic feed from the HR system into Chrome River.
  • FOAP Manager(s)–based upon ORG(s) of FOAP(s)
  • Accounts Payable (ONLY IF lodging involved exceeds the allowed rate)
  • Designated Signer (ONLY IF lodging involved exceeds the allowed rate)
  • FUND (ONLY IF funding source is 1552AS or 1557AS)
  • Associate VP for Finance (ONLY IF sharing a room and lodging exceeds 150% of state’s allowed rate)
  • Chief of Staff (ONLY IF International Travel)

Expense Reports (Reimbursements) route in the following order:

  • The employee payee (ONLY IF the employee delegates out to someone to enter in Chrome River on his/her behalf)
  • The supervisor of the employee payee (OR the supervisor of the employee who entered a request for a student or guest)
    • The supervisor is determined by an automatic feed from the HR system into Chrome River
  • FOAP Manager(s)–based upon ORG(s) of FOAP(s)
  • FUND (ONLY IF funding source is 1552AS or 1557AS)
  • Accounts Payable for final review

Pre-Approval Question Relating to Faculty–How can I do a Pre-Approval when I don’t know if I have funding (because the Dean’s award letters go out after my registration is due).

Problem:  Conference registration deadline is August 1st but awards about funding from the Dean are not given until September 15th. I know I’m going on the trip whether I receive funding from the Dean or not. How should I proceed?

Enter a Pre-Approval FOR THE ENTIRE TRIP in Chrome River and allocate any unfunded amount to PERSONAL MATTER (personal expense). In the comments section on the Report Header, indicate that you hope to receive funding from the Dean and this is the Pre-approval in the meantime (so you can have the Pre-Approval done in advance, as required, before any purchases are made relating to the trip). Note that the entire trip can be allocated to PERSONAL MATTER on the Pre-Approval. Then, AFTER the travel happens, you’ll “pull over” the Pre-Approval to the Expense Report and can add any funding sources on the Expense side, and the Expense will route based upon the FOAP(s) entered. This 14 minute video is found on the video training site. (The password for videos is found on the Chrome River homepage, and the link to the homepage is highlighted near the top of this page.)

What should I do if I’m asked to charge a travel-related expense on my SPCC and the requester does not have a Pre-Approval?

You should never charge anything on any UMW card unless the appropriate pre-approvals are in place! Ask the person for the PDF printed Pre-Approval from Chrome River. If the person doesn’t have one, explain that you need it in order to be in compliance, and depending upon how your office operates, either offer to enter the Pre-Approval for the person (if that person has delegated out to you) or ask him/her to (1) enter the Pre-Approval in Chrome River and (2) email the PDF Pre-Approval from Chrome River. The Pre-Approval will show FOAP information (so you’ll know which FOAP to charge) and you will have the Pre-Approval attached to the receipt, as required.

What do I do if I didn’t get a Pre-Approval done in advance, as required?

The Pre-Approval will have to be done, and if you do the Pre-Approval after purchases are made, the approval dates will indicate that you are not in compliance (because you did not do the approval prior to travel purchases). ACTION: Enter the Pre-Approval and enter in the Comments section the reason for delay in submitting the Pre-Approval. If you have any written documentation that you had earlier approval, such as the Dean’s award letter, then you will upload that documentation on the “expense” side (the reimbursement side) after returning from the trip. You will “pull over” the Pre-Approval in the system that will “connect” to the expense/reimbursement. The uploaded award letter from the Dean, for example, will help justify the comment made on the Pre-approval (about why the Pre-Approval was not done in advance).