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.) BEFORE entering a request, consider where you want the request to route for the initial supervisor approval, especially for students and guests–and enter the request under the appropriate employee’s name for where you want the supervisor approval (as routing and example details are shown below). Ask that employee to delegate to you to be able to enter on his/her behalf (or have that employee enter the request). If a report is not routing the way you think it should, please contact Accounts Payable at payables@umw.edu with details and request to reassign a request to a different person.
PRE-APPROVAL REPORTS ROUTE IN THIS ORDER:
- The employee for whom the request is entered. NOTE that this step happens ONLY IF the request was entered by a delegate (when one employee enters on behalf of another employee).
- The Supervisor* of the owner of the report. (Every employee has access to Chrome River and when a report is entered under an employee’s name, that employee is the owner of the report–even with a guest or student report.)
- FOAP Manager(s)–based upon ORG(s) of FOAP(s). NOTE : No one can approve as supervisor* of his/her own report, BUT budget managers CAN approve as BUDGET MANAGERS on their own reports.
- Accounts Payable (ONLY IF lodging involved exceeds the allowed rate)
- Associate VP for Finance (ONLY IF lodging involved exceeds the allowed rate)
- This step relates to the CAS dean only. FUND (ONLY IF funding source is 1552AS, 1553AS, 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 THIS ORDER:
- The employee for whom the request is entered. NOTE that this step happens ONLY IF the request was entered by a delegate (when one employee enters on behalf of another employee).
- The Supervisor* of the owner of the report. (Every employee has access to Chrome River and when a report is entered under an employee’s name, that employee is the owner of the report–even with a guest or student report.)
- FOAP Manager(s)–based upon ORG(s) of FOAP(s). NOTE : No one can approve as supervisor* of his/her own report, BUT budget managers CAN approve as BUDGET MANAGERS on their own reports.
- This step relates to the CAS dean only. FUND (ONLY IF funding source is 1552AS, 1553AS, or 1557AS)
- Procurement Services Department (ONLY if the expense is for a NON-travel expense)
- Accounts Payable for final review
*SUPERVISOR COMMENT: Each employee has only one “reports to” (or supervisor) in Chrome River. The “reports to” is determined by the supervisor in the HR system. The “reports to” for each employee is populated in Chrome River NIGHTLY from an automatic export from the HR information in Banner. (For example, the supervisor for professors is their chair; the supervisor for chairs is their dean; the supervisor for the deans is the provost.)
If you want a request to route to a certain supervisor, you have some control over that by entering on behalf of an employee who reports to that supervisor. Here are some examples:
- PROBLEM & SOLUTION—The Physics department has a faculty job search but the supervisor of the office manager for Physics is the Biology chair because that office manager handles multiple departments but has only one “main” supervisor. (For example, the supervisor for that office manager signs off on MyTime.) If that office manager enters under the office manager’s name, the requests for the Physics department will route to the Biology chair, and everyone would prefer the requests to route to the Physics chair. The simple solution is to ask the Physics faculty member who is in charge of the search to delegate out to the office manager. If the office manager enters under that Physics professor’s name, then the request will first route to that Physics professor and then will route to the Physics chair. If the office manager entered under the office manager’s name, the request would route straight to the Biology chair. Of course, the Physics professor can also enter the request for the guest or student directly, in which case, the request would route to the Physics chair.
- PROBLEM & SOLUTION—A professor is a faculty advisor to a student group that has nothing to do with his department. He wants a request entered for the student group travel but if he enters it, the request will route to his chair as the supervisor. If his office manager enters the request, the request will route to a chair as the supervisor of the office manager. If that professor is traveling with the group, it seems perfectly reasonable that his chair would be knowledgeable of his role as a faculty advisor to a group and would be comfortable approving the trip. Whoever is listed as the budget manager for the FOAP being charged would approve the budget source. (The chair is not approving the budget expense; the chair is simply approving that the trip is official business for that professor.) If the provost oversees that student group, for example, and if the professor doesn’t want his chair to approve the trip, then the professor can ask the office manager for the provost to enter for the student group (using “Multiple” as the Traveler/Payee Type) under the office manager’s name. The request will route to the provost because the provost is that office manager’s supervisor. If the group is under Student Activities, then the professor can ask the office manager in Student Activities to enter.
In summary, if you understand the routing concept, you can control the supervisor approval in Chrome River based upon the supervisor of the employee whose name the request is being entered under.
SEE CHROME RIVER FAQ’S FOR OTHER IMPORTANT LINKS AND A LINK TO CHROME RIVER TUTORIAL VIDEOS.