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Travel

UMW-funded* travel has many requirements. The links on this site will help travelers (employees, students, and guests) navigate the various regulations, requirements, and available payment options. Except for items that can be purchased using a UMW credit card (for guidance, see Available Charge Cards) OR for a Direct Pay for a UMW guest’s local hotel stay (see Guest Travel), all UMW representatives and UMW guests are expected to incur travel expenses and then be reimbursed AFTER the travel (or event, if virtual) has happened.

*“UMW-funded” includes all payments made by UMW (external grants handled by UMW, internal grants, agency funds, non-agency funds, etc.). UMW does NOT make payments for UMW Foundation funds, and these regulations do NOT apply to UMW Foundation funds.

Chrome River is UMW’S online system that is used for:

  1. ANY reimbursement – Both travel and NON-travel related items/services
    (An Expense Report must be created in Chrome River for reimbursement AFTER the travel or event)
  2. Travel Pre-Approvals

WHEN IS A TRAVEL PRE-APPROVAL REQUIRED?

A fully approved Travel Pre-Approval Report is required for the following types of UMW-funded travel PRIOR to any purchases, regardless of payment method:

      • Any day-only travel $500 or more (including all expenses associated with the travel, including registration fees)
      • Any travel that involves overnight travel (regardless of amount)

Chrome River is programmed based upon IRS, Commonwealth of Virginia, and UMW regulations that are found within the links below. Use the links below to find specific details regarding the topics listed.

The typical order for overnight travel would be:

  • Complete a Travel Pre-Approval in Chrome River (See NOTE below if traveling with students)
  • When the Travel Pre-Approval is FULLY approved, provide a copy of the approved document to your office manager and ask the office manager to make any allowed purchases on a UMW card
  • Make any other purchases, such as lodging and meals, using personal methods (such as a personal credit card)
  • AFTER the travel, create an Expense Report in Chrome River for reimbursement for those items/services that were NOT charged on a UMW card (NOTE that expenses on a UMW Card can be included on the Expense report BUT the accurate payment method needs to be selected so Chrome River will have a “pay me” amount of zero for the expenses that were charged on a UMW Card.)

NOTE:  If traveling with students, see Travel with Students to use a special UMW card for payments.

This Chrome River site link has the following information and should help you navigate the processes:

  • Link to Chrome River Login
  • FAQ’s about Chrome River and processes
  • Link to the tutorial videos that are listed by topic (password to all videos is the same and is found on the Chrome River homepage)

Use the links below for details about specific travel topics

Chrome River Frequently Asked Questions (this site provides links to the Chrome River system, FAQ’s, and tutorial videos)