Video Training

Chrome River is UMW’s online Travel Pre-Approval system and the reimbursement system for both TRAVEL and NON-travel reimbursements (see Chrome River Frequently Asked Questions). The links below connect to password protected videos at vimeo.com. The password is found on the Chrome River homepage. The videos will help users navigate through Chrome River for travel pre-approvals and various types of reimbursements. The Introduction videos will probably need to be viewed only once. The other videos will be helpful when you actually submit for reimbursement or travel pre-approval.

INTRODUCTION TO CHROME RIVER VIDEOS

APPROVALS

TRAVEL -RELATED VIDEOS BASED UPON SPECIFIC TOPIC

This video will demonstrate how to charge an amount to PERSONAL MATTER on the expense side. The funding source, PERSONAL MATTER, means an amount that will not be reimbursed by UMW.

PAPER REQUEST FOR TRAVEL FORM

MULTIPLE FUNDING SOURCES

This kind of request is the most complex and applies often to faculty who receive limited funding from multiple sources, such as CAS faculty who receive supplemental funding from the dean. (If lodging is being claimed, the video “Enter Lodging Expense” is helpful to watch prior to this video. If International Travel is involved, be sure to select the currency of your receipt on the reimbursement expense and see the International videos for additional sources.)

INTERNATIONAL TRAVEL

If you have multiple funding sources, be sure to watch the videos relating to Multiple Funding Sources (above). International travel entries work exactly the same way as other entries with a few exceptions*:

*When selecting the destination location under Meals Per Diem and Lodging, if you can’t find your city, you should enter the country name and other. For example, for Warminster England United Kingdom, you would enter United Kingdom Other.  (Avoid commas.)

*On the expense side, select the currency of your receipt and Chrome River will do the conversion.

STUDENT AND GUEST REIMBURSEMENTS AND TRAVEL PRE-APPROVALS

Only employees have access to Chrome River, so an employee will have to enter travel pre-approvals and reimbursement requests for students and guests. Entries for students/guests are done in Chrome River the same as an employee so the video tutorials apply to all travel pre-approvals and reimbursements. The only difference is that the Traveler/Payee Type will be either a guest or a student (and not an employee) and the regulations will route based upon Traveler/Payee Type. It will be obvious when you enter in Chrome River. If you cannot find the student or guest in Chrome River, complete a COVW-9 and submit the completed form to Accounts Payable. Within a few business days, the student or guest should show in Chrome River.

When students travel as part of a group, especially if a UMW charge card is used to pay for the expenses, choosing “Multiple” as the Traveler/Payee Type might be more efficient. This video explains options for group travel involving students.

NON-TRAVEL REIMBURSEMENTS (11 minutes)

The UMW Finance Card should be used for Business Meals but in cases where it could not be used, this video will provide instructions for reimbursement. NOTE: The video covers Business Meals reimbursement first, so if your reimbursement is not a business meal, please watch the first two (2) minutes and then fast forward to 7 minutes 44 seconds.