CREATING YOUR EXPENSE REPORT (REIMBURSEMENTS AND DIRECT PAYMENTS TO

VENDORS)

REPORT NAMES: ALWAYS USE YEAR AND TITLE:

(EXAMPLE: 2018 CHROME RIVER CONFERENCE)

SELECT YOUR TRIP TYPE

SELECT YOUR AFFILIATION

USE THE DROP-DOWN BOXES TO CHOOSE YOUR STATE, COUNTRY THEN TYPE YOUR CITY OF YOUR

TRAVEL

CHOOSE “FINAL PRE-APPROVAL LIQUIDATION” - NO – THEN CLICK SAVE IN THE TOP RIGHT CORNER

YOUR “HEADER” OR “PARENT” WILL SHOW ON THE LEFT AND YOUR

TILES/RECEIPTS/TCARD INFO ON THE RIGHT

NOW YOU CAN BEGIN ADDING YOUR EXPENSES (OR DIRECT PAYMENTS TO VENDORS)

USING THE TILES ON THE RIGHT.

EXAMPLE OF AIR TRAVEL – NOTICE THAT THERE ARE SUB-TILES FOR ALL RELATED AIR ITEMS.

BEGIN BY CHOOSING AIRFARE – ENTER YOUR DATE OF THE PURCHASE; THEDOLLAR AMOUNT; TYPE THE DETAILS OF THE PURPOSE OF YOUR TRAVEL; CHOOSE YOUR AIR CLASS FROM THE DROP-DOWN BOX; ENTER YOUR

DEPARTURE DATE

BEGIN TYPING YOUR ALLOCATION (FUND) - WHEN IT IS REVEALED – CLICK IT

(MULTIPLE ALLOCATIONS CAN BE SELECTED BY CLICKING THE +ADD ALLOCATIONS BUTTON)

TO ADD YOUR RECEIPT, CLICK ADD ATTACHMENTS AS SHOWN BELOW; YOU CAN CHOOSE TO UPLOAD FROM YOUR COMPUTER OR FROM YOUR RECEIPT GALLERY. IF LOADING FROM

RECEIPT GALLERY, BE SURE TO CHECK THE ASSOCIATED BOX AND THEN CLICK ATTACH IN THE LOWER LEFT.

WHEN ALL YOUR INFORMATION IS ENTERED CLICK SAVE….

YOU WILL NOW SEE YOUR AIR TRAVEL ON THE LEFT –TO BEGIN ENTERING YOUR NEXT EXPENSE, CLICK

THE CIRCLE/PLUS

CHOOSE GROUND TRAVEL – YOU WILL NOW SEE ALL THE ITEMS THAT ARE ASSOCIATED WITH GROUND TRAVEL. CHOOSE

MILEAGE FOR THIS EXAMPLE

MILEAGE – USE THE DROP DOWN BOX FOR THE STATE VEHICLE QUESTION (WHICH SHOULD ALWAYS BE NO); ENTER THE NUMBER OF DAYS THAT YOU WERE TRAVELING; ENTER YOUR

MILES; GO TO THE MILES/MAP AS SHOWN BELOW AND CLICK ON THE MAP

THE MAP WIDGET WILL APPEAR – ENTER YOUR DEPARTURE AND DESTINATION (YOU CAN ENTER MULTIPLE STOPS BY CLICKING ON “ADD DESTINATION” ON THE LEFT) – CLICK

“RETURN TO START” TO CONCLUDE YOUR TRIP – THEN CLICK “SAVE TRIP” IN THE TOP RIGHT.

THE MAP IS NOW LOADED AS A RECEIPT – IF THERE IS A DIFFERENCE BETWEEN WHAT YOU ENTERED ON “TOTAL MILES DRIVEN” AND YOUR MAP WIDGET MILES, YOU WILL BE ASKED LATER TO IDENTIFY THE REASON. CLICK SAVE. WHEN THE COMPLIANCE WARNING APPEARS, CLICK

“ADD REASON” AND ADD WHY THERE IS A DIFFERENCE.

HOTEL – ENTER THE DATE; DOLLARS SPENT; ADD RECEIPTS; CLICK SAVE

YOU WILL BE ASKED TO FULLY ITEMIZE – CLICK ITEMIZE

IF YOU HAVE ONLY ROOM CHARGES AND NO PARKING OR OTHER CHARGES, THEN CLICK “LODGING IN STATE/OUT OF STATE” AND ENTER THE

ENTIRE AMOUNT OF YOUR STAY; ADD YOUR RECEIPT. CLICK SAVE. NOTE: THERE IS NO NEED TO SEPARATE OUT THE DAYS OR THE TAXES. ONLY

DETAIL OUT PARKING; INTERNET; TIPS.

CLICK DONE IN THE TOP RIGHT CORNER AND THEN CLICK YOUR CIRCLE/PLUS TO GO TO THE NEXT EXPENSE

PER DIEM MEALS – CLICK MEALS AND THEN CLICK PER DIEM WIZARD

ENTER YOUR START DATE AND TIME; END DATE AND TIME; DESCRIPTION IS OPTIONAL; CLICK YOUR SPACE BAR IN THE “LOCATION” DROP-DOWN AND

CHOOSE THE APPROPRIATE ITEM. THEN CLICK ADD ENTRIES.

YOUR ALLOWABLE PER DIEM RATES WILL APPEAR IN THE RIGHT. CLICK ON THE DAY IN WHICH MEALS WERE PROVIDED TO YOU (AS THEY ARE NOT AN

ALLOWABLE EXPENSE) AND PUT A CHECK IN THE BOX BY THE MEAL THAT YOU NEED TO DEDUCT – THIS AUTO CALCULATES YOUR RATE. ONCE

COMPLETED – CLICK “ADD TO REPORT” IN THE BOTTOM RIGHT.

CLICK REGISTRATION (DIRECT PAYMENT TO VENDOR EXAMPLE)

ENTER DATE; AMOUNT; AND CLICK “DIRECT PAYMENT TO VENDOR” BOX; ADD RECEIPT AND CLICK SAVE.

A POP-UP WILL APPEAR “ FORM REQUIRES ATTENTION:”

CHOOSE THE VENDOR FROM THE DROP-DOWN LIST – ENTER YOUR INVOICE NUMBER (IF APPLICABLE) AND CLICK SAVE. NOTE IF YOUR VENDOR IS NOT LISTED, DO NOT ENTER

INFORMATION FOR THIS EXPENSE – SEND AN EMAIL TO CMALLON@UNCA.EDU AND REQUEST THE VENDOR BE ADDED. ONCE THE VENDOR HAS BEEN ADDED YOU WILL BE NOTIFIED.

YOU ARE NOW READY TO SUBMIT. CLICK SUBMIT ON THE BOTTOM LEFT

CLICK ON PRE-APPROVAL. A DROP DOWN WILL APPEAR THAT SHOWS ALL OF YOUR APPROVED PRE-APPROVALS. CHOOSE THE APPROPRIATE ONE AND THEN CLICK “APPLY” IN THE BOTTOM RIGHT. THEN

CLICK SUBMIT.

ALL OF YOUR SUBMITTED EXPENSE REPORTS CAN BE FOUND UNDER YOUR SUBMITTED

ITEMS.

TRACKING YOUR REPORT – PRE-APPROVALS AND EXPENSE REPORTS CAN BE TRACKED BY CLICKING ONCE ON YOUR REPORT AND THEN CLICKING THE

TRACKING BUTTON

BY CLICKING ON THE TOP 3 LINES ON THE LEFT, YOU CAN OPEN UP OTHER OPTIONS SUCH AS INQUIRIES INTO YOUR REPORTS –

FEEL FREE TO LOOK AROUND IN THIS – GREAT TOOLS.

CHROME RIVER1. EACH WEEK A HELPFUL TIDBIT IS SENT TO ALL CHROME RIVER USERS

2. SPECIAL SCREEN SHOT INSTRUCTIONS CAN BE SENT TO YOU UPON REQUEST FOR UNUSUAL EXPENSE NEEDS

3. CONTACT INFORMATION: CMALLON@UNCA.EDU EXT 6243

4. APPROVED EXPENSE REPORTS ARE EXPORTED ON WEDNESDAYS AND FRIDAYS BY 2PM.

5. PLEASE ALLOW UP TO 7 DAYS FOR NEW VENDORS THAT ARE NOT IN THE BANNER SYSTEM TO BE SET UP. THOSE

THAT ARE IN THE BANNER SYSTEM BUT NOT IN CHROME RIVER CAN BE ADDED THE SAME DAY.

6. FIREFOX AND SAFARI ARE NOT 100% COMPATIBLE. YOU WILL NEED TO USE GOOGLE OR SIGN-INTO YOUR ONE-

PORT CHROME RIVER ACCOUNT IN ORDER TO APPROVE ANY PRE-APPROVALS OR EXPENSE REPORTS RATHER THAN

USING YOUR EMAIL IF YOU CHOOSE NOT TO USE GOOGLE.