ECE Travel & Reimbursement

Use Chrome River to turn in all expense reimbursements

If you want to utilize ECE Student Workers as delegates to submit to Chrome River, follow the instructions at this link.

Chrome River Login MyU > KeyLinks > UTravel > Chrome River

ALL REIMBURSEMENTS ARE DUE

60 DAYS FROM DATE OF PURCHASE (TCard) or

60 DAYS FROM LAST DATE OF TRAVEL (personal card) or

60 DAYS FROM DATE OF PURCHASE (personal card for non-travel expenses)

Use the TCard for airfare, conference registration, and ground transportation

Use the TCard for hospitality meals*

$2,500 single transaction limit/ $10,000 monthly transaction limit

DO NOT use the TCard for meals while in travel status

DO NOT use the TCard to pay for alcohol EVER

DO NOT use the TCARD to pay for other travelers EVER

HELPFUL HINTS

  • Justifications should always include benefit to the University and/or benefit to the project (when using sponsored funds)

      • "This directly benefits the University/project by..."

  • Allocation = Chartfield string = Ask your supervisor

      • Any allocation splits must include justification for the split

      • "Allocation split was determined by..."

  • Expense Reports should be consolidated into a single report when possible. Exceptions are permitted if the TCard is used, and expenses need to be reconciled within the 60-day deadline.

ECE Training and Demo Video

Chrome River FAQ

Why are we doing this? What's Chrome River?

Okay, I read the things (or skimmed it). Now what? Job Aids!

I'm getting warnings! Why?

Compliance and regulations, mostly.



Traveling Overseas?

What about currency conversion?

    • If you used the TCard, Chrome River will convert the currency for you!

Per Diem?

What about meals?


Do not buy meals while in travel status using the TCard

What about mileage?

Still have questions? Here's the FAQ for Traveling on University Business

Or contact ECE-CSEpurch@umn.edu to schedule a 1:1 support appointment.

Use subject: Chrome River Appointment.

All lodging receipts must be itemized and must include a final total Email travel documents and receipts directly from your umn.edu email to receipt@chromefile.com. Alternate emails can be added under profile settings

1 receipt = 1 image

Minimum file size should be greater 50KB;Maximum file size should be less than 10MB

OR use the Chrome River app (CR Snap)


  • Including personal days in your travel? Do a flight comparison while booking your flight and include it in your report.

Introducing the Travel Card for Chrome River

Pay for your own travel expenses up front!

Apply for Travel Card by Downloading Application Here

How to Reconcile a TCard (policy and job aid)

or, I've used my TCard, now what?

  • It may take 3-5 days for expenses to load in the system

  • Transactions $25.00+ require itemized receipts

  • Email travel documents and receipts directly from your umn.edu email to receipt@chromefile.com or use CR Snap App on your smartphone.

  • Receipts do not require signatures

PayingTravelExpensesJA.pdf

*Alcohol cannot be paid for with the travel card. Alcohol should only be paid for with a personal card. Receipts should be submitted in Chrome River as an out-of-pocket expense.

Alcohol sales tax note: When calculating alcohol sales tax, do not use the subtotal if it includes a benefits surcharge.

Tips may not exceed 20%. Anything tipped in excess may not be reimbursed.

Traveling & Hospitality on University Business

UMN Travel Policies and Helpful Links

UMN Travel Services via MyU UTravel:



University Policies & Procedures

Business and Hospitality Expense Policy (Updated Oct 2022).pdf

Approvals and Modifications in Chrome River

What comes after a report submission

For anyone who needs to review, approve, or modify expense reports in Chrome River

Need to Approve a Report? Read this.

Reports may be approved via email or from within Chrome River.

Reports will route: Supervisor --> DeptID Approver(s)* --> (DeptID CA)


Reports with policy violations and/or $10,000+ will route:

Supervisor --> DeptID Approver(s)* --> DeptID CA --> Chief Financial Manager --> (Accounting Services)


*Reports will only route to an approver once, even if they fulfill multiple roles.


Need to Modify a Report? Read this.

Reports within 90 days can:

    • be accessed if it is in Draft, Returned, or Submitted status

    • be modified or deleted if in Draft or Returned status

    • modified if Submitted, but Pending Approval

        • Submitted and Approved Reports cannot be modified


Additional Forms

Forms may be submitted digitally to ECE-CSEpurch@umn.edu or paper copies may be printed and submitted to the ECE Front Office at KHKH 4-174

Statement In Lieu of Receipt Form

um1566.docx

Request for Lodging Exception (Domestic)

um1636.docx

Non-Employee Reimbursement Form

nonemployee reimbursement 11.18.13.pdf

ECE Pre-Award Funding Procedure

ECE Pre-Award Procedure.pdf

Chrome River Job Aids

A complete list of all Chrome River Job Aids