Embedded Files
After Travel
After Travel
Submit an expense report with receipts from purchases
Create a write-up of the trip to help with future travel planning
Code any interest cards into Reach
See "Code Visitors in Reach" under the Campus Visit section for instructions.
Please note that students you meet at college fairs and high school visits would not be coded as "campus visits," and rather by the way you connected with them. For example, "Minnesota HSVs" (HSV= high school visit) or "Minnesota College Fairs." A list of options already exists in Reach for you to choose from.
Expense Reports in ChromeRiver
Expense Reports in ChromeRiver
Use the Expense Reports to justify your travel expenses to Fiscal Shared Services (FSS). The Expense Report needs to be created and submitted upon return of each trip as soon as possible. Try to have the Expense Report submitted within five days of your trip, although it is not always possible to follow that schedule when you have back-to-back trips.
Uploading Receipts to ChromeRiver: It is VERY IMPORTANT that you ask for a receipt in every instance in which you used your purchasing card (including taxis, parking, tolls, etc.) and go back, if possible, to obtain a receipt if you forgot one.
Tip: Downloading the "Emburse Enterprise" (ChromeRiver) app to your phone will allow you to easily snap pictures of and upload your receipts while on the road!
Longer trips: Sometimes, our travel schedule may require you to go directly from one trip to another. Let's say you have back to back fairs in Colorado, Alaska, and Washington. If the turnaround is tight, you might simply fly directly to your next destination without coming back home first. When completing Chrome River expense reports for bigger trips like this, please break it down into one expense report per state to keep the line items down to a max of about 15 lines (e.g., Colorado -1, Alaska-2, Washington,-3 rather than all on one). On the big, multi-state trips, the line items get into the 40-55 range, which makes it very difficult for FSS. This is a small area where we can assist them, which will enable them to get the paperwork turned around faster too.
After all receipts have been updated, you can go ahead and create an Expense Report in ChromeRiver for the trip.
How to make a ChromeRiver Expense Report:
Click on "Create" next to the Expenses section on the Dashboard to start the Expense Report.
Select Import from Pre-Approval and select your Pre-Approval associated with the trip. This will automatically fill the following sections but just in case it doesn't, fill it in with the following information:
Report Name: Use the name of your trip included in your Pre-Approval, make small adjustments if necessary
Campus Department: BZ - Student Success
Vendor | Last Name | Purpose | Location (as applicable): Use the same description as what was used for the pre-approval, but copy this because you will want to use it over and over again for each expense description.
Ex. Herbert | Twin Cities Private School Fairs | Minneapolis, MN
Report Type: select Travel then input your name into Traveler's Name
Enter start and end dates
Destinations: input "to/from NAME OF DESTINATION"
Ex. to/from Minneapolis, MN
Save
The estimated expenses from your initial pre-approval will be imported into the new expense report (shown below, on the left).
3. Next, you must add the expenses from your trip to your report and attach their receipts.
To do this, click on the "+" icon in the top right corner of your report (see picture above). Next, select "Credit Card" under the eWallet drop down menu.
Select the expense you would like to add, then select "Add."
This will take you into the expense itself. The date and charge amount to your P-Card will already be entered.
Travel Type: Select in-state or out-of-state
Enter: Vendor | Last Name | Purpose | Location
ex: Enterprise | Herbert | rental car | Minneapolis
Description: Leave blank
Allocation: 4S1401-411201-441401 Recruitment
Attachments: This is where you will add your receipt(s)! You may either upload them directly or choose from receipts you pre-loaded to your "Receipts Gallery."
Repeat this step and add all expenses and receipts from your trip.
Special Expenses
Lodging:
Lodging will also include a "Lodging Code" section. Here, you enter whether the trip was in-state or out-of-state.
When entering lodging expenses, you will be required to itemize your receipt before saving. This is where you break down the bill into sections such as lodging, parking, etc... the room rate, taxes, and hotel fees should all be included under "Hotel - Lodging."
Rental Car:
You will be required to report the rental agency, class, and dates.
Meals:
You will notice a red "!" next to your "meal - per diem" entries from your pre-approval. Here, you must simply go into the expense and add a meal code (stating whether your trip was in-state or out-of-state). Save.
Airline Receipts:
You must include both your receipt and a flight itinerary that includes your flight times.
Adding an expense (below)
4. As you add expenses, you will notice that the estimate from your pre-approval will still show up in the report. See the image to the right for an example with the rental cars. Once the actual expense is added, simply delete the estimated expense from the pre-approval, as it has now been replaced with the actual expense. Do not do this for the "meals - per diem" expenses. These you actually go in and edit (see note above).
5. Add your cash advance.
This can be found by pressing "+," and in the "Personal Account" section of the drop down menu. Select the cash advance value for the trip and add to the report.
You will know your Report is complete when at the bottom of the report, the "Total Pay Me Amount" is equal to zero.
*If your trip ended up being longer or shorter than originally expected, this number may be higher or lower. This means either you owe MSU money (if shorter) and a check or cash must be paid to Fiscal Shared Services, or they owe you money (if longer). Clicking "submit" will begin the reimbursement process.
**If the "pay me" number is not $0 and your initial cash advance amount was correct, this means that you likely made a mistake while filling out your report.
6. When everything is complete, click "Submit!"
Travel Follow-Up Reports
Travel Follow-Up Reports
After each trip, you will be expected to write up a follow up report. This information is saved both in the S-drive and the filing cabinet in Ander's office, and will be used by counselors for reference when planning future travel.
A template is available in the S-drive.
Template example below:
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