Chrome River: Submitting a Bulk Travel Report Office of the Controller
What’s Bulk Travel • There are three scenarios that you should use Bulk travel to submit your travel related purchases EX: airline ticket, hotel reservation, conference registration. • When a travel related purchased was made using a departmental corporate card. • When a travel related purchase was made on behalf of someone one else EX: Molly used her individual corporate card to purchase an airline tickets for Troy’s travel. • When a travel related purchase was made more than 30 day before the travelers trip concludes. • Bulk Travel requires an approved pre-approval for all employees and documentation for students with names and 900# stating that they are approved for travel attached to the report. • Non-employee travel does not require pre-approvals
Bulk Travel • To create the report click on the + New icon on the top right side • Select New Expense Report • The Expense report header will now appear.
Bulk Travel Header • The header information on the bulk travel expense report includes the following information • Import Pre-Approval: DO NOT use this feature. Only use if you are submitting your personal final travel expense report. • Report Name: Start with CC followed by the date you are creating the report (MMDDYY) Ex: CC091619 • Business Purpose: Provide a valid business purpose for the expense report • Report Type: Travel Expense Report • Corporate Travel/Bulk Travel: Check this box
Bulk Travel Header Cont. • Travel Location: This identifies your travel destination category: • Domestic In-State • Domestic Out-Of-State • International Travel • You must create separate expense reports for each type of Travel Location, because this (combined with the Travel Type) will determine the actual expense account code charged for this expense. Multiple Travel Location types may not be included in the same expense report. • Travel Type – Select the type of travel. If your transactions vary, you must create a separate expense report for each Travel Type. • Employee Travel • Employee Recruitment • Student Travel • Student Recruitment • Non-Employee Travel • Non-employee Recruitment • SKIP: “Is there personal time during this trip?” and “Department Limit”. These fields are only used for a standard travel expense reports. • Click Save in the right corner when you are complete. • Note: • You may add multiple purchases in each expense report, as long as they fall under the selected Travel Location & Travel Type.
Adding Expenses • You are automatically directed to “Create New” section of your eWallet. • Since these are corporate card transactions, you will need to be under eWallet-Credit Card. • The green dot next to “Credit Card” indicates that transactions are pending/available in your account. Transactions posted on Wells Fargo Bank are fed in on a daily basis. • The blue + will toggle off and on the “Add expenses” slide. So if you leave you report and come back you can click the plus button to add additional expenses.
Adding Expenses Cont. • The tile image located on the left hand side of the transaction, is your Banner account code or the “A” FOAPAL. (The example shows a tile with a bed, because this is an hotel charge.) • Note: If a transaction is not coded appropriately (wrong tile image), you can change the tile by clicking on the down-arrow at the bottom of the image box. • To add Corporate Card transactions to your Bulk Travel Expense Report, select the check box located above each transaction amount. • Select all transactions needed for this travel expense report and then click ADD.
Reallocating Expenses • Date: Autofills with the transaction date. • Amount: Autofills with the transaction amount • Description/Business Purpose: Provide a valid business purpose/description for the expense. • Merchant: This will autofill from the transaction, unless the tile is for airfare. If the Airfare tile is selected, you will be provided with an Airline and an Air Travel Class drop-down menu. Please select the appropriate response. • Check box if Banner Location Code is required: Select this box if a location code is required on your transaction’s FOAPAL reallocation. • If no, then skip this box and move onto the next section. • If yes, check mark the box. It will then ask you to add a location code through a search box. Search for the proper location code and select it. • Did you purchase this for another employee? Select Yes or No. • If you select yes, you should then select the employee’s name from the Person box (search feature).
Reallocating Expenses Cont. • Prohibited Transactions: A prohibited transaction is a transaction which is NOT allowed. If prohibited transactions are accidentally made, check this box. It is the card user’s responsibility to make sure these expenditures are reimbursed to the University, or reversed from the University Corporate Card. • Examples of prohibited transactions include (1) alcohol purchases without foundation funds and (2) accidental personal charges. Fraudulent charges are not considered prohibited transactions. • University Paid: Do NOT select this – ignore since this is a corporate Card transaction. • Additional information is required for Airline & Hotel Purchases. • Hotel: Require check in and check out dates • Airlines: Require airline carrier and air travel class
Reallocating Expenses Cont. Fund/Org Combination • FOAPAL Allocations: To select your FOAPAL, click in the field marked “Search for FOAPAL Allocation”. • 1st Box: Type in the Fund, a space, and then the Org you are charging for this travel. When the drop-down menu populates, carefully select the correct Fund Org combination • Example: 1000 AFACSR • 2nd Box: Type in the Program Code. • 3rd Box: Type in the Activity code. If your travel FOAPAL doesn’t have an activity code select 00AA-Not Applicable. • If you need to split the travel between FOAPALs select the “+ Add FOAPAL Allocation” and add the secondary FOAPAL. • Attachments: Add receipts and any other supporting documentation needed for your CC transactions. To add attachments click “Add Attachments” • Receipt Gallery • Upload Attachments • Drag and drop file • Travel related purchases, under the Bulk Purchase option, require you to attach a pdf copy of the Pre-Approval for all employees and documentation for students with names and 900# stating that they are approved for travel attached to the report. Program Code Activity Code
Hotel Expenses • Hotel Expenses have two steps before you can complete it. • Enter the total cost of lodging • Itemize the bill for all the expense – this allows you to itemize a hotel bill into its various expense types. • Steps to Itemize • Itemization is NOT a FOAPAL split – it is for creating more than one expense type selection. • After creating the hotel expense you will need to itemize it by clicking “Itemize” in the top right hand corner. • Select the type of expense: Note: if the total cost for the hotel is just the room and taxes the full amount can be put under lodging. • Lodging (taxes included) • Parking • Internet • Meal • Miscellaneous • Hotel/Conference fee • The screen will prompt you for information such as date, amount, description and allocation • Click Save • As you add expenses to itemize the remaining amount on the left side will reduce • The lodging must be completely itemized with a zero remaining balance before you can continue
Adding Expenses • Continue the same process to add each corporate card expense. • As you add expenses to your expense report, they will show up on the left-hand side of the report. • This is your expense report summary, which shows your Report Number at the top (under your name), and each added expense beneath it. The Chrome River Expense Report ID and the Total Pay Me Amount are at the bottom of the summary. The Pay Me Amount should always be zero for Bulk Travel Expense Reports. • To add a new expense click the “+” button to get back to your eWallet.
Finalizing Report • After adding all required transactions to the expense report, select Submit. You will receive a prompt to confirm submission. At this point, you may cancel, add additional attachments (if needed), or submit. • After you select Submit, the expense report will automatically route for approval.
Keep an eye out for additional Chrome River trainings. If you have questions, concerns or feedback please contact the corporate card team Molly Dougherty Corporate Card Administrator email@example.com (303)605-7074 Troy Clark Corporate Card Administrator firstname.lastname@example.org (303)605-5838