1. What do I do if I can’t find my receipt?
Initiate a HelpWithTravel request. You have the option of attaching a print-out from your credit card statement and completing a Missing Receipt Affidavit Form.
2. Do I need to include receipts for meals to claim my per diem?
No – receipts are not necessary when claiming per diem meals.
3. How can I get a travel advance?
Travel Advances can only be provided to faculty or staff. Eligibility depends on Supervisor’s recommendation to Travel Accountant. Students are NOT eligible for a travel advance.
4. Can I pay vendors ahead of time?
Yes, however, the preferred method of payment for travel is the University TCard. In the event that a vendor will not accept a University TCard, UNC Asheville can pay a vendor directly in advance for your travel as long as the vendor will accept a university check. If you do not have a TCard or you need to pay a vendor directly, please initiate a HelpWithTravel request for assistance.
5. Chrome River Pre-Approval Guide – short, easy to use screen shots
Click here to view the Pre-Approval Guide
6. Chrome River Expense Report Guide – short, easy to use screen shots
Click here to view the Expense Report Guide
7. How to approve reports through email?
Click the ACCEPT button in your email that you received; an email screen will pop-up and at that point, click SEND. This will send the approval onto the next que. If you receive an unusually long expense report approval request, please log into Chrome River and Approve/Return from your Chrome River homepage.
8. How do I apply a pre-approval?
Click the PRE-APPROVAL in the top right corner once you have already clicked Submit for the first time. Choose your Pre-Approval from the drop-down; click APPLY on the bottom right and then click Submit for the final time.
9. How do I edit when a report is returned to me?
Click on your Returned reports from your Chrome River account, open up your report, and click on the detail returned item. Once you have completed the necessary changes, you can click Submit. This will send the revised report back to the Travel Accountant for approval. If you are unable to make any changes, please initiate a HelpWithTravel request for assistance.
10. Why do I get an error that says I need to attach receipts when I have already attached them?
You would receive this error if you attached your receipts to your report header rather than the detailed line item. To learn how to move them without re-creating, click here.
11. How do I find out if my report has been approved?
Open up your SUBMITTED reports and you will see the status directly below your Report Name.
12. How can I track my report?
Click on the appropriate report one time on the left side of your Chrome River screen – once it is highlighted, click the Tracking button on the right. Click here for screen shot examples.
13. Are pre-approvals required for non-employees and students?
All student travel not related to an 8 fund (Agency Fund) requires a pre-approval. Pre-approvals are required for all non-employees to include all guests, candidates, speakers and anyone that is not an employee of UNCA.
14. How do I pay a non-employee?
- The first step is to initiate a HelpWithTravel request and provide the name and address of the individual that you are requesting be set up along with what type of travel (person, hotel, registration, etc).
- Upon receiving an email back from the travel office, you can create an expense report under the faculty/staff’s name that has invited the non-employee to campus and add the first initial and last name of the non-employee to the end of the report name.
- When entering the traveler affiliation, choose non-employee. A drop-down box will appear that will allow you to choose the non-employee’s name.
- The remaining portion of the entries are the same as you would process for a faculty/staff member.
15. How do I pay a student?
- The first step is to initiate a HelpWithTravel request with the student’s name, Banner ID and address. Please verify with the student that you have their most current address.
- Upon receiving an email back from the travel office, you can create an expense report under the faculty/staff’s name that has requested the student travel and add the first initial and last name of the student to the end of the report name.
- When entering the traveler affiliation, choose student. A drop-down box will appear that will allow you to choose the student’s name.
- The remaining portion of the entries are the same as you would process for a faculty/staff member.
16. What do you do if you are paying an honorarium and they are also going to be reimbursed for travel?
The honorarium payment portion is NOT processed in Chrome River Travel. You should contact the Purchasing Office for specific honorarium payment guidelines. Here is a helpful link as well – Non-Travel. If there is travel involved, it will be processed in Chrome River Travel and will follow the guidelines set in FAQ# 14 above.
17. Can I use my T-Card to pay for other faculty/staff/student’s travel?
- The T-Card should be used for the Cardholder’s travel only and not for a fellow staff or faculty. If a staff or faculty does not have a T-Card they should complete the T-Card application and email the completed application to cmallon@unca.edu.
- For non-employee travel (students not accompanying staff/faculty, candidates, performers, other guests) the preferred method of payment is reimbursement to the traveler. However, if a TCard is necessary, and you need to apply for a TCard, please complete this TCard Application and forward to cmallon@unca.edu.
- Additional information concerning Non-Employee travel can be found HERE.