FAQs and Quick Links

What do I do if I can’t find my receipt?

Contact the travel office for instructions. You have the option of attaching a print-out from your credit card statement and completing a Missing Receipt Affidavit form.

Do I have to have receipts for meals to claim my per diem?

No – receipts are not necessary when claiming per diem meals.

How can I get a travel advance?

Travel advances can only be provided to faculty or staff and cannot be issued prior to 5 days in advance of the date of travel. Eligibility depends on a Supervisor’s recommendation to Travel Accountant. Students are NOT eligible for a travel advance.

Do I have to put state vehicle use in my pre-approval?

Yes. The purpose of putting the state vehicle on your pre-approval is to allow confirmation of the full estimated expenditures by the Fund Manager.

Can I pay vendors ahead of time?

Yes. Any vendor that will accept a university check can be paid prior to the event. Please allow up to 10 days to set a new vendor up.

Chrome River pre-approval easy to use screen shot guide

Click here

Chrome River expense report easy to use screen shot guide

Click here

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 queue. If you receive an unusually long expense report approval request, please log into Chrome River and Approve/Return from your Chrome River homepage.

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.

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, send an email to cmallon@unca.edu requesting your report be reset.

Why do I get an error that says I need to attach receipts when I have already attached them?

You will 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.

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.

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.

Are pre-approvals required for non-employees and students?

All student travel not related to an 8 fund (Agency Fund) requires a pre-approval.

It is recommended that you process a pre-approval for non-employee travel so the fund manager is aware of any impending charges against the budget, since the fund manager is not in the routing loop for the expense report. Pre-approvals for non-employees are not required unless specifically stated by the department head.

How do I pay a non-employee?

  • The first step is to email cmallon@unca.edu with the non-employee’s name and address.
  • 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.

How do I pay a student?

  • The first step is to email cmallon@unca.edu 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.

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. You should fill out a Request to Authorize Honorarium Form to pay an honorarium. If you have any questions, please contact Giovanni Figaro in the Finance Office at gfigaro@unca.edu. If there is travel involved, it will be processed in Chrome River and will follow the guidelines set in FAQ# 15 above.

Can I use my T-Card to pay for other faculty/staff/student’s travel?

NO – The T-Card is for the Cardholder’s travel only. Any special request must be sent to the travel office via email for review. Special requests are an exception to policy and will only be approved when all other options have been exhausted.