Chrome River and Financial Systems Forum April 3, 2019

New Non-Employee Routing Effective April 8th the routing for Non-Employee Pre-Approvals and Expense reports will change. Pre-approvals and expense reports created on or after April 8th no longer need to route to Non-Employees for approval Any pre-approval or expense reports in process before April 8th will still route to the non-employee The vendor set up form still has to be completed for the set up of the non- employee

New Routing for Non-Employees Pre-Approval Routing Expense Report Routing Department Head Budget Authority Grant Officer – if using a grant fund 5xxxxx Vice Chancellor/Chancellor – if traveling internationally Department Head – if excess lodging is listed on the expense report Budget Authority Grant Officer – if using a grant fund 5xxxxx

Reminder - Year End Deadlines Travel Reimbursements and AP Check Requests to be paid from FY19 funds must be submitted and approved in Chrome River by 10:45 am on Friday, June 7th . Agency Airfare, Enterprise Car Rental and Local Lodging transactions must be posted to UNCW credit card by Thursday, June 20th. All of these transactions must be reconciled to an expense report and submitted and approved by June 21st. Visa Travel Card transactions that are posted by Bank of America by June 20th will be paid out of FY19 funds. An expense report for these transactions must be submitted and approved by June 21st. Any expense reports received after June 7th will be processed on a first in, first paid order. As always, we will process as many as possible before the last check run of the year.

Reminders for Expense Reports With year end approaching, please ensure the following to expedite expense report processing: Airfare Expense – include the actual itinerary and the amount paid Registration - include the paid confirmation and the agenda for the conference Agenda/Support Documentation should include dates, location and what is included in the price of the registration (for example if meals are included) Add comments to explain any unusual situations or expenses

Reminder for Open Pre-Approvals Encumbrances Review any open travel encumbrances to determine if they need to be liquidated and closed. SSRS Financial Reports>Campus Reports>Reconciliation Reports>Open Encumbrance Report For Travel If you have travel that needs to be liquidated and closed, email Sandy Gladden at gladdens@uncw.edu and include the Pre-approval Number and traveler’s name.

What can we do for you? If there are items we can assist you with that will help you do your job better, we want to know about them. Please send your suggestions and ideas to Sandy Gladden at gladdens@uncw.edu For example A new report A how-to guide on Chrome River A quarterly newsletter of travel updates

Ways to Submit Items to Receipt Gallery As Expense Owner you can send or forward from your UNCW email account to receipt@chromefile.com

Ways to Submit Items to Receipt Gallery Snap a picture and submit images with your email You can use your mobile phone to take a photo of a receipt, attach it to an email and send to receipt@chromefile.com from the phone using your UNCW email Attaching receipts to a Specific Expense Enter the Report ID into the subject line of an email and remove everything from the body of the email, including email signature and send the email to receipt@chromefile.com This method works even if you have multiple images attached to the email. Images will be attached to the report header. You may drag them to the specific line item

Ways to submit items to Receipt Gallery Emailing Receipts to Another User’s eWallet Delegates or another user can email receipts directly to another user’s eWallet Create the email from your email and simply add the traveler’s email address in the subject line of the email and send to receipt@chromefile.com

Introducing Chrome River Snap

Chrome River SNAP APP is available for iPhone and Android users. Search the APP Store for Chrome River SNAP and download.

Chrome River SNAP Once downloaded open APP Enter UNCW address Need to verify the primary email Enter UNCW address Click Next

Chrome River SNAP Receive Confirmed verification Click Let’s Begin Retrieve verification code from the email sent to your UNCW address. Add verification code into APP Click Verify Receive Confirmed verification Click Let’s Begin

Chrome River SNAP Agree for APP to use your camera APP will open to the camera when open. Take a picture of the receipt. Click “UPLOAD” at bottom of phone screen. Click “Retake” if new picture is needed

Chrome River SNAP Once Upload is selected number of pending pictures will display on bottom right corner of screen. When the photo has been uploaded to the Receipt Gallery successfully a green check will appear. Pending Successful

What’s New in uShop Adorama Catalog – Online Camera Store Year-end Reports Folder 19.1 Upgrade – April 5-7

Financial Systems Who’s Who Julia Dudley Supports Banner Finance and Banner Accounts Receivable ePrint Access shared with Susan Suits Jody Leber Supports Chrome River Susan Suits Supports Access uShop PCI Coordinator New Employee – Closes 4/5 Merchant Community TouchNet

Coming Soon Financial Systems Forum’s Hosted by Financial Systems Quarterly - format may change depending on content to be covered Updates from all systems Your ideas are the best ideas Let us know what you need!