Chrome River Training Guide for Manhattan University

This document will show you our report types, how to set up an expense report, and how to reconcile your credit card statement.  If you need more help You can also find links on the Chromeriver dashboard under HELP.

Screenshot of Chrome River home screen.

Chrome River is accessed through Quick Links using your Single Sign On credentials.

Screen shot of Manhattan College's website section titled, "Quick Links" with title "Chromeriver" typed in the keyword search bar with the "Chromeriver" icon visible in the box below as a choice.

Before you get started:

**Please make sure your receipts are loaded into Chrome River for easier creation of Expense Reports. You can email a photo of the receipt to receipt@ca1.chromeriver.com, or you can log into the Chrome River app and take a picture of the receipt or load from your photo album. You can find the Chrome River app in the App Store or Play Store. See How to take a photo of a receipt  from your phone app.

Screenshot of Chrome River app in the Apple app store on a cellphone with the option to open the app directly.Screen shot of Chrome River app in the Google Play store on a cellphone. Search bar states, "Chrome River App" typed in and below the Chrome River app option is displayed after being installed.

       Apple Store                                                     Google Play Store

NOTE: The first time you log into the phone app you will be asked to enter a verification number that will be sent to your Manhattan University email address.

  1. Prior to creating your first expense report, you may want to update your personal settings. If you use another email address other than your Manhattan.edu email, you will want to set up an alternative email address.

Screenshot of Chrome River app dashboard. Left hand column titled of "Chrome River Manhattan College" and has button options in descennding order titled; Personal Settings, Preferences Settings, Delegate Settings, and Notification Settings. Underneath this section is another section titled, "Privacy Settings" with the button option titled, "About Chrome River". Right hand column has the following titles "Account Information" with Password: Change Password button option. The next title is "Email Addresses" with title Primary email and the person's email next to it. Underneath is a plus symbol and the text "Add Alternative Emails".

2. You may also want to set up a delegate on your behalf. This person would be able to create expense reports on your behalf.

Screenshot of Chrome River app dashboard with "Delegate Settings" selected and displaying the options within it on the right hand side of the screen. At the top of the right hand column is the title, "My Delegates" with the following text defintion underneath it, "A Delegate is someone who has full access to your account." Underneath that is the following text with an X mark option to delete the following delegate; "Adam Koehler, Associate Professor". Underneath an option with a plus (+) symbol with the text, "Add New Delegates". The last main title is "My Approval Delegate" with the following text definition, "An Approval Delegate helps you with approvals during a specified time." with an option with a plus (+) with text, "Add Approval Delegate."

3. To create an Expense Report, you will select +New button on the top right.

        a. The Report Types are:

             i: Individual Travel includes: General Travel and Athletic Recruiting

            ii: Group Travel includes: Athletic Contest, Athletic Practice, Field Trips and Group Travel

           iii: Credit Card Non T & E: Use to reconcile all Non T & E credit card transactions.

        b. Make sure to complete all sections of the Expense Report header. Save.

              i: Report Name should have First Initial Last Name and Trip Identifier.

             ii: Business Purpose should indicate Location of trip and purpose.

Screenshot of Chrome River app dashboard that is titled, "Expenses For Chrome River Manhattan College." In the top right hand corner are two clickable options side by side titled, "Cancel" and "Save". Left hand column has the following options with corresponding spaces to be filled in with the corresponding information. Left hand column titles are in desceding order; "Import from Pre-Approval" with option button on right side to import. Next title is "Report Name" with text box to right to name report. Next title is "Pay Me In" with currency options in box to be selected. Next title is "Start Date" with calendar option to pick state date. Next title is "End Date" with calendar option to pick end date. Next title is "Business Purpose" with text box to name purpose of business. Next title is "Report Type" with drop down menu to select type of report with "Individual Report" selected. Final title is "Individual Report Type" with drop down menu to select type of individual report with "General Travel" selected.

4. Add Expenses to your Expense Report. If the Expense is an out of pocket expense, you will use the Create New and manually add in the amount to that is reimbursable.

Screen shot of "Add Expenses" tab selected and visible on screen. Underneath "Add Expenses" it states; "Create New" selected with the following options as titles with corresponding graphics for each: "Air Travel, Ground Transportation, Hotel, Meals, Events/Tickets, Professional Development, and Miscellanous." On left hand column underneath Titles, "Add Expenses and Create New" is another section titled, "eWallet" with the following options; "All, Trips, and Credit Card. Underneath these titles is an green icon with "Offline" next to it.

If you have credit card transactions to add to the report, you will find them under Credit Card in your eWallet. The system can identify the expense type by the Merchant, however if you see a question mark (?) then you will need the arrow to drop down to select the correct expense type. All credit card transactions require an attached receipt.

Screen shot of "Add Expenses" tab selected and visible on screen. "Credit Card" option is selected with list of expenses in the right hand column with image of air travel, names of each transaction and prices in dollars.

Keep in mind that the tiles with the down arrow have multiple expense types under the primary tile. Ground Transportation is an example below.

Screen shot of "Add Expenses" tab with expense option "Ground Transportation" option selected and displaying multiple options of ground transportation as options. The options are titled; "Car Rental, Car Rental Fuel, Mileage, Parking, Public Transit, Taxi/Car Service, Tolls, and Train/Rail.

5. Make sure to select an allocation for your Fund/Org. - by tapping on the allocation bar and typing the org code or name.  All funds including restricted funds have been loaded into the database. For Travel Expenses the tile is mapped to the Account Code. It is possible to split between other Fund/Org’s by percentage or dollar amount.

Screen shot of "Allocation" with option to select an allocation for your Fund/Org.

6. When adding expenses, you may encounter a warning message. The message will indicate information that is needed to complete that expense. A response is required in order to continue.

Screen shot of Warning titled, "Reciept required for this expense". Text underneath warning is, "A reciept is required for this expense. A credit card reciept by itself is not sufficient. Please provide an explanation why an exception should be made." Below is a text box to type a response.

If the response is not entered, you will see the warning symbol on your expense report. The orange circle is an indication that a warning has not had a response. Until the response is saved on the expense, the Submit will remain grey and will not allow you to submit your expense report.

Screen shot of Expense Report titled: "Expenses for Manhattan College" with a list of individual expenses titled, "Baggage and Airfare" with date, expense type, money spent and pay me titles.

7. For the Hotel expense type, you will enter the expenses from the hotel folio that are reimbursable to you in the Spent section. Enter all information on the form. After complete, select Itemize.

Screen shot of Hotel Expense option with the following options in the left hand column with corresponding text boxes to be filled out on the right hand side of screen. In descending order: "Date, Spent, Business Purpose, Description, Merchant, Location, and Number of Rooms."

The Itemize section will allow you to select the expense type within your Hotel folio bill. For nights that the room rate, taxes and other hotel fees are all the same, you can use the recurring tile. If there are different rates by day, you would use the individual expense tiles.

Screen shot of Hotel Expense option with option to itemize hotel expenses in different categories. The categories are the following: Recurring, Hotel-Lodging, Hotel Taxes/Fees, Hotel - Internet/Wifi, Hotel-Parking, Meals, Miscellanous, and Hotel-Personal Expense-Non-Reimbursable

8. Some expenses may have additional features or requirements. For Mileage, Step #1 is to calculate your mileage by using the Calculate Mileage link shown below.

Screen shot of Mileage Expense tab with details concerning mileage. Left hand column has titles with corresponding boxes to be filled in with information. Titles are the following in descending order: Date, Spent($), Business Purpose, Description, Rate, Miles, and Deduction.

Enter your beginning location and ending destination. Google maps will calculate the mileage for you. Make sure to enter all destinations for 1 full day.  If there Once entered, hit Save Trip.

Screen shot of Google Maps showing point A and point B of travel on the map with a display of the mileage traveled.

The Mileage amount will calculate based on your trip entry.

Screen shot of Mileage Expense tab with details concerning mileage filled in as an example for user. Left hand column has titles with corresponding boxes to be filled in with information. Titles are the following in descending order: Date, Spent($), Business Purpose, Description, Rate, Miles, and Deduction.

9. To view where your Expense Report is in the Approval process, first go to your Dashboard and select Submitted Reports.

Screen shot of Submitted Reports dashboard within Chrome River. Expenses and Pre-Approval options on left hand column. Right hand column for Expenses showing sixty drafts, zero seturned, and one submitted in last ninety days. Right hand column for Pre-Approval showing six drafts, zero returned, and zero submitted in last ninety days.

You can see all of the reports that you have submitted within the last 90 days. From here you can select a report to view the tracking and you can recall if you need to make changes to your report. A PDF version is available if you choose to keep a hard copy on file. 

Screen shot of Submitted Expense Reports dashboard showing all the expense reports submitted in your account with an individual report opened on the right hand side of the screen.

To track where your expense report is in the approval process, select Tracking. The approvals are under Routing Steps. If you select the button with the routing number, you will see who it is assigned to approve.  

**The report will go to your Supervisor, unless the trip is for specialized travel for example, Study Abroad and Love Trip. In that case it will get routed to the Budget Owner for that Organization.

Screen shot of Tracking Expenses dashboard that shows tracking of expenses.

10. You will be able to run reports for expense reports you submit for yourself, or for someone else as their delegate. The top left menu will have your reports under the Inquiry tab.

Screen shot of Chrome River dashboard with the following options in descending order: Dashboard, eWallet, eReciept, Draft, Returned, Recently Submitted, Draft, Returned, Recently Submitted, and Inquiry.

The list of Reports available to you are under Expense. These reports are items that pertain to you as the expense owner. For your monthly credit card reconciliation, you can run the report My Firm Paid Items. This report will identify your credit charges and allow you to see which transactions have been applied to a report.

Screen shot of Inquiry dashboard with the following options: My Expense Calendary (Listing of Expenses); My Expense Items (Listing of your itemized expenses within a specific date range. Sorted by Transaction Date, Expense Type and Amount); My Expense Reports (Listing of your itemized expenses within a specific date range. Sorted by Create Date, Name and Amout); My Firm Paid Items (Expenses that are listed as firm paid); My Paid Expenses; My Pre-Approvals (Pre-Approvals in approval process).

You can add receipts through many methods. Please see Chrome River help page for guidance on all options here.

Creating a Credit Card Reconciliation Report

To reconcile your credit card transactions that are non T&E related, Create a Credit Card Reconciliation non T&E Report Type. Remember to upload your receipts for easier reporting before creating your report.

Screen shot of Expenses Report showing in right hand column titles are in desceding order; "Import from Pre-Approval" with option button on right side to import. Next title is "Report Name" with text box to right to name report. Next title is "Pay Me In" with currency options in box to be selected. Next title is "Start Date" with calendar option to pick state date. Next title is "End Date" with calendar option to pick end date. Next title is "Business Purpose" with text box to name purpose of business. Next title is "Report Type" with drop down menu to select type of report with "Individual Report" selected. Final title is "Credit Card Reconciliation" with drop down menu to select type of individual report with "Credit Card Reconciliation" selected.

In your eWallet open credit card charges. 

Screen shot of Add Expenses: eWallet section of Chrome River with credit card option selected showing a transaction.

Using the drop down menu, tap on the credit card tile, check the box above the amount  and hit the add button. Note: The Icon for all items for this type report has to be changed to the Credit Card tile. Receipts should be already uploaded into your Receipt Gallery.  In most cases, the receipt will merge with the charge, but if it did not, you can add it to the charge. 

Screen shot of Add Expenses: eWallet section of Chrome River with credit card option selected showing a transaction.

Receipts should be already uploaded into your Receipt Gallery.  In most cases, the receipt will merge with the charge, but if it did not, you can add it to the charge by tapping on Add Attachments.  If the receipt is in your “From Receipt Gallery”  or Upload attachment if you have downloaded the receipt to your computer.  

NOTE: Do not use “Add to Report”  when you are in the receipt gallery for receipts for credit card charges.  They will  not merge and will appear as receipts that are reimbursable to you.

Screenshot of Chrome River dashboard section with buttons for attaching reciepts.

Choose the account for your expense from the allocation drop down menu and enter the allocation Fund/Org/Program and hit save.

Screen shot of Credit Card Reconciliation.

This will move the expense item to your report. 

 chrome.river.credit.card.reconciliation.3.png

When you have added all your expenses to the report, hit submit for approval.

Other Resources 

Sign up for a training session at Chrome River Training. You can sign up for a live session at set times each week or access a prerecorded training that is available on demand. There are sessions for creating and submitting an expense report and approving expense reports. There are also links on the log on page.