Good morning and welcome to the Chrome River overview session.  I am Tammy Bean, Director of Travel Management Services, also here today is Donna Burkhardt, Training and Communication Specialist for Procurement Services, and Patty Anderson, the P-Card Manager.  Since this is a webinar, if you have questions during the session, you will need to use the chat box to type your inquiries.  We’ll do our best to answer as many questions as we can.  However, if there are any questions that go unanswered, you can email those to recharge@iu.edu and someone will get back to you with an answer.

The intent of today’s session is to provide an overview of Chrome River functionality.  This information should be sufficient to get you started in the new system.  As you will see from the demo portion of the session, the CR system is very intuitive and user friendly.  We don’t anticipate that you will have trouble navigating once you’ve had a chance to get used to the “newness’ of it.  We will have training resources, such as video tutorials that focus on specific procedures posted on the Travel website very soon.  These videos will include procedures for things like nonemployee travel reimbursement, requesting a Cash Advance, booking prepaid travel expenses, and much more.  Chrome River also has a very robust help section that Donna will be sharing momentarily that we encourage you to utilize.  There will be lots of training resources available to assist you.

We are anticipating a go-live date towards the beginning of July and will be sending updates including training resources via the Travel and various listservs, so be watching for those messages in the coming weeks.

Before I turn it over to Donna for a demo of an expense report, let’s first discuss the various travel roles within Chrome River.  The first role is the Delegate role.  This is essentially the arranger role.  This individual has permissions to create and submit expense reports on behalf of someone else.  The delegate role is established within Chrome River either by the traveler or by a Super Delegate, which we’ll discuss momentarily.  An individual can have multiple delegates established.  Something to keep in mind is that we are not bringing over existing arranger information into Chrome River so delegates will need to be established upon go-live of the new system. But it’s a very quick and easy process so it shouldn’t take a lot of work to get those setup.

A Super Delegate is an individual who has permissions to create an submit expense reports on behalf of everyone within a department.  This role is very similar to the Org Arranger role that we have today.  The Super Delegate role would be appropriate for someone who arranges travel for several individuals within a unit.  This role is set up within Chrome River by the Travel office and it does require Fiscal Officer approval before it can be established.  To set up the Super Delegate role, the fiscal officer will need send an email including the name, the email address and the department name of the department to travelbl@indiana.edu and Travel will set up the Super Delegate role for the individual.  You can have multiple Super Delegates established within a department.  If you want to go ahead and send those requests to Travel, feel free to do so and we’ll work on getting these roles established for go-live.

The next role is the Chrome River Transaction Approver.  This will be the individual who approves travel expense reports within Chrome River.  This, ideally, would be an IU employee to whom the FO has delegated responsibility for policy compliance review and approval.  However, the fiscal officer can be assigned to this role if necessary.  The CR Transaction Approver roles have been populated within Chrome River based on the current FO primary delegate information in KFS.  However, if changes to the approver role need to be made after go-live, this will be done in KFS using the KFS Account Delegate or Account Delegate Global document, just like you would today to set up fiscal officer delegates for KFS documents.  We will be posting specific instructions on how to set up &/or amend the CR Transaction Approver roles on the Travel and Purchasing websites in the near future.

The last role is the Approval Delegate.  This role is known as a “Vacation Delegate” as it is intended to be used for short term delegation.  For instance, if the transaction approver will be on vacation, they will need to go into Chrome River and assign an approval delegate to approve expense reports in their absence.  Donna will be showing you how to set that up shortly.

I now want to draw your attention to the Chrome River Dashboard.  This is what you will see when you log in to Chrome River.  The dashboard will contain helpful information such as contact information for reimbursement, Meeting Card and P-Card support.  We’ll have tips posted in the notices section, such as how to email receipts into your Chrome River account and there will also be a link to various video tutorials that are available through the Chrome River Help Center.

If you are a Chrome River Transaction Approver, you will see a yellow ribbon across the top of your dashboard.  This is your action list within Chrome River.  Here you will see the number of Expense reports that are awaiting you approval.  To access these documents, you would simply click on Expense Reports link. This will open your action list where you will see the list of items awaiting your approval.  From this list you will see the Expense Report owner, the Report Name as well as the report ID, the date the document was submitted and the total amount of the report.  You can use the menu to sort various criteria such as date and traveler name.  I’m going to sort by most current date.  To access a report, you would simply click anywhere on that report line.  From here, you’ll see a summary of the report and can take various actions on the report.  If you need to return the whole expense report, you can do so by selecting the “return” button.  However, one of the great features of CR is that it does allow you to return a single line item so that one expense can be returned to the traveler or delegate for correction while the remaining expenses can be approved and reimbursed.  You can approve from this screen, however, for appropriate compliance review, you will want to open the report to review the full item detail including receipts and any compliance warnings and exception to policy justifications.  To open a report you will select the Open button.  On the left hand side you will see the itemized list of expenses and on the right hand side will be the report header information.  To open a line item and view receipts, you would click on the line item.  The adjust button will allow you to adjust an expense amount, for instance, if there is a limit on the account and the traveler has claimed an amount in excess of the limit, you will use the adjust button limit the dollar amount of the expense item or items.  Here is where you can return a single item that does not meet compliance review.  Once you have completed your review, you would select the “submit” button, which in this case will be your approval.

I’ll now be turning the session over to Donna for the travel demo portion of the session.

USER INTERFACE DEMO

·       CR is html 5 - responsive web design that work across all devices

·       No need to get an app…..you just log into CR. Therefore there is no dependency on app upgrades – CR does this automatically

·       Minimize the browser to show what the mobile app looks like.

·       Discuss SSO

·       Point out the Help in CR and mention that some products discussed are not applicable to IU since this is generic help.

o   Main focus is “Getting Started” and “Expense” which outlines system requirements and trouble shooting.

o   Expense: warnings and violations…later....receipt image specs; OCR technology, open via email, snap and send, receipt retention (what we want to see), create report (may see some things slightly different than IU – help for all of CR users). Also point out Uber and Lyft that they can set up an account.

·       Go to Settings (under the name)

o   Personal, alternate email for snap and send feature

o   When you enter your address, an email will be sent by CR to verify…for security reasons. Will have to take action within 24 hours from their IU email. Delegates can set this up.

o   Do not recommend using Preferences settings. Only on their own page.

o   Delegate settings – discuss each and their roles. Access to full account. Delegate cannot approve

o   Approval Delegate for a certain time period

o   Notification settings…does not apply (may not want to discuss)

DEMONSTRATION

Typical out of pocket

o   Report name (what do we want to see??)

o   The fields you see are based on your report type (show a few different types)

o   When ‘select’ is greyed out, you can type to start the search

o   Personal time

o   Mosaics/drawers

o   Show compliance (airfare)

·       Airfare

o   Demonstrate

o   Allocation = account number. Once entered, the next time that account will show first in the dropdown (show athletics)

o   Project code and doc org number optional – your dept may require

o   Show split accounts by % or $

o   Save …. Will get warning – receipt required

o   Baggage fee – date carries through from original expense. If it occurs on a different date, will need to change…this is also true for allocation

o   Attach receipt from the gallery and from file

o   Don’t put amount and receive the violation compliance warning…can enter a comment. There are warnings and violations. A violation is a hard stop. Need to delete expense or address the issue though comments. Will not be able to submit

o   Point out checkmarks and red triangle

o   Make everything right to submit

·       Car rental

o   Can have rental and fuel on same report

·       Mileage…show map

·       Show lodging

·       Personal and taxable expenses….discuss our policies…people will not understand what these are

·       Submit – confirm – check – submit

·       Offline – hotels and mileage

Now I will turn it over to Patty Anderson who will discuss the P-Card in Chrome River

We used Project Recharge as an opportunity to address a policy gap that we had in our procurement card program for P-Cards and meeting cards; and to modernize process-eez and procedures, to take full advantage of the functionality in Chrome River, while still maintaining appropriate internal controls.

 

The new policy gives a clear instruction to fiscal officers and their staff for card ownership, appropriate use, restrictions, sanctions and the roles for segregation of duties. Purchasing is publishing standard operating procedures to support the policy with standards and best practices so that you can effectively organize and manage your card programs.

 

After the webinar, Jill Schunk will forward to you, the new procurement card policy and transaction approver document that provide additional details for what I’m presenting today.

 

Chrome River Travel and Expense is a cloud application that automates the travel and expense management process-eez to give the university control over costs with real-time expense reporting, policy compliance and approval routing.

 

For the card programs this means that PCDO approval will be eliminated.  You will still receive the mailed copy of your monthly bank statement, but you will no longer be required to create the bundle and upload it to AP.

 

Once we go live, expense reporting, policy compliance and approval routing will all happen in Chrome River. Cardholders, or the employee responsible for reconciling card expenses, will add expenses to an expense report, attach receipts and supporting documentation, to show that non-compliant transactions have been rectified, and then submit the report for approval routing. A daily export file will record card expenses in the general ledger.

 

AP will no longer conduct the transactional audit review or monitor past due statements, so Fiscal officers and their staff will be responsible for reconciling and reviewing P-Card expenses in Chrome River on a monthly basis for policy compliance.

 

While there will be a learning curve in the new system, simplifying P-Card reconciliation will free up time and give you all—the people who are closest to transactions--more control over compliance and costs.

 

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Here’s a look at the transactional process flow:

The cardholder initiates a transaction. The transaction is sent to US Bank where it underdoes a review against IU program controls and US Bank’s daily fraud strategies. Once posted, the transaction is fed to Chrome River where it populates the cardholder’s ewallet.

And then, in Chrome River, the cardholder or the person delegated to reconcile expenses on behalf of the cardholder, creates the expense report, maps the object code, allocates the accounting, attaches the paperwork ( that is the receipts and documentation) and submits the expense report for approval routing. Once approved, the transaction is reported in the general ledger.

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P-Card object codes have been simplified to improve institutional reporting and to provide consistency across all charts and campuses. There may be situations where you will need to use a different object code than what you are accustomed. Also, you will no longer see the numeric object code. You will simply be clicking on pictures.

The expense type is the automatic mapping of the Merchant code, that is, the MCC code associated with bank transaction record. Automating this task, eliminates the need for the default object code, 4190. If the specified expense type is not the best match for the expense, you can easily change it by clicking on one of the other expense types pictured.

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Most of the expense types feature a pull down menu that functions like a drawer that can be opened to show the additional object codes associated with that particular expense type. So to map to that object code you will simply click on the image.

 

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Duties are segregated among different people to reduce the risk of error or inappropriate action. For transactions listed on the monthly p-card and meeting card bank statements and Chrome River expense reports, the university requires that at least two of roles in the transaction initiation and approval workflow, shown here, are separate individuals. We will define these roles plus the segregation of duties standards and best practices in SOP.  , I want to give you an overview of these roles.

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The Purchaser is the person who makes the purchase online or in person. The purchaser is the cardholder or any user authorized by the cardholder.

Chrome River will systematically enforce that the cardholder cannot also approve their own expenses.

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The cardholder is the person whose Employee ID is associated with the card and who is responsible for card activity whether the card is issued in their name or in the name of the organization. A fiscal officer may be a cardholder as long as someone else approves their transactions.

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The reconciler may be the Cardholder or Chrome River delegate. The Chrome River delegate has access to the cardholder’s ewallet and can add expenses to an expense report on their behalf.

The reconciler attaches receipts and supporting documentation to complete the audit trail and to document and rectify any non-compliant transactions.

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There are two types of transaction approvers in Chrome River to help your department share responsibilities and ensure segregation of duties.

The P-Card Transaction Approver reviews P-Card expense reports to ensure policy compliance and approve transactions in the expense report

The Meeting Card Transaction Approver has those same responsibilities for Meeting Card expenses.

I’m sure you have questions now, or will have questions after you’ve thought about the material I covered. Please don’t hesitate to call or email if I don’t an answer for you today. I’ll turn it over to Donna who is going to give us a live demo of a Chrome River out of pocket reimbursement.