Chrome River is an online expense management system that automates the entire travel and non-travel expense submission and reimbursement process for faculty and staff. Pre-approval travel request and expense reports are submitted electronically and systematically routes to the appropriate approver via email.

The URL to Chrome River is https://chromeriver.memphis.edu and is also accessible via the MyMemphis portal. Chrome River can be used on your mobile device using web access or downloading the Chrome River app available from App Store or Google Play. The recommended internet browser for Chrome River is Google Chrome.

There are many benefits to utilizing Chrome River, that include but are not limited to an intuitive, user-friendly interface; automated approvals (that allow for tracking); built in edit checks that help verify compliance before submission; eliminates paper by managing receipts within the system and speeds up the reimbursement process.

Chrome River is a mobile web application that offers the latest in travel and expense management. Expense owners will enjoy the same user experience across all devices – desktops, laptops, tablets and smartphones. The business rules engine in the application will assist travelers in complying with State of Tennessee and UofM policies more efficiently by applying those policies as the Pre-Approval and Expense Report are created. This prevents downstream delays in processing reimbursements by eliminating much of the back and forth that currently happens as paper reports are audited.

Yes. All faculty/staff must use Chrome River and discontinue using the paper travel worksheet (name of form). Paper forms submitted after training has occurred may be denied by Shared Services Center and be required to be sent through Chrome River

Expense owners are expected to enter their own pre-approval and expense reports. However, expense owners can assign a delegate to enter transactions on their behalf. Expense owners will still be required to review their expense prior to submitting for approval and payment.

No. Only faculty and staff can login to Chrome River.

Visit https://www.memphis.edu/travel/studenttravel.php for Travel Information for Students.

If an Expense Report has been submitted, but not fully approved (i.e. the entire report is Pending Approval), you can click on the Expense Report in your "Submitted Last 90 Days". The report should be blue – then click "Recall". A confirmation box will appear, click "Yes". This action will move the report back to your Draft Expense Reports. Under Draft Expense Reports, click on the report, the report should be blue and the Delete function will be available. A confirmation box will appear, click "Yes".

Yes. Per the UofM Travel Policy BF4001, all travel must be approved by the appropriate authority of the department paying for the travel. This is your official request to travel.

Yes. Additional locations can be indicated in the "List Any Additional Destination" section.

Yes. Reports can be edited after it has been submitted it has not been approved by anyone by using the 'Recall' feature.

No, only the faculty member will have a Pre-Approval within Chrome River with report type of group travel.

Yes. You will need to submit a Pre-Approval using the 'Entire Trip to UofM' tile to alert the University that you are travelling as a UofM faculty/staff member.

After a Pre-Approval has been fully approved, an encumbrance for the amount of the Pre-Approval will be posted to Banner daily. Encumbrances replace travel purchase orders for faculty/staff.

As expense reports are submitted against Pre-Approvals in Chrome River, a partial liquidation is posted in Banner for the amount of the expense report.

Expense reports can be submitted with an explanation for financial managers review and approval.

When the Pre-Approval total amount has been spent or the traveler/designee has manually expired the Pre-Approval, a final liquidation will post to Banner.

The traveler/designee can expire remaining funds by opening the Pre-Approval and clicking on the blue 'Expire' button. This will post a final liquidation in Banner. The system will automatically expire any unused funds 90 days from the travel end date. Accounting will no longer close encumbrances.

Yes. You can add new expenses by clicking the "+" button and selecting a new expense type.

Yes, if the report has not been approved by anyone you can add a new expense by 'recalling' the report.

Under "Expenses - Submitted Last 90 Days" you will see the status of each voucher. The different status are: Pending Approval, Approved, Returned, Exported, and Paid.

Yes, the Expense Report will go through the same approval process.

Yes, if it has not been approved. It must be 'recalled' and then deleted.

Yes, you will reconcile the travel card transactions within 30 days of the transaction date. If the transactions are in advance you could possibly generate two (2) reports based on timing, one for the expenses paid in advance and one for the expenses after the trip is completed.

Traveler (if submitted by a delegate) > Financial Manager > Travel Card Administrator (if card or funds requested)

Expense Owner (if submitted by a delegate) > Financial Manager > Shared Services (if travel expense) > Accounting

*Any international and all athletic travel will have additional approvals. Check with Shared Services Center for additional information.

Yes. If you are requesting reimbursement for a non-travel business expense, check the 'Non-Travel Expense Report' checkbox on the expense report header.

Expense owners can check the status of their pre-approval or expense report by clicking the "Submitted in the last 90 days". Click on the Pre-Approval/Expense Report that you are questioning. Click on Tracking and a tracking box will appear to show the current location of your report.

No, the Expense Owner should recall report to make any necessary changes.

Yes, the report will go through the same approval process.

Yes, you can assign an Approval Delegate (Designee) for specific time period. Information is provided in the 'Financial Managers Managing Delegates/Designee' guide. Chrome River will send an email to the approval delegate describing the routing changes that will occur during this period. All expenses, pre-approvals and/or invoices assigned to you will automatically queue up for the delegate to approve. Regular approval emails will also be sent to the delegate.

Ask your Approver if she approved via email or within Chrome River. If she approved via email, then please ensure that she clicked "Accept" and then "Send" to complete the final approval. If your Approver approved within Chrome River, please ensure that she clicked on the "Submit" button to complete the final approval.

Yes, A direct deposit is required. If you have not previously signed up for direct deposit for travel reimbursement, please complete the Direct Deposit Payroll & Employee Reimbursement Authorization form prior to travel.

No. Payments will be made according to the bank information you provided to Accounting. .

Complete the Employee Direct Deposit Authorization form before you travel.

After your Expense Report has been approved and audited, Accounting will process payments on Friday. You will receive an email notification from accounting@memphis.edu that it has been processed. Please allow 3-5 business days after receiving email for Direct Deposit funds to appear in your bank account. Checks will be available in Admin 275. University or state picture identification will be required for check pick-up. 

Chrome River is loaded with everyone's memphis.edu email address. You will not be able to approve/deny requests via email unless your email matches the email in Chrome River.

If Microsoft Outlook does not launch when you click accept/deny, you will need to change your computer's default mail client. This is not a change within Chrome River. You can change your computer's mail client in your Control Panel, or you can work with LSP to align your computer with the mail client.

No. Chrome River SNAP app will require you to input an email address. Enter your Memphis.edu email address to connect to Chrome River.

No. You can add an alternative email address to your Chrome River profile. Once added and verified, you can email receipts from the alternative email address directly to your Chrome River profile.

Yes. You can add multiple email addresses to your profile. Note: that Chrome River is initially associated with your memphis.edu account and you must manually add your other email addresses to your profile. Note: If you have an alias account, it has already been loaded into Chrome River as an alternative email.

After an employee is terminated in Banner HR, the user's access will be disabled in Chrome River the next business day.