Approvals/Delegates

An approver can make many changes directly, but there are a few instances that will require you to return the report for fixing.  Review the Approvals Quick Help Guide for step by step directions.   

Yes, this draws attention to the approver that the report submitter had to provide an explanation about some issue, so you are aware and can review those comments. 

Chrome River is set up to route to the appropriate approvers, based on department and index.  If you choose a funding source that is grant related, in addition to routing to your supervisor, the report is also routed to the appropriate grant approvers for each campus. 

Yes, and a return comment must be entered by the person returning the report.

No, this is automatically fed into Chrome River and originally determined by HR. If an individual requires a change, please inquire with your HR rep in the department or your HRBP.

HR and UIT created a tool to select the “most appropriate” supervisor for your position if two were listed in Banner. However, if the listed supervisor in Chrome River is not correct please talk to your HR rep to get it corrected. Only one supervisor can exist in Chrome River, so if a reassignment of a report needs to happen based on the trip or the expense, that can occur within the system and an automated email will be generated as well.

Yes. There is an automatic email that is sent, unless the approver has opted-out in Settings (click on your name in upper right corner).

Chrome River is defaulted to send approval emails to the email(s) linked to your account. Click on your name in upper right corner and check settings to ensure notifications and set and your email is correct.

No. You can approve everything right from the body of the approval email if that is your preference.

Chrome River doesn’t differentiate between an approval done via email or one completed while logged into the software. The approvals will be recorded the same way in Chrome River, the system of record.

Great question. We don’t know. Based on time of year and other factors, it will always vary, but eventually we expect the process to be significantly faster than the old paper-based process.

Approval delegation should only be made to appropriate approval authorities. Other delegation elections should also be made prudently and with care. Expense owners and their supervisors are ultimately responsible for transactions and receipts. Where possible, we highly encourage p-card holders and travelers to consolidate and submit their own expense report, but the system and MSU procedures allow for delegation to another MSU employee when deemed necessary. 

Approval delegation should only be made to appropriate approval authorities. Other delegation elections should also be made prudently and with care. Expense owners and their supervisors are ultimately responsible for transactions and receipts. Where possible, we highly encourage p-card holders and travelers to consolidate and submit their own expense report, but the system and MSU procedures allow for delegation to another MSU employee when deemed necessary. 

Yes, the dean can make you a delegate and you can create the pre-approval on her behalf.  

Reminders: expense owners and their supervisors are ultimately responsible for transactions and receipts, always comply with MSU and State of Montana policies, and yes, you may act as a delegate within Chrome River to assist with completing expense reports. Remember to import (or attach) a completed Pre-Approval to the travel expense report, when applicable.   

Yes, you are describing the role of a delegate. You can easily be set as a delegate in Chrome River by having those people you’re assisting click on their name in the top right of the Chrome River dashboard, select Settings, and navigate to Delegate Settings. You can be a delegate for more than one person.

Please remember, expense owners and their supervisors are ultimately responsible for transactions and receipts. For maximum efficiency and to speed up reimbursement times, we encourage all travelers/Pcard holders to upload receipts and create/submit reports to maximum extent possible. Where necessary for specific business purposes, the system and MSU procedures allow for a delegate to enter data on the expense owner’s behalf. If a delegate submits a report, Chrome River will automatically route the report to the expense owner for approval prior to the normal approval routing.