Not at this time. You will continue submitting non-travel reimbursements through the Accounts Payable voucher process.

On a Chrome River Non-Travel Expense Report.

It is the cardholder’s responsibility to complete expense reports every month to clear out all P-card transactions from their e-wallet. Please remain aware of the statement dates and due dates.

No, you can begin reconciling P-card charges as soon as they appear in Chrome River. Users are encouraged to start a Non-Travel Expense Report early in the month if you are going to utilize your card several times during the month.  Then, as transactions load to Chrome River, you can add individual charges to that month’s Non-Travel Expense Report.  At the end of the month, or when you know you have completed purchases for the month, and all transactions and receipts have been accounted for, the user can submit the report.

Depending on your P-card activity volume, you may want to complete two reports in a month or group them logically by expense type or vendor.

You’re right, that would make no sense! No, you can include dozens of expenses on a single report. To make it easier, you may group them by vendor, and/or index, and/or timeframe. The choice is yours and as we all become more experienced in the system we’ll all find efficiencies and what works best. Also, you can start an expense report at the beginning of the month, it will automatically
save in your Drafts, add to it throughout the month, and submit towards the end of the month. All expenses incurred in a particular month should be worked/submitted during that month.

A single invoice from a vendor is able to be split to accommodate multiple accounting needs in one report - you can split by index, by account code (this sounds like what you need), by percentage or by dollar amount. So in your example, if your total invoice amount is $3,000 and $1500 goes to lab supplies and the other $1500 is equipment, you can do that by using the P-card Itemization tool. You can also put multiple invoices into one report. You do not need a separate report for each charge.

There is a category for each expense type - in general these are Contracted Services, Supplies/Equipment, Communications, Travel, Rent, Utilities, Maintenance/Repair, Capital Equipment, Other. Then from there, you drill down into the specifics - for example, under Supplies you will drill down to select office supplies, minor equipment, or lab supplies, etc.

Just like implementing any new system, Chrome River will certainly be a learning process and involve some change management, and we are excited to assist anyway we can to help make the software work for you. The paper process to work your $10,000 of materials each month had just become too cumbersome and archaic for this vibrant and growing university. With your help, we believe this will be a significant step forward in support of our teaching and research missions.

For such large volume, it may work best to have your current staff continue to assist you. The delegate feature in Chrome River will allow you to do this. We are also happy to help you consider options to help ease any potential burden.

Art Supplies is not an account code listed in Banner.  Please check with your central accounting office for advice as to how those expenses are currently being coded.  Perhaps as Educational Supplies?