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Chrome river invoice for R&D

hey this is brock lemires and in this video i'm going to show you how to do a travel expense report in chrome river at montana state university so this is just a note to myself but i figured i'd make a video and publish it for anybody else so the first thing is the log into chrome river so you go to montana.edu and then you actually just type in chrome river and that brings your login i've already logged in so i'll just go to mine so i have my dashboard right here and i'm ready to start a new travel expense report when you do a travel expense report i kind of think of it as there's three components to it that are different than a regular expense report so the first thing is your travel pre-authorization so when you create the expense report you have to actually associate it with your your approved pre-authorization so before you even start you got to make sure you have this so you go up here to this little menu and you come down here past your the options to mess with your receipts and you go to pre-approvals and you come in here and you go recently submitted return draft and so i go recently submitted and i can see my pre-approvals that were approved and so i have this trip i call it the firefly integration planning review and this was submitted before i traveled and it was approved before i traveled and that's important because i have to tie that to this travel expense report so that's the first component of this that makes this unique the second component is your receipts so you're going to add all your receipts for your airline hotel and uber and all that sort of stuff and then the third piece is your per diem so i'm going to walk through how you do all of those okay so we are we're in chrome river what i'm going to do is i'm going to come up here to the upper right and put and hit this new button and i'm going to say new expense report okay so i'm going to go ahead and the recommendations for the fields of this report name are lemire's i'm going to do travel and then i'll leave firefly and then i give it a uh my own code for the index that's going to be associated with copy and paste that pump it into business purpose so i always do those two is the same and then i'm gonna do the start date which is uh the 11 and then i do the 13th and then my department or my college is engineering and then i come down here and for report type i do travel and when i do that this becomes a unique expense report okay it's a travel expense for it and then i come down here and mine was out of state step one is you have your import pre-approval so that's where you want to click on that and you click up here in the box and it shows you what you have available to tie to this so here was that firefly integration planning thing and that i hit import and that ties my expense or travel authorization report to this report and so i've got piece one done of that okay so i come over here and i hit save and now what it's going to do is spin for a second and so at this point what it does is it brings in all the amounts from your travel pre-authorization which were your guesses about how much stuff was going to cost and it's asking you to then add receipts so there probably is a way to like drag receipts into these but i found it's just easier to go in here and just delete all of these because and then add them in as you go okay so then it's like i want to delete every single one of these just get rid of it delete make sure you want to delete this thing yes i'm going to delete all my little things that i left in here delete delete and it this seems like an extra step but it's like i've found it's just so much faster to just bring in your receipts individually okay hotels are always an interesting one i'll talk about that in a second but okay so this one doesn't want to let me delete it so i hit hotel and it's like just you have to actually click the little buttons to delete this one so it makes a little harder okay so now i basically am ready i have my travel expense request started i've got my pre-authorization attached to it and now what i'm ready to do is add expenses to it okay so even though you have this huge submit button there don't hit that so come up here and go add and it's going to bring up all your p-card receipts that are sitting in your your wallet and for mine what i've already done is i have each of these uh p-card p-card charges associated with the receipt so i took all my receipts i had nine receipts for this that i had pdfs for the trip and i emailed them to chrome river and then they all came in i dragged and dropped them onto all the p-car charges so that you see card plus receipt so then they're all the receipts associated with the charge and you can treat it as one item okay so now i'm going to go down and i'm going to add which ones i want to add to the report so i come down here and i got my airline and i got uber uber uber uber wi-fi wi-fi and then i go uh this one is hotel and then parking okay so i should have nine receipts one two three four five six seven eight nine okay so i got my nine well there's nine right there so i hit add it's going to go through each and every one of them and ask stuff about it so you come in here the first one had noticed it was united so it knew it was airline so i go ahead and tell it economy you can only ever fly economy give it the index you want so i'm going to assign it to this particular grant that i have and save it okay all right next receipt we got uber it recognized it was a taxi so it wants something specific for this type of receipt it wants the amount that you tipped so i luckily on uber receipts if you use the last receipt after you tipped it has the tip listed right on it and so five per five dollars so i think what they're trying to do is they're trying to make sure you don't tip too much you're only supposed to tip i think 15 percent i mean it's embarrassing to tip 15 on a really low uber ride so i always try to stay above five i'm not sure if i'll lose my job over that but whatever so then i go ahead and hit save i guess i'd rather just pay the difference so if if i had to pay msu two bucks i'll just do that later as opposed to the humiliation of tipping you know 30 cents on an uber ride so i come over here taxi i give the tip again boom boom boom cranking through another uber notice this one at the first page doesn't show the tip so i come down here to the image gallery click on the next one that does show me the tip which is the second page i do that boom boom okay next one is uh uber again this one was 49 so i'm just working through these the only good thing about this is that the index stays the same okay here's an interesting one i had wi-fi so this is wi-fi but it didn't chrome river didn't associate it with united it associated with gogo so i have to like give it some something you know some sort of expense so what i can do is i can do telecom and then do internet and i'm off and running so i'll just put y phi in here the optional description but good enough so i save that okay then we're back to here's an interesting one this is wi-fi but it's united and so it thinks that since it's united it's airfare and so it's asking me stuff like uh what airline are you on and it's like i'll just give it united and i'll say i was in economy but then i'll just say wi-fi for that one and it doesn't seem to ever bounce back so i guess that's fine okay now you get to a hotel here the hotel is a interesting one because hotel receipts they want you to itemize them so when you save on this if you watch what happens it'll flash this red thing you'll see it go by and it says you need to itemize that so we'll do that in a second last receipt is parking it already knows what it is parking parking okay so here's all my nine receipts and the hotel is messed up hotel receipts have to be itemized and that's because some you get one receipt from a hotel but sometimes it has other stuff on it so you might have like a personal room service you might have you know i don't know wi-fi in there you might have shipping that you mailed something so they want you to break it apart mine's easy because in this particular trip my entire amount was just the room fair and so what i can do is i come up here and you click i click on the receipt over here on the left or the charge i come up here and i hit itemize and it asks me to break down that charge into the sub categories this whole thing is is lodging and so what i do is i enter the whole amount right here so it's 291.33 and then when i save it it says oh there's nothing left you're good to go so i got all my x's in there so at this point i have my travel expense or excuse me my travel authorization done i've got my receipts done and now i need to do my per diem so you're looking at this you're like how do i do per diem well down here is this huge submit button don't click that yet that's what you do at the end so the way you add per diem is you come up here and hit this plus sign so now it's going to ask you so i hit plus it's an interesting button because you hit it and it like you want it to be on this screen where you have create new if you hit it again it just removes the screen so just hit it until you get to where you want to be so i come over here to add expense create new and i'm gonna be able to come over here to meals and so what i'm gonna what i always do is i do this meal per diem wizard multiple days i click on that and now it allows me to enter the start date and the end date and it will automatically calculate the exact amount that i get so the question is always when is the start when is the end i just checked with our accountant and she said the start of your trip is when you leave your house and so what i do is on average i leave my house two hours before the flight and so on this situation i left my house on august 11th and i left the plane left at 10 40. that's when it took off so i'm gonna put 840 okay and of course it doesn't ever take on the first shot so you got to enter it a couple times just for fun okay i got to stick i got home and when i get home i tend to get up to my house about an hour after the plane lands so the plane landed at 3 19 so that would mean i got home at 4 19. but of course this is military time so you got to convert it to military so that's 16 19. and if you're in the afternoon you just add 12 to get to military time and so you got boom boom boom boom left two hours before the flight took off i got home one hour after the flight landed and then the type what you can do is you basically have some options down here you got when you click in here you can get out of state but if you were like international you'd click on i and it would give you all these right here this this one sometimes it doesn't click it doesn't give you any options so you click in there so you can hit oh it's kind of a trick that i've learned so hit o and it'll bring up this out of state or hit i and it'll give you the menu but i'm going to put out of state over there and then down here you do again out of state overnight and then you're ready so then if i go add entries what it does is it calculates how much i got for my first day second day and third day based on the times and i go ahead and say thank you and i add the report and it sprinkles those in to my expense report so now i've got my nine receipts and i've got my three days of per diem but it actually sticks them in like when you were traveling in the dates so it doesn't come in as one thing it comes in as like sprinkled in there and i have now done all three parts of the travel expense i associated with my pre-authorization i entered my nine receipts and i went through and associated them with the type of receipts they were type of charges i'd itemize that hotel and then i added in my per diem and now i'm ready to hit submit and it's going to say all right here's your full report your entire expense report was 986 okay 9986.25 they are going to pay me 114 dollars for my per diem some point in the future and then the they will 872 is actually p card charges that i told them what it was so now i'm ready i certify i hit submit and i have now proof of travel without receiving proof of travel so then it asks you the approve of travel i've never understood what this one was but i'm just going to say i confirm i traveled okay so then i'm going to say submit and who knows if that works i do this every time and it seems to work no one ever asks me any questions so boom that is it i just did a travel expense report okay so one last thing i want to mention that expense report was for me okay but i traveled with a student so here's what i've been doing and i don't know if this is right or not but if i come into my e-wallet i have two p-card charges and two receipts that are associated with a graduate student that i traveled with so one was for hotel or one was hotel and one was airline what i do is graduate students now in 2021 they do their travel pre-authorization in chrome river so all graduate students have an account in chrome river and they actually go in and do a pre-authorization then they do a travel expense report but all they do is associate with the travel expense author authorization pre-travel authorization and then they add their per diem but then there's this weird thing where the receipts are on my side not the student side so what i end up doing is i just create a new travel expense report here and i i just it's not even a travel expense report it's really i just submit an expense report so that my accountant gets the p card charges and then what's been happening is the accountant actually takes the receipts from me and the per diem request and travel pre-authorization from the graduate student they merge them together at their end and then they submit it so that's how i've been handling the grad student receipts maybe that'll change in the future but as of august 2021 that's what's been working okay that's all i got good luck