Chrome River is Seattle University's new expense reporting system, designed to streamline expense reimbursements and ProCard transaction coding. Approvals for all reports are routed automatically and users can track the progress of their expense report as it moves through the approval queue. Approvers can review reports through the Chrome River website or via email. Many of the AP policies are built into the system to make policy compliance and checking easier and more transparent.
ProCard holders are required to ensure that transactions are coded and submitted in a timely manner. Users should strive to have reports submitted and approved by the 15th of the month following when the expense was incurred. This is an important step necessary to reflect all expenses in the accounting system and allow appropriate budget management. Failure to submit ProCard expense reports in a timely manner may result in your ProCard being suspended.
Below you will find several helpful details to assist you in using the Chrome River system. If you have additional questions, contact us at email@example.com.
Access to the Chrome River application is through the SU Quicklinks or the link below using the University's SSO (single sign on) credentials.
Note: If you bookmark the site, you will want to edit the URL link in the bookmark to contain the full link above.
CAN I LOG INTO CHROME RIVER WITHOUT SSO?
No, SSO is required for security using Multi-Factor Authentication or MFA. This is part of a broader effort to increase SeattleU cybersecurity readiness to provide additional protection to university systems and applications used campus-wide.
WHO HAS ACCESS TO CHROME RIVER
All active faculty, staff, and students have access to Chrome River. The system is updated by a daily feed from Colleague.
Emeritus faculty and affiliates are not set up to use Chrome River. To process reimbursements to faculty with emeritus or affiliate status, you will need to submit a requisition through ProcureSU.
To get you oriented with Chrome River, the AP team is offering two types of training and assistance opportunities.
Please see available training dates and RSVP HERE
These trainings are intended for anyone processing expense reports.
New dates are added every month.
Chrome River is an intuitive, well thought out application with many links and guides within the application.
AP has also created some helpful guides:
ASSIGN A DELEGATE:
APPROVALS MADE EASY:
HOW IS CHROME RIVER DIFFERENT THAN PROCURESU?
Each individual that has an SU email will be able to log on through SSO (single sign on). Every individual will process their own expense report OR assign a delegate for processing their expense requests for them. Each expense report will be approved by a persons manager before moving to activity approval.
HOW TO CREATE AN EXPENSE REPORT FOR SOMEONE ELSE
First that person needs to assign you as their delegate. Setting you up as a delegate is pretty simple. There are directions above in the self study guides. If the person is unable to set you as their delegate, email firstname.lastname@example.org and we can help set it up.
Once you are set up as their delegate, you will be able to see and select their name from the drop down marker beside your name at the upper right corner of the Chrome River Screen.
Click on the user's name to work as a delegate for that person. You will now see their name in the upper right corner of your screen. Now you can create and submit expense reports for that person.
Once work for that user is complete, to switch back to your own account, you simply click the user name and select your name to return to your profile.
EXPLAIN THE APPROVAL ROUTING
Expense reports route in this order:
Supervisor Comment: The 'reports to' is determined by the supervisor recorded in the HR system and is updated in a nightly automatic feed from the HR information in Colleague. If the supervisor routing is incorrect, you can contact email@example.com to reassign the report routed incorrectly, but you will need to contact HR to have the record updated so future reports route correctly.
Special Approval Routing: There are additional approval for the following special situations
WHAT TO DO IF THERE IS ACCIDENTAL PERSONAL USE ON MY PROCARD
If you accidentally use your SU ProCard for a personal purchase you will need to pay back the University. In Chrome River, you will use the Unallowable Personal Use tile for your expense report. This will code the expense to the Disallowed Business Expense object code (5308092) use the department's activity code. This will allow your department to adequately track the items that require a reimbursement to SU. To reimburse SU, please make a check payable to Seattle University and have it deposited to the activity code used for your report and object code 5308092 in the Controller's office.
HOW TO DELEGATE MY APPROVALS TO SOMEONE ELSE
It is possible to delegate your approvals to someone else at the University. Once an approval delegation is made, all approvals assigned to you will automatically queue up for the delegate to approve. Regular approval emails will also be sent to the delegate. There can be only one approval delegate at a time.
To assign an approval delegate, please email firstname.lastname@example.org with the name and time frame for the delegation. Finance must review and approve all approval delegation requests.