Submitting Temporary Vendor Payments

Temporary Vendor Name:

• Click inside the Vendor Name field and select  +Create Temporary Vendor from the top of the drop-down list.   

• Enter the new vendor’s name (the payee) in the field of the Create Temporary Vendor pop-up window. Select Create.     

Invoice Number: Enter the invoice number exactly as it is displayed on the invoice.

Invoice Date: Click the calendar icon and choose a date that corresponds to the invoice date on the invoice.

Invoice Amount: Enter the invoice amount or click the calculator icon to use the calculator to perform addition, subtraction, multiplication, and division.

Contract Number: Leave it blank unless you have a correlating Contract+ number to reference.

Requester: Defaults to the Creator of this report. You can edit the Requester and select another individual. The first approver of this report will be the Requester if they are different from the Creator. This report will then route through the approval queue of the Requester.

State-Funded Check Pickup: This means that this check needs to be picked up, but the bank code cannot be altered due to the funding source. Check this box and add the specific reason for the pickup request.

Check Request: The drop-down menu defaults to “Optional”. If you need to change this, choose the appropriate option from the drop-down.

• If a person from UIUC or UIC was chosen, enter the designated person for check pick-up in the Special Handling Instructions field under the Special Handling section. Upon submission of the report, the phone number of the designated person will be requested.
• If paying by Wire Transfer, cannot be on state funds, and the Electronic Funds Transfer (EFT)/Foreign Draft Form will need to be completed and attached. Enter “Pay via Wire, EFT form Attached” in the Special Handling Instructions field under the Special Handling section.

Business Purpose: The requirements are similar to Expense Reports requirements. Review the Providing a Detailed Business Purpose job aid for more information.

NCAA Compliance Review Required?: The drop-down menu defaults to “No”. Selecting Yes will add an additional routing approval to the NCAA Compliance Office at your university, if relevant to your invoice.

Are you paying a foreign person?: The drop-down menu defaults to “No”. Selecting Yes will add an additional routing approval to University Payroll and Benefits, if relevant to your invoice.

Handling Options: Expedited Payment Request means that you need this payment as soon as possible. Non-employee travel reimbursements are rarely approved as an EPR.

Special Handling Instructions: Enter any pertinent details related to the handling of the check payment.

• If State-Funded Check Pickup was selected, enter the specific reason for the pickup request.
• If Pick-Up at UIUC or UIC was chosen, enter the designated person.
• If Pay via Wire was chosen, enter “Pay via Wire, EFT form Attached”.
• If Expedited Payment Request was selected, enter the specific reason expediting is required.

Enter the payee address in the Comments section if it is not included in the backup documents.

And then be sure to click Post, so the comment is loaded to the draft invoice.

Drag and drop the receipts file onto this report OR you can use the Browse File button under Attachment to locate your attachment on your computer.

Whichever upload option you choose, you will have an Extract Data window pop-up. Make sure you click Skip.

Click the +Add Expense button to add allocations to account codes.

Enter the Service Start Date and Service End Date.

Allocation: Enter the appropriate CFOP for this invoice to be charged against. Enter the Activity and Location codes if applicable.

Account Code: Enter the appropriate Account Code for the invoiced items to be charged against.

Click Save once all the expense details have been entered.

After you have double-checked all your invoice details and your attachments, click the Submit button and then select Approve.

You are NOT done with this invoice yet!! Once you submit your invoice, it will be routed to the appropriate team to add the payee/remit to address for the temporary vendor, that you included in the comments. Once this step is completed, the invoice will be routed back to you for review and approval.

There are a few ways to approve the invoice. You will notice an orange Approvals ribbon added to your Chrome River dashboard and menu and you will receive an email notification from Chrome River requesting you to accept it.

• Option 1: On the dashboard, click the number of invoices awaiting approval, or from the Menu in the upper left corner (3 horizontal lines), click invoice in the approvals list, either option will take you to the Approval Dashboard

• • Once in the Approval Dashboard, click on an invoice in the list to bring up a preview. Review the New Address listed under the Temporary Vendor Name and ensure it is correct. Click the Submit button and then select Approve.
• Option 2: From your email, you’ll receive an email with the subject “Chrome River Invoice Approval | [Temp Vendor Name]”. Review the New Address listed at the top of the Action Required box and ensure it is correct.
  • If correct, click the Accept button. An email will open, and you can click send to approve.