Non-Employee T-Card Expense Report Instructions
Non-Employee T-Card Expense Report Instructions
Under certain circumstances, employees are allowed to purchase travel on behalf of non-employees, guests, and students. These expenses may be reimbursed to the employee if paid out-of-pocket or reconciled as a T-Card transaction. The benefit of using the Non-Employee Expenses tile for guests coming to the University is that there is no itemization requirement for these expenses.
The following step-by-step instructions are designed to guide you through properly submitting your non-employee T-Card expense reports in Chrome River and to address a wide range of expense-related issues that may arise.
For any assistance with these reports, please contact the travel team at EBSC-travel@mx.uillinois.edu.
Creating a Draft Expense Report
For Non-Employee T-Card Expense Reports, you'll need to create a Draft Expense Report in Chrome River first. It is recommended you create your draft at the time the purchase is made, so you can submit your report as soon as the transaction has posted.
Step 1: Create a New Draft Expense Report
Select Create in the Expenses section.
Step 2: Fill out the Expense Details
Fill out the Expense Details with the following guidelines:
Report Name: Enter your Org # + Last Name + Event + Location + Date(s) of Event. (ex: 422 Goldstein Scale K-12 West Lafayette, IN Jul 14-Jul 19, 2024)
Business Purpose: Should answer the who, what, when, where, and why of the expense. See Providing a Detailed Business Purpose to ensure your following University guidelines.
Report Type: In most cases, for student/employee reimbursements you will want to select the ‘TCard and Employee Reimbursements’ option.
Does the beneficiary of the expense work 100% in an approved location that is not owned or maintained by the University of Illinois?: Select Yes or No from the drop-down menu. The question should be answered Yes for non-employees or employees working 100% remotely from a location that is not owned or maintained by the University.
Transaction / Purchase Type: Chrome River should default to the 'General' option.
Trip Type: Select the option that best matches the destination of the business travel. A non-employee coming to the University would be considered in-state because the travel itself is for the University in Illinois. If the reimbursement is for something like conference registration or a business meal, the ‘Non-Travel’ option is the best to use.
Budget Fiscal Year: This should be the fiscal year in which the purchase is made. Chrome River should default to the current fiscal year.
User Defined: Can be left blank
Click Save in the top right-hand corner.
Adding a Posted Transaction to your Draft
Once the transaction has been posted, you’ll find it in the Credit Card section within your eWallet on Chrome River.
From your opened draft expense report, click the plus sign, to open the Add Expenses menu and then you can select Credit Card.
A list of your posted transactions will appear, select the relevant posted transaction(s) that relate to this expense report by clicking the check box above the amount. Once you've selected all relevant transactions, click Add at the top right.
Step 2: Selecting the Non-Employee Expense Tile
Next, click the Question Mark expense tile box and a selection of expense tiles will appear. The Chrome River system may try to guess the expense type of your posted transaction and then select an expense tile automatically.
However, since this is a Non-Employee Expense Report, this will need to be changed by selecting the Non-Employee Expenses tile, regardless if the expense is airfare, hotel, taxis, etc.
Adding the Required Details to your Draft with the Transaction(s)
After you’ve added your transaction(s) to your draft and selected the Non-Employee expense tile, you can add all the necessary details of the expense.
Step 1: Adding the Non-Employee Expense Details
Date: Purchase date of the expense.
Start Date: Enter the initial date of travel.
End Date: Enter the return date of travel.
Spent: Enter the cost of the expense listed on the receipt. This can be changed to different currencies if required.
Business Purpose: This will automatically populate what you entered at the header level.
Description: Optional field to add details or clarifications about the expense.
Search for and enter your CFOP(s). If you do not have a CFOP to use, you will need to request one from your supervisor or departmental head.
Please note that the Allocation field will automatically fill in with the CFOP provided in the first expense completed. It will do this for all following expenses entered but can be changed manually.
Click Add Attachments to add the receipt and/or backup documentation for this expense.
Please note that the file must be either an image format or a PDF, Chrome River will not accept Word documents. You can either click the Add Attachments button and browse to the location where you have the receipt saved or you can simply drag and drop the receipt into the Attachments section of the report.
Click Save in the top right-hand corner.
Once you have all your expenses added to your expense report click the Submit button located at the bottom.
Finally, the below screen will appear on the upper right-hand side of the page. If you would like to save a copy of the report, you can select any of the options under the PDF drop-down. If everything looks good, you can click the Submit button.
The report has been forwarded for approval. No further action is needed unless it is returned to you.
How to Recall a Submitted Expense Report
Sometimes the need may arise where you need to recall a recently submitted Expense Report to either add information or transactions or adjust the information or transactions. If the expense is already approved or exported, you will not be able to recall it for adjustments.
Step 1: Find your Recently Submitted Expense Reports
From your Chrome River dashboard, select View All Submitted to pull your list of recently submitted expense reports.
You can also access this list by clicking the 3 Horizontal Bars at the header of Chrome River and selecting Recently Submitted.
Step 2: Select the Expense Report to Recall
Select the Expense Report you wish to recall, it should be in pending status. Expense Reports with an Approved or Exported status are not eligible to be recalled.
Click the Recall button at the top right-hand corner (below your name).
This report will then be moved to your draft list where you can open, edit, and then resubmit.
What to do when the Approver Returns your Expense Report
If an approver returns your expense report, you will receive a notification email via Chrome River with an explanation for the return. In order to make any requested adjustments to the returned Expense Report, you’ll need to first recall the report from your Recently Submitted (instructions above) to have it returned to your drafts list where you can then open, edit, and then resubmit.