Train/Rail
Adding Train/Rail
Trains are one of the most economical options when getting from two close cities as well as traveling long distances within a city. Buses or trains should be the preferred mode of transportation outside of car rentals to get to locations within around 100-150 miles away (depending on availability). A flight from Willard Airport (Champaign/Urbana) to O’Hare (Chicago), for example, may not be fully reimbursed given the many rail and bus options between the two cities.
After clicking Create New to add an expense to your reimbursement request, select the Ground Transportation expense tile and then select the Train/Rail sub-tile. Then follow the instructions shown below.
Step 1: Adding Train/Rail Details
Start Date: Enter the departure date.
End Date: Enter the return date.
Date: Purchase date of the train/rail ticket (typically bought in advance).
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: You must include the departing and arriving locations in this description. For example: Illinois Terminal -> Union Station or Airport -> Downtown Station, would both work.
Traveler Name: Enter the individual associated with this arrangement. If you are completing a reimbursement for yourself, or on behalf of someone else as a delegate, then you/they should already have access to Chrome River and should have no problem finding your/their name. Traveler Names are only pulled from a list of those students/employees who have access to Chrome River. If for some reason the reimbursee’s name doesn’t appear, you may type in the option ‘Traveler Not Found’ and select it as the traveler. This selection covers any individual who is not in the Chrome River system.
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.
If you have additional expenses to add to this travel reimbursement report, return to Step 3: Add a New Expense.
If you have entered all of your expenses related to this travel reimbursement report, go to Step 4: Submitting the Report.