Taxi/Car Service
Adding Taxi/Car Service
One of the most used modes of transportation when public transit is unavailable is taxi and car services. The two most common services requested for reimbursement are Lyft and Uber, but traditional taxi services are also reimbursable. Please note that you are always expected to use the most economical mode of transportation. Certain surcharges are NOT reimbursable such as wait time and early reservation charges.
- For long-distance travel, such as from UIUC to Chicago, using taxi/car services will almost never be considered economically viable as compared to using a train or bus and it may not be fully reimbursed (car rental in this instance is not considered a part of the category of car services).
- For shorter distances, such as between your hotel and a conference venue in the same city, car services can easily be justified.
After clicking Create New to add an expense to your reimbursement request, select the Ground Transportation expense tile and then select the Taxi/Car Service sub-tile. Then follow the instructions shown below.
Step 1: Adding Taxi/Car Service Details
Date: Purchase date of the taxi/car service (typically the same day as the trip).
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: Home -> Train Station, Hotel -> Conference, or Airport -> Hotel, would all work.
Merchant: Name of the provider for the service (Uber, Lyft, etc.)
Tip Amount: Optional field to add the tip amount. (Reasonable tips are reimbursable)
Tip Percent: (Automatically Calculated)
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, please return to Step 3: Add a New Expense.
If you have entered all of your expenses related to this travel reimbursement report, please go to Step 4: Submitting the Report.