Expense Claims

Gather

Gather original itemized receipts.  Receipts must indicate:

• The name of the vendor
• The date the item(s) were purchased
• The amount paid
• The method of payment, for example, Visa or MasterCard, Amex, Debit or Cash
• Proof of payment, for example, the point of sale slip showing the payment has been completed

There are four methods to send a receipt to Chrome River:

• Snap & Send: use the Chrome River app, CR Snap, to take a picture of the receipt and it will load into your account
• Email: Scan a copy of the receipt, or take a photo of the receipt with your phone and email it to receipts@ca1.chromeriver.com.  NOTE: only jpeg, pdf, png and tiff files are accepted
• Drag and Drop: From a computer, drag and drop the document into the header or line item of the expense report.
• Attach: Using the buttons within the expense report in Chrome River, select the document to attach.

Create Claim

Create a new expense report in Chrome River, selecting the appropriate tile for each expense and attaching the receipt where applicable.

For expenses incurred in a foreign currency, the EMS will automatically apply the appropriate exchange rate. 

Proof of exchange rate (ie. credit card statement) must be provided if the employee chooses to not use the provided exchange rate.

Code

Chrome River uses the term Allocation for the index code.

Index Code: The first drop-down is for the index code (ie. 100B, 210B) where the expense claim is to be charged.

Activity Code: Select the activity code for the transaction.  If the employee has benefited from the activity, ie travel, department lunch, mileage, etc, select the name of the employee.  If you are unsure of what to select, choose Not Applicable

Location Code: Unless told otherwise, select Not Applicable

An expense account code (ie. 1303) is not required, these are linked to the tile that has been selected.

Submit for Approval

Once the claim has been submitted in Chrome River it will automatically route to the appropriate spending authority(ies).

Gather

Gather original itemized receipts.  Receipts must indicate:

• The name of the vendor
• The date the item(s) were purchased
• The amount paid
• The method of payment, for example, Visa or MasterCard, Amex, Debit or Cash
• Proof of payment, for example, the point of sale slip showing the payment has been completed

Record

Hard Copy Submission: Original receipts must be stapled to the back of the expense claim form (no paper clips)

Digital Submission: All receipts must be attached to the email with the expense claim form.

Make sure the Expense Claim Form is signed by the claimant.

If expenses were incurred in a currency other than Canadian dollars, enter the exchange rate over the duration of the trip (please see www.bankofcanada.ca for average rates).

Proof of exchange rate (credit card statements) must be provided if the employee chooses to not use the Bank of Canada rate.

Code

At the bottom of the form indicate the department index code and account code to be charged (see the Account Code List below for reference).  If known, include the Activity Code and Location Code.

Account Code List ‌

Sign

Sign the form under "Claimant" and have the spending authority approve the claim. When the claimant is also the spending authority, an approval from the one-over-one of the employee must also be received.

Submit the form to Accounts Payable (acctspayable@ufv.ca), A291 for processing.  

Note: If this expense claim relates to In-Service PD, please submit to in-service_pd@ufv.ca.