Checklist for Chrome River Travel Report Preparers

Separate reports are prepared in Chrome River for travel expenses paid via PCard, and those to be reimbursed to the traveler.  All PCard transactions must be reconciled in Chrome River within 10 business days of the charge; this will often mean that this will be done well before the travel occurs.

If a certain type of expense typically associated with travel (airfare, lodging, ground transportation, conference registration, meal per diem, etc.) is not being claimed for reimbursement, or has not otherwise been charged to a UNM index (such as via PCard), an explanation should be provided as to the method in which that expense was paid.  For instance, if a traveler attended a conference in Chicago, but an airline ticket is not included on the reimbursement request, and was not paid for via PCard, an explanation as to how the traveler got there should be included.

Individuals preparing Chrome River Travel reports should collect, or ensure that the traveler has sent in to their Chrome River account, receipts and other documentation for the following, or, when applicable, explain why these expenses aren’t being claimed:

• Airline ticket receipt and itinerary (printout of on-line receipt is allowable if form of payment is indicated). 
  • It is preferable that airline tickets are paid for via P-card.
    • If paid via PCard, reconcile in Chrome River via a PCard Travel report.
    • As noted above, this must be done within ten (10) business days of the transaction date.
  • Premium seating, early boarding and other similar charges are not generally allowable.
    • Before submitting the Chrome River report, ensure that these charges are not requested for reimbursement, or, if paid via PCard, provide documentation of repayment by traveler.
      • You may also deduct these charges from the reimbursement amount, if applicable.
  • If traveler did not fly directly to business destination, provide 3 lowest quotes for business travel dates from a site such as Expedia or Travelocity to document what cost would have been.
    • Allowable amount is lower of actual flight, or lowest quote.
    • If proper documentation is not provided, Unrestricted Accounting staff will determine allowable amount.
• Itemized hotel receipt, indicating payment in full has been made.  This should reflect a “single-room rate”.  Include explanations for any other occupants of the room.
  • It is preferable that hotel charges are paid for via PCard.
    • A departmental PCard holder can generally arrange for this with hotel, even if traveler doesn’t have a PCard.
    • If paid via PCard, reconcile in Chrome River via a PCard Travel report.  As noted above, this must be done within ten (10) business days of the transaction date.
  • Reimbursement/payment allowed for Room and Tax charges ONLY.
  • Unallowable item examples:
    • Room service (claim via per diem)
    • In-room movies
    • Bar charges
      • Do Not claim any of these items for reimbursement
      • If erroneously charged to PCard, ensure that documentation of repayment by traveler is included
  • Internet charges allowable with documented business need.
• Receipts for ground transportation and/or parking, tolls, etc.
• Rental car receipt and related fuel receipts.  Explanation should be included if UNM contracted vendors are not being used. 
  • It is preferable that rental car charges are paid for via PCard
    • If paid via PCard, reconcile in Chrome River via a PCard Travel report.  As noted above, this must be done within ten (10) business days of the transaction date.
  • DO NOT include charges for fuel prepaid with rental company; traveler should provide fuel receipt for actual expense of filling tank.
  • GPS charges can only be included with documentation of PRE-APPROVAL by department head.
  • Other charges in addition to applicable rental fee and associated taxes and fees should not be included.
• Conference/event registration fee receipt. 
  • It is preferable that registration fees are paid for via PCard.
    • If paid via PCard, reconcile in Chrome River via a PCard Travel report.   As noted above, this must be done within ten (10) business days of the transaction date.
  • If traveler paid out-of-pocket, method of personal payment MUST be evident. 
  • Include a copy of the conference brochure so that included meals can be verified, etc.
• Any other necessary business expenses incurred during trip.  These should be fully explained in the Chrome River Travel report.
• Ensure that you provide a full and complete University Business Purpose for the travel, including how the travel benefits UNM.
  • DO NOT merely state that the individual traveled to (destination) to attend (event); explain WHY.

When driving:

• When traveling out of state, if driving due to personal preference, provide documentation of what cost to fly would have been.
  • 3 lowest airfare quotes for business travel dates from a site such as Expedia or Travelocity.
  • Provide quotes for cost of appropriate ground transportation.
  • Allowable amount is lower of mileage or total cost of air travel.
• If nature of trip required travel by vehicle, provide adequate explanation. 
• Miles claimed may not include personal travel or commuting. 
• Any mileage claimed in excess of the distance to the destination per Google Maps must be explained.

Please refer to UNM Travel Policy 4030 for complete information.