Processing Payments Using Chrome River Invoice

As specified in UNM Administrative Policy #4320 “Purchasing Goods off Campus”, section 4, certain transactions may be processed via Chrome River Invoice.  The types of payments that are allowed via this method are programmed into Chrome River.  Currently, only payments to “non-individuals” are allowed in Chrome River Invoice.  All reimbursements and all non-payroll, non-procurement payments to UNM faculty, staff and students, as well as all such payments to non-employee individuals, are processed via Chrome River Expense. 

This document is intended to provide information regarding what is allowed to be processed using the various Payment Types in Chrome River Invoice.  Requests submitted that do not meet the criteria will have to be corrected and resubmitted.

Two categories of payments are allowed via Chrome River Invoice; Payment Requests, and Non-Traditional Requests.

Payment Requests:

• Athletic Officiating
  • Typically only used by the Athletics Department, to make payments to entities providing officiating services for athletic events.
  • Service Provider Questionnaire (SPQ) is not required for this Payment Type.
  • Submit payment requests for UNM faculty, staff or students and non-UNM individuals via Chrome River Expense.
• Books, Periodicals
  • This Payment Type is allowed ONLY for the purchase of books, periodicals, magazines, newspapers, etc., directly from the publisher of such items.
  • In general, the libraries would be the biggest users of this Payment Type.
    • Other departments with a business need to purchase these types of items may also use this Payment Type.
• Conference Registrations
  • Fees to register for a conference for a UNM business purpose can be paid via this Payment Type.
  • Payment may be made directly to the organization facilitating the conference.
  • Attach the Conference Registration form, and select “Mail Attachment with Check” from Special Handling drop-down list.
  • Indicate who will be attending, and business reason for attending.
• Consignment Sales
  • Used exclusively for paying an amount based on a “trading agreement” where a seller (owner) of property sends goods to a reseller, and the seller doesn’t get paid until if or when the property is sold.
  • Typically, this would involve a museum or a department with some type of retail operation.
• Contract Settlements
  • Used to make payments against a separately negotiated and executed contract.
    • "Non-procurement" contracts
      • Not a purchase of goods or services subject to the procurement code.
        • Process that type of request via a Purchase Requisition in LoboMart prior to services being performed, or goods being received.
  • Typical usage of this Payment Type would be by Athletics or Public Events (Popejoy Hall) in settlement for an athletic event appearance, or a performance of an entertainment performance/event.
• Dues, Fees
  • Payments for things such as annual membership dues to an organization can be paid via this Payment Type.
  • Attach the form calling for payment of the fee, and select “Mail Attachment with Check” from Special Handling drop-down list.
  • Do not submit vendor invoices for services provided via this payment type.
    • Payments for services must be processed via Purchase Requisition in LoboMart, or paid with PCard.
• Government Agency
  
  • As implied by the name, this Payment Type is only used for payments to government entities on the Federal, State or Local level.
    • Taxes, regulatory fees, etc.
  • If required, attach the form calling for payment, or other required backup, and select "Mail Attachment with Check" from Special Handling drop-down list.
• Medical Care
  • Used specifically for medical care provided outside UNM facilities for Employee Occupational Health Services, Carrie Tingley Hospital, and Athletics while on authorized Athletic trips.
• Monetary Awards
  • Only to be used for paying cash prizes/awards associated with winning a contest, drawing, etc.

  • This Payment Type MAY NOT be used to pay for services rendered.

• Notary Public Applications
  • As implied by the name, only for specifically paying an authorized agency for an individual to become certified as a Notary Public.
  • This designation must be a requirement of the individual’s UNM job duties.
• Refunds
  • This is used ONLY to return funds to an entity that previously paid money to UNM.
    • Refund for a ticket to an event, or tuition/fee for a class that was subsequently canceled, etc.
    • Refund of an overpaymentReturn of a security deposit.

    • Return of a security deposit.

• Royalties
  • By definition, a Royalty is:
    • “an amount of money that is paid to the original creator of a product, book, or piece of music based on how many copies have been sold” or;
    • “an amount of money that is paid by a mining or oil company to the owner of the land the company is using”.
  • Use this Payment Type for payments that meet this definition.
• UNM Legal Settlements
  • Intended only to pay legal settlements approved by University Counsel.
    • If being submitted by a department other than University Counsel, proof of their approval should be attached.
  • Generally, no backup is required, but an indication that the backup is on file in the department should be included.

Non-Traditional Requests:

This category of payment request encompasses what were formerly known as “Z-Payment” requests in Banner.  These types of  requests either have pre-existing blanket approval from Purchasing to be processed in this manner, or require special one-time approval from Purchasing.  Those requests requiring the one-time approval will route electronically to Purchasing in Chrome River.  The list of payment types available very specifically identify the department(s) to which usage is limited.  No other departments are authorized to submit these requests, with the sole exception being the “OTHER One Time Exception – Purchasing Approval Required” option referenced above.