Filing Reimbursements
TRAVEL AND CORONAVIRUS/ COVID-19
May, 2021
Any individual traveling on behalf of Old Dominion University on official university business must complete the Travel Registry Process prior to departure, no exceptions.
Additional information about current COVID-19 policies may be found here.
All claims for reimbursement of travel expenses incurred while conducting official business for the Commonwealth must be submitted via the automated Chrome River system.
QUESTIONS/ISSUES
Questions about travel regulations should be addressed to your travel processing team member.
Issues with Chrome River processing should be addressed to the Chrome River Adminstrator at travel@geosagrada.com.
All domestic United States and international travel approvals and reimbursements are now made in Chrome River. The Chrome River Help Center provides detailed information about submitting and approving requests for travel and small business expense reimbursements. Travelers MUST adhere to ALL published travel policies and procedures.
Please note the following process changes:
- Pre-Approval request (now required for international travel only) in Chrome River replaces: paper Travel Estimate and Travel Authorization (TA)
- Expense Report in Chrome River replaces: both the Travel Expense Reimbursement Voucher and the Travel Request (TR)
- The GSA CONUS rates (domestic travel) and the GSA OCONUS rates (international travel) are applicable to all University travel October 1, 2015 or later.
Login to Chrome River
Visit geosagrada.com/chromeriver to log in to the system
Chrome River User Guide
Quick-start guide for Chrome River basics
Chrome River Help Center
Detailed user guides within Chrome River
Travel Team
Find your Travel Processing Team Member
HOW DO I...
NON-EMPLOYEE ENROLLMENT IN CHROME RIVER
In order for non-employee travel reimbursements to be processed, individuals must be set up in Banner as a vendor with a University Identification Number (UIN) assigned and then set up in Chrome River to receive reimbursements. All non-employees must complete the Chrome River Enrollment Form for Non-Employees.
TRAVELER SUBMISSIONS
60 Days After
Expense Report Submitted
The Expense Report should be submitted by the employee to the supervisor for approval within sixty (60) calendar days after completion of the trip where overnight travel is involved.
Bi-Monthly
Continuous Travel
Employees on continuous travel should request reimbursement at least bi-monthly.
14 Days After
With Travel Advance
Travelers must submit an Expense Report within fourteen (14) calendar days of completion of a trip for which a travel advance was obtained.
SUPERVISOR APPROVALS
5 Work Days
Employee Expense Reports Approved
The traveler's supervisor and Budget Unit Director (BUD) must approve all Expense Reports in Chrome River within 5 working days after they are submitted in Chrome River. The employee's Expense Report will then automatically be routed to the appropriate travel team processor in Accounts Payable for processing.
5 work days
nON-EMPLOYEE EXPENSE REPORTS APPROVED
Expense Reports for travel expenses incurred by non-employees must be submitted in Chrome River by a University employee. The supervisor of the University employee and the BUD must approve the Expense Report within 5 working days after it is submitted in Chrome River.
The BUD approving the payment must be on the authorized signature list for the budget charged.
ACCOUNTS PAYABLE TRAVEL PROCESSING
If an Expense Report is accurate and complete, Accounts Payable Travel Processors will process the reimbursement. Processing time is five (5) working days from receipt of a complete and accurate Expense Report. As long as the Expense Report is submitted correctly, a reimbursement processed by the travel processor by Tuesday should be deposited by Friday. If processed after Tuesday, the funds will be deposited on Wednesday of the next week.
INCOMPLETE SUBMISSIONS
Incomplete and/or inaccurate Expense Reports submitted to Travel Processing will be returned for correction in Chrome River. A system-generated e-mail will be sent to the traveler indicating the corrections needed or listing the additional items needed before the reimbursement can be processed - such as: itemized receipts, a receipt showing method of payment/zero-balance (if paid via credit card, last 4 digits of card must be on receipt), Business Related Meal Form, boarding passes, etc. Processing time is five (5) working days from receipt of the corrected Expense Report.