recordings and presentation slides - training.iu.edu

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Recordings and Presentation SlidesWebinar recordings and presentation slides will be available on the VPCFO

Training & Communications website.

Recordings Presentation Slides1. Visit the What We Offer page2. Navigate to the Travel accordion

menu and select a session

1. Visit the Training Materials page2. Navigate to the appropriate

Travel session

https://training.iu.edu/offer.shtml

https://training.iu.edu/training-materials.shtml

Welcome to the Reimbursement Round-Trip webinar!• Please use the Q&A to

submit questions. The chat will be turned off.

• You should hear music. If not, make sure your speaker or headset is selected in Zoom sound settings:

2

Reimbursement Round-Trip

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Juliet Roberts & Holly HooperTraining & Communications SpecialistsVPCFO Training & Communications

Patty ColeDirectorTravel Management Services

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Agenda1. Allowability

2. Reimbursement Requirements

3. Uploading Receipts

4. Reimbursement Demonstration

5. Tracking & Direct Deposit

6. Mileage

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Webinar Objectives1. Identify common out of pocket expenses

2. Describe how the Accountable Plan affects reimbursement timing

3. Describe what information a receipt must contain when requesting reimbursement

4. Use the mileage calculator in Chrome River

5. Complete a travel reimbursement report in Chrome River

6. Set up a reimbursement direct deposit account in the Employee Center

7. Track the status of a payment in Chrome River

Obtain Pre-Approval

Book Travel

Reconcile prepaid

expensesTravel Request

Reimbursement

Tour of IU Travel – Where are we?

AllowabilitySECTION 1

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Travelers often use personal funds to pay for…

ALLOWABILITY

• Taxis

• Ubers/Lyfts/Rideshares

• Baggage Fees

• Parking

• Toll roads

• Mileage (including gas, wear & tear)

• Refueling rental vehicles

…And more!

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AllowabilityALLOWABILITY

1. Certain expenses incurred while traveling on behalf of Indiana University may not be reimbursed. Review the IU Travel Policy for additional guidance on allowability.

Examples of Non-Reimbursable Expenses• Personal car maintenance or expenses

• flat tires, dead batteries, oil changes, speeding tickets, mileage reimbursements for daily commutes to and from work

• Room service

• Hotel tipping

• Dry cleaning

• Most foods or services at the hotel

• International phone fees

• Lodging costs for spouses/partners not traveling on IU business

• Seat/airfare class upgrades unless medically necessary or flight is international

• Airfare or lodging purchased using frequent flyer miles/personal vouchers/rewards points

https://policies.iu.edu/policies/fin-trv-01-travel-policy/index.html

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Accountable Plan

ALLOWABILITY

1. A plan that follows the Internal Revenue Service (IRS) regulations for reimbursing workers for business expenses in which reimbursement is not counted as income.

2. This means that travel expenses are not subject to withholding taxes or W-2 reporting for the employee.

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Reimbursements & the Accountable Plan

ALLOWABILITY

1. A travel expense reimbursement report must be submitted within 120 days of the trip end date

– After 120 days, the cost of the trip becomes taxable to the employee

• The reimbursed amounts are recorded as taxable income on the traveler’s W-2

– Expenses are not reimbursable after 365 days

Reimbursement Requirements

SECTION 2

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Pre-Approval is Required!

REIMBURSEMENT REQUIREMENTS

1. Remember: since IU funds are involved in the reimbursement, PA will be required on your expense report.

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Rules of ThumbWHAT IS PRE-APPROVAL?

Am I submitting a Travel expense report (or requesting any type of reimbursement)?

ALL Travel report types require pre-approval.

Employee Travel

Student Travel

Non-Employee/Non-Student Travel

Recruiting Travel

Is IU paying for any of it?

If IU funds are involved at any point, pre-approval is required.

Chrome River will not allow submission of these reports without PA!

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Reimbursement Receipt RequirementsREIMBURSEMENT REQUIREMENTS

Expense Receipt Required? Details Required

Lodging Yes, regardless of amount Receipt must be itemized & show location

Airfare Yes, regardless of amount Receipt must show airfare segments

Rental Vehicle Yes, regardless of amount Receipt must be itemized

Meals – student group travel Yes, regardless of amount Receipt must be itemized

Meals – individual No, regardless of amount Expense paid as per diem

All Other Travel Expenses (incidentals)

Yes, if $75 or greater

Your grant or department might have additional requirements

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$75 Receipt Requirement Threshold


1. If an expense is above $75, a receipt is required for that expense

– $75 at the line item level, not the entire report

2. After submission, expense reports containing single expenses valued over $75 per line item receive a second review/approval

– Done by Travel Management Services

– With multiple approval stops, transaction processing time can vary

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$75 Receipt Requirement Threshold


Reimbursement Expense ReportTaxi - $50Baggage Fee - $50Pay Me Amount: $100

Reimbursement Expense ReportTaxi - $80Baggage Fee - $20Pay Me Amount: $100

No ReceiptsRequired

Receipt Required

Info Required on AllReceipts

• Proof of funds tendered:

• Typically, last four digits of credit card number showing payment was made using that credit card

• must show proof that money changed hands

Date of transaction

Amount of transaction

Proof of funds tendered

Vendor name

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What do I do if there is no receipt?• Example: Transaction was paid in cash or vendor is remote and provided no receipt

•Upload a statement of attestation signed by the vendor that contains all of the required details on the previous slide

• Example: Receipt was lost/destroyed, or doesn’t contain required info

•Submit a bank/credit card statement (with critical data redacted) showing when the payment cleared

•Substantiation document must show that funds were tendered in some way


Uploading ReceiptsSECTION 3

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Several ways to upload receipts1. Chrome River SNAP App

2. Chrome River Snap & Send technology

3. Manual upload via Attachments section of a report

UPLOADING RECEIPTS

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Several ways to upload receipts (cont'd)1. Only JPG, PDF, PNG, and TIFF files of at least 50 kB and no more than

10 MB can be accepted

2. The combined size of all files uploaded to a single report may be no larger than 100 MB

UPLOADING RECEIPTS

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Chrome River SNAP App

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Chrome River SNAP App1. Free mobile app specifically for receipt documentation & storage

2. Links to your IU account via confirmation email

3. Take photos of receipts on the go and upload them directly to your Chrome River eWallet from your device

4. CR SNAP keeps your device’s gallery clutter-free by housing SNAP shots directly in-app instead of commingling them with your personal photos

5. Available for Apple and Android devices

UPLOADING RECEIPTS

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CR SNAP App1. App is free in the Android and Apple App Stores

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1. App is free in the Android and Apple App Stores

2. Enter your IU email address

You will receive a confirmation email

CR SNAP App

[email protected]

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2. Enter your IU email address

You will receive a confirmation email

3. Allow access to your camera

CR SNAP App

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2. Enter your IU email address & confirm via email

3. Allow access to your camera

4. There is no home screen! Just your camera

5. On the right is the receipt gallery

CR SNAP App

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Chrome River Snap & Send (aka email upload)

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Snap & SendA smart technology that allows users to email photos or screenshots of receipts directly to their Chrome River eWallets

1. From: [email protected]

2. To: [email protected]

3. Subject: cost w/o currency symbol e.g. 87.99

4. Attach the image

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Receipt GalleryRegardless of how you uploaded receipts (i.e. via SNAP App or via email), your receipts will be stored in your Receipt Gallery within your eWallet

UPLOADING RECEIPTS

Receipt Gallery

The receipt gallery contains all attachments you’ve uploaded to Chrome River

Reimbursement DemonstrationSECTION 4

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Remember my hypothetical trip to New Orleans?

1. I’m going on a business trip to New Orleans. In previous webinars, we used Egencia to price out the trip and then book it. We also reconciled the prepaid expenses in a previous session.

Let’s reimburse some incidental expenses!

REIMBURSEMENT DEMONSTRATION

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REIMBURSEMENT DEMONSTRATION

I forgot to add something to my PA!

Chrome River will allow you to exceed your PA and add expenses to an unsubmitted report

It’s up to your approver whether or not to approve the additional expense

You can either manually add it to your expense report in progress, or submit another PA for it

If you’ve already used up the full amount of your

PA on submittedexpense reports,

you’ll need to submit a new PA

for additional expenses

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$75 receipt threshold!Scroll down to attach the

receipt

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Retroactive Pre-Approval


If you forgot to request approval for a trip that already happened, never fear!

1. Submit the PA.

2. Make sure the dates of the trip are in the header (title) of the PA.

3. Explain the situation in the comments.

Spending money on IU business without pre-approval is always risky: approval is up to the funding account approver’s discretion

Tracking & Direct DepositSECTION 5

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Tracking1. Allows you to view the current status of your doc

2. Displays current and future approval workflow for your doc

3. Shows the name of the current approver whose action you’re awaiting

4. Lets you see whether or not a payment has been sent to an expense owner

TRACKING & DIRECT DEPOSIT

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Expense Report Document Statuses in Chrome River


Status MeaningPending Submitted report in approval workflowApproved Submitted report finally approvedExported Approved expense has been sent to payment processingPaid All out of pocket expenses reimbursedPartially Paid Part of the requested reimbursement has been issued

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We can see the payment

was exported, but not

if/when/how it was paid out

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How can I get help tracking a payment?1. Email [email protected]

2. TMS can let you know details including:

– Payment method (direct deposit, paper check, wire transfer)

– If paid out, date of payment

mailto:[email protected]

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Setting Up Direct Deposit

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Why Direct Deposit (ACH)?


1. Fastest payment delivery method for employees

2. Most secure payment method

3. Paper reimbursement checks are sent to employee work address

– Not your home address!

• No way to change your address in Chrome River

• Staff working from home should request reimbursement via ACH

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MileageSECTION 6

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What is mileage?

MILEAGE

1. A reimbursement paid to IU travelers who drove their personal vehicle on an IU business trip

2. Covers cost of insurance, gas and wear & tear on personal vehicles

3. You can’t claim mileage and a fuel reimbursement

– Mileage is claimed for personal vehicles

– Fuel reimbursements are claimed for rental vehicles

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Who can claim mileage?

MILEAGE

1. Employee, student, and nonemployee travelers on IU business

2. Employees and students only: Signed authorization for IU to conduct a Motor Vehicle Record (MVR) check is required

– Before driving for any trip (whether in a personal vehicle or a rental vehicle), complete the Authorization Form for Motor Vehicle Records Check (AKA Driver’s License Check) with the Office of Insurance, Loss Control & Claims

– Driving on university business will be prohibited if authorization to conduct a MVR check is not given.

https://one.iu.edu/task/iu/drivers-license-check

https://inlocc.iu.edu/

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How is mileage calculated?

MILEAGE

Mileage is calculated from the traveler's official work location (or from their home) to their business destination, including lodging locations.

• Rates are determined by the IRS

– $.56 per mile for the first 500 miles (Effective January 1, 2021)

– $.28 per mile for 501 miles or more

• In Chrome River, the reimbursement is calculated automatically via Google Maps

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Reimbursing Mileage in Chrome River1. Scenario: Holly Hooper is leading a two-day on-site BUY.IU training out of

IUPUI. She plans to drive her own vehicle from her office at the Indiana Memorial Union on the BL campus and request reimbursement for mileage.

Let’s import our pre-approval and create an expense report to request reimbursement!

MILEAGE

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No need to manually enter –just scroll down!

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Must start from home or work address

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I forgot to add parking to Holly’s PA!

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Scroll down to add explanatory comment

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Scroll down to add explanatory comment

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Resources1. Reimbursing Out of Pocket Travel Expenses

Written Instructions: https://travel.iu.edu/pdf/Reconciling-Pre-Paid-Expenses.pdf

2. Receipt Requirements Explained https://travel.iu.edu/policies/originalreceipts.shtml

3. Using CR Snap & Send to Upload Receipts https://training.iu.edu/blog/2021/07/08/using-chrome-river-snap-send-to-upload-receipts/

4. Chrome River Snap App https://training.iu.edu/blog/2021/06/08/chrome-river-snap-update/

5. IU Policy FIN-ACC-620 Accountable Plan https://policies.iu.edu/policies/fin-acc-620-reimbursement-under-accountable-plan/index.html

6. Controller’s Office Tax SOP 9.02 https://controller.iu.edu/compliance/fiscal-officer/sops/tsop/tsop-9.02

7. Setting up Direct Deposit Reimbursement https://controller.iu.edu/services/employees/direct-deposit-paycards#add-a-reimbursement-account

8. Per Diem Webinar: https://training.iu.edu/offer.shtml

9. Travel Helpdesk: [email protected]

https://travel.iu.edu/pdf/Reconciling-Pre-Paid-Expenses.pdf

https://travel.iu.edu/policies/originalreceipts.shtml

https://training.iu.edu/blog/2021/07/08/using-chrome-river-snap-send-to-upload-receipts/

https://training.iu.edu/blog/2021/06/08/chrome-river-snap-update/

https://policies.iu.edu/policies/fin-acc-620-reimbursement-under-accountable-plan/index.html

https://controller.iu.edu/compliance/fiscal-officer/sops/tsop/tsop-9.02

https://controller.iu.edu/services/employees/direct-deposit-paycards#add-a-reimbursement-account


mailto:[email protected]

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Recordings and Presentation SlidesWebinar recordings and presentation slides will be available on the VPCFO

Training & Communications website.

Recordings Presentation Slides1. Visit the What We Offer page2. Navigate to the Travel accordion

menu and select a session

1. Visit the Training Materials page2. Navigate to the appropriate

Travel session


https://training.iu.edu/training-materials.shtml

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Evaluation• Let us know what you thought!

• Feedback is anonymous.

• Link to evaluation is available in the chat: https://go.iu.edu/3X6L

https://go.iu.edu/3X6L

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Thank you!!

recordings and presentation slides - training.iu.edu

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