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Pre-Approvals

Chrome River Pre-Approval is required for trips for VCU employees in which expenses exceed $500 or when booking air or rail tickets. The estimate should include lodging, transportation, meals, conference registration, and any other travel costs or course fees. Costs of the trip that may be direct billed, such as conference registration should also be included in the cost estimate.

Approval Flow Options

Each employee has a profile within Chrome River that is tied to a specific school. There are three (3) approval flow options. Each school selects one of the following options:

OptionPre-ApprovalExpense Report
1 AA FA
2 FA, AA FA
3 AA, FA FA
 

Encumbering in Banner

All fully approved Chrome River Pre-Approvals will create an encumbrance in Banner Account 638066. The encumbrance will be fully liquidated when the expense report is fully approved and the Pre-Approval is attached to that expense report. See Pre-Approval Helpful Hints below.

If the Pre-Approval is not attached to the expense report, the Fiscal Administrator will have to manually liquidate the encumbrance. Encumbrance removal information can be found on the Controller’s website.

If…Then…
The Pre-Approval is attached to the Expense Report and the Expense Report dollar amount is within 10% or $100 of the Pre-Approval dollar amount… You will not be prompted by Chrome River to select the expense owner’s AA prior to submitting the Expense Report. Only the expense owner (if report submitted by a delegate) and FA will approve the Expense Report.
The Pre-Approval is attached to the Expense Report and the Expense Report dollar amount is >10% or >$100 of the Pre-Approval dollar amount… You will be prompted by Chrome River to select the expense owner’s AA prior to submitting the Expense Report. The expense owner (if report submitted by a delegate), AA and FA will approve the Expense Report.

 

Pre-Approval Helpful Resources

Pre-Approval Helpful Hints

For More Information

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Travel Services »
travel@vcu.edu
804-828-1077 (ext 3)

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