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Get Reimbursed Through Chrome River

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Step by Step

  1. Collect All Receipts and/or Supporting Documentation


    Although not all-inclusive, the following information is required for expense reimbursement and must be submitted:

    • Reason for travel and any unusual fees such as charges for changing reservation/ticket 
    • Internet confirmation pages of expenses if online methods were used to procure services (If a Boarding pass is not available, itinerary and proof that the trip was taken is required)
    • Reason for business phone calls or facsimiles
    • Itemized receipt for lodging or comparative statement if alternative lodging is used (i.e., apartment)
    • Itemized receipts for business meals and overtime meals.
    • Final itemized vehicle rental and gas receipts
    • Approval for use of private  or State-owned aircraft 
    • Receipts required if claim for the following expenses is more than $25:
      • Taxi
      • Shuttle
      • Metro
      • Limousine
      • Parking
      • Tolls
      • Airline baggage fees
      • Business Center (i.e. fax, printing)
      • Telecomm (i.e. phone calls, Internet)
      • Laundry
      • Registration Fees
      • Miscellaneous

    Generally, credit card statements are not sufficient documentation to support the reimbursement of travel expenses.

    Missing Receipts

    If a receipt is missing altogether, the traveler must provide proof of payment in the form of a credit card statement or copy of front and back side of cashed check and submit a written memo detailing why the receipt is not available.

    If a receipt is missing and proof of payment is not available, expenses must be charged to local funds and approved by the VP.

    If a situation arises in which an itemized receipt is not available for a business meal, a written explanation stating whether or not alcohol was purchased is required.

    • If alcohol was not purchased, the amount may be placed on state funds 
    • If alcohol was purchased, the entire amount must be placed on local funds
  2. Submit the Reimbursement through Chrome River with Receipts and/or Supporting Documentation   

  3. Read Chrome River FAQs