Direct Pay

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Direct Pay News

 

NEW - DBO APPROVALS FOR NON-TRAVEL EMPLOYEE REIMBURSEMENT REQUESTS

 

Chrome River Direct Pay Invoice Module

The Chrome River Direct Pay Invoice Module went live on July 1st, 2020. The Invoice Module takes the place of Chrome River AP Check Requests.

When to Use Chrome River

The Direct Pay Module is used to reimburse employees, students and non-employees for approved purchases and for payments not related to a PO in uShop.

Types of Direct Pay transactions include but are not limited to:

  • ARAMARK for catered events
  • Barnes & Noble (UNCW Bookstore)
  • Dual Employment (when UNCW has “borrowed” an employee from another state agency)
  • Employee, student and non-employee reimbursement for approved purchases
  • Event Sponsorships
  • Memberships
  • Stipends for non-employees (example: New Hanover County teacher training)
  • Refunds
  • Utilities

Additional notes:

  • Until further notice, employee reimbursements must have Divisional Budget Officer approval and be included as support documentation in the Chrome River INVOICE.
     
  • All on-campus catering events must be purchased through ARAMARK. Any catering or food purchases brought on campus which exceed $100 must have prior written approval of ARAMARK and included as support documentation in the Chrome River INVOICE.
  • Off-campus purchases of food must comply with all UNCW policies including but not limited to the Business Entertainment policy 05.107.

EXPENDITURE CHEAT SHEET

In an effort to help campus determine what is submitted in uShop and what is submitted in Chrome River, we have created an Expenditure Cheat Sheet.  We have also included information about inter-agency transfers and wire transfers for those transactions that require either of those payment methods.  Please click link above which will direct you to the location of the sheet.

Registration Fees for Virtual Conferences and Webinars

(Revised 9/1/2020) 

Due to the effects of COVID-19, many event organizers have moved their conferences to a virtual or webinar format.  By attending an event online, employees are not in travel status and do not need to submit a pre-approval in Chrome River Travel.  Not being in travel status also means the Visa Travel card cannot be used to pay for registration fees for online/virtual conferences or webinars.

Please use one of the following methods to pay registration fees for virtual conferences or webinars using account code 928530 Registration Fees-Non Travel Status:

  • Use a departmental p-card to prepay the registration fee to the event organizer.  Be sure to comply with approvals required by your Divisional Budget Officers (DBO) and/or Business Officers.  Transactions are reconciled in WORKS using account code 928530 Registration Fees-Non Travel Status.
  • Submit an invoice/check request in Chrome River Direct Pay to prepay the registration fee to the event organizer.  Support documentation includes the registration confirmation. Use account code 928530 Registration Fees-Non Travel Status located under the Services tile in Chrome River.
  • Pay by personal credit card and request reimbursement by submitting an invoice/check request in Chrome River Direct Pay after the event has taken place.  Support documentation includes the registration confirmation and approval email from the applicable DBO.  Use account code 928530 Registration Fees-Non Travel Status located under the Services tile in Chrome River.