COVID-19 FAQ - Pre-Approval
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Answer: As long as you have executive approval for the trip, you can apply the credit voucher towards your flight. A balance due after the credit voucher has been applied can be paid on a personal credit card. Be prepared to provide the paid receipt from the original flight, the new, itemized receipt (showing credit voucher amount only or credit voucher amount + credit card payment amount), plus a brief explanation about the transaction in the specific Chrome River expense report in order to substantiate your claim. Note: This answer is applicable with other travel providers (hotels, car rental, shuttles, etc.) where you have a credit voucher available from a previous out-of-pocket travel reimbursement from a canceled reservation.
Answer: Domestic and international trips must be approved by an executive approver. These approvers should approve the traveler’s Chrome River pre-approval report in Chrome River if the trip is allowable.
You may also attach an email PDF from the approver to the Chrome River travel report(s) containing expenses for the specific trip. Approval documentation assures you will be reimbursed for travel expenses in a timely manner. Failure to provide approval documentation will result in reimbursement delays, or possibly even denial of your claim. Log a comment on the PA stating that the approval is substantiated in the attachment.
Answer: In-state and intercampus travel must be Pre-Approved by the FO or regular travel document approver, however, other means of conducting business, such as teleconferencing, are strongly encouraged. Travelers must follow local restrictions and CDC advice for travelers.
Answer: Criteria that will be reviewed in order to receive approval include the following: type of travel, destination, travel dates, business purpose, funding account, and overall amount of travel by the individual (the greater the amount of travel, the greater the risk to the individual and to the community upon their return). Note: Criteria may vary in specific situations. You may be asked to provide additional information in order to verify that travel is essential.
Answer: Yes, the travel document approver of the account funding the trip must pre-approve in-state and intercampus trips.
Answer: Please encourage faculty and staff to plan accordingly.
Answer: This is still being discussed. We don’t want to create additional work for departments. Ultimately, what is most important is that the executive approval is substantiated.
Answer: Attach the completed Pre-Approval to the associated CR expense report as soon as possible. Should pre-approval be denied, the travel is considered personal and therefore is not eligible for reimbursement under the accountable plan.
Answer: Please submit a PA report in Chrome River with retroactive dates.