Travel

COVID Comment Location – will show you the various modules that the “COVID” term is required in.

1. Locate the submitted expense report(s) through the “Submitted Last 90 Days” section of Chrome River.
2. Open the report and click on the appropriate expense line.
3. Enter “COVID” in the comment section of each expense line related to the canceled travel event.
4. Contact the vendor associated with each charge and request a refund to be issued back to the pcard.

Reconciled Expenses

1. Locate the submitted expense report(s) through the “Submitted Last 90 Days” section of Chrome River.
2. Open the report and click on the appropriate expense line.
3. Enter “COVID” in the comment section of each expense line related to the canceled travel event.
4. Attach any correspondence from the vendor that documents their refusal to issue a refund.
5. If the vendor does not provide written correspondence, enter a comment on the expense line to document that a refund was requested but not obtained from the vendor.

Unreconciled Expenses

1. Create a new expense report for the cancelled travel event.
2. Reconcile the pcard charge as if the trip had occurred as normal.
3. Save the expense line.
4. Before submitting the expense report, enter “COVID” in the comment section of each expense line related to the canceled travel event.
5. Attach any correspondence from the vendor that documents their refusal to issue a refund.
6. If the vendor does not provide written correspondence, enter a comment on the expense line to document that a refund was requested but not obtained from the vendor.

1. Make a list of all expenses related to the canceled trip.
2. Contact each vendor (i.e. conference, airline, hotel, rental car company) to inform them of the cancellation and ask for a refund.
3. Communicate the status of each expense/refund to the Travel department wsutraveloffice@wichita.edu and the appropriate departmental personnel (i.e. supervisor, delegate, business manager).

Vendor issues credit

No further action is needed

Vendor does not issue a credit

1. Create a new expense report for the cancelled travel event.
2. Add each expense to the report as if the trip had occurred as normal.
3. Save each expense line.
4. Before submitting the expense report, enter “COVID” in the comment section of each expense line related to the canceled travel event.
5. Attach any correspondence from the vendor that documents their refusal to issue a refund.
6. If the vendor does not provide written correspondence, enter a comment on the expense line to document that a refund was requested but not obtained from the vendor.

1. Locate the submitted Pre-Approval report(s) through the “Submitted Last 90 Days” section of Chrome River.
2. Enter “COVID” in the comments field on the header of the Pre-Approval and click the Post button located to the right of the comment.
3. Click the Expire button located at the top of the page.
4. Click the Expire button when the system asks if you are sure you want to expire the Pre-Approval.

1. Discuss situation with Supervisor and upon agreement, proceed with the following steps.
2. Make a list of all expenses related to the canceled trip.
3. Contact each vendor (i.e. Conference, airline, hotel, rental car company) to inform them of the cancellation and ask for a refund.
4. Communicate the status of each expense/refund to the Travel department wsutraveloffice@wichita.edu and the appropriate departmental personnel (i.e. supervisor, delegate, business manager).
5. See the appropriate FAQ above for detailed directions on how to proceed.

1. Send an email to wsutraveloffice@wichita.edu to provide details about the credit (i.e. the airline carrier, amount of credit, fees assessed, etc.).
2. Traveler enters a comment on the original expense line for the transaction indicating that a ticket credit has been obtained.
3. Traveler tracks the unused ticket credit and applies the credit towards the airfare ticket for the next scheduled business travel event. 
4. At the time of rebooking, airline may assess a $200 change fee. If they do, inform airline of the reason for the original cancellation (COVID-19) and send cancellation documentation to airline.
5. Traveler provides documentation in Chrome River showing the application of the unused ticket credit.

• Creating a Pre-Approval Report - Employee
• Creating a Pre-Approval Report - Student
• Creating a Pre-Approval Report - Candidate

• Creating an Expense Report - Employee
• Creating an Expense Report - Employee with Pcard Expenses
• Creating an Expense Report - Candidate
• Creating an Expense Report - Student

• BPC (Pcard) Statement Schedule and Report Due Dates for 2020

• Creating a Per Diem Expense
• Creating a Hotel Expense
• Creating a Mileage Expense
• Creating a Per Diem Expense for Pre-Approval

• Introduction to Receipts
• Uploading Receipts
• How to upload receipts through email

• How to add a Delegate to your profile