Travel & Employee Reimbursement
Travel & Employee Reimbursement
Traveling is a multi-step process that includes pre-approval, booking, and submitting travel expenses for reimbursements. This breakdown will provide you with the information you need for in-state travel, mileage reimbursement, out-of-state travel, and employee reimbursement. CCRI uses Chrome River and Concur as tools for these processes.
All CCRI employees and students are encouraged to become familiar with CCRI's Travel Policy before making arrangements.
*IMPORTANT*
CCRI utilizes Chrome River for all travel, P-Card, and employee reimbursement documentation. Concur is the system used to book flights or trains for your trip.
Please note that in order to access Chrome River, you will need to complete the following
steps:
- DUO- A multi-factor authentication tool that improves security to protect personal information. If you do not have DUO and you need to utilize Chrome River, please submit a help desk ticket to receive further instructions. You cannot complete Step 2 until you have Duo.
- Direct Deposit for Accounts Payable (AP)- You may already have direct deposit set up for payroll, but you will also need to configure it for AP in order to receive any reimbursements. Directions for setting up AP direct deposit can be found here.
In-State Travel Out-of-State Travel Booking Mileage Reimbursement
In-State Travel
User Type | Before Traveling | During Your Trip | After Traveling |
---|---|---|---|
Employees |
1. Submit a Pre-Approval in Chrome River → How to Submit → How to Edit/Delete |
1. Save all receipts |
1. Submit an Expense Report in Chrome River → How to Submit → How to Edit/Delete |
Approvers |
1. Approve the Pre-Approval in Chrome River →How to Approve |
N/A |
1. Approve the Expense Report in Chrome River →How to Approve |
Out-of-State Travel
User Type | Before Traveling | During Your Trip | After Traveling |
---|---|---|---|
Employees | 1. Submit a Pre-Approval in Chrome River → How to Submit → How to Edit/Delete 2. Once you receive your travel authorization number, book travel arrangements using Concur →How to Book Travel →Book your hotel through the conference website, if possible. Otherwise, use your personal card to hold until you recieve a CCRI hotel card. |
Per diem is $50 for each full day and $25 for each half day. |
1. Gather all receipts
2. Submit an Expense Report in Chrome River → Checklist → How to Submit → How to Edit/Delete |
Approvers |
1. Approve the Pre-Approval in Chrome River →How to Approve |
N/A |
1. Approve the Expense Report in Chrome River →How to Approve |
Booking Travel
CCRI now utilizes SAP Concur, a self-booking tool for your out-of-state travel needs. You are able to easily find and book flights, cars, and trains for your trip, all in one place.
After your Pre-Approval/Travel Authorization has been fully approved, you can log in to Concur to finalize your travel plans.
Helpful Guides for Using Concur:
- Updating Your Expense Profile
- Flight Reservations
- Car Reservations (prior approval is needed)
- Completing, Canceling, or Changing a Reservation
Mileage Reimbursement
User Type | Before Traveling | During Your Trips | After Traveling |
---|---|---|---|
Employees | N/A |
1. Keep track of all business trips taken and save ORIGINAL receipts relating to tolls, parking, etc. |
1. Submit a Monthly Mileage Report in Chrome River → How to Submit → How to Edit/Delete |
Approvers | N/A | N/A |
1. Approve the Reimbursement in Chrome River →How to Approve |
The Community College of Rhode Island generally follows State of Rhode Island guidelines on in state travel for business purposes. These guidelines are published in Rl Department of Administration Procedure A-46. Where necessary, to accommodate CCRI's unique mission, additional guidelines have been established. Please visit Policystat to view CCRI's policy.
Employee Reimbursement
User Type | Before Purchasing | While Purchasing | After Purchasing |
---|---|---|---|
Employees | N/A |
|
1. Submit an "Employee Reimbursement - Non-Travel" Report in Chrome River → How to Submit → How to Edit/Delete |
Approvers | N/A | N/A | 1. Approve the Reimbursement in Chrome River →How to Approve |
Resources
NOTE: The State will not reimburse a traveler for travel agent fees or for fees to issue a paper ticket.
(866) 498-7436* or [email protected]
9:00 a.m. - 6:00 p.m. ET, Monday - Friday (excluding holidays)
*Additional fees may apply for calls outside of business hours and should be used for Emergency travel services
Online Travel booking support:
(800) 999-7939 or [email protected]
8:00 a.m. - 8:00 p.m. ET, Monday - Friday (excluding holidays)