Chrome River User Guide

Chrome River

User Guide

Updated May 6, 2021

Sheridan College

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Updated May 6, 2021

CHROME RIVER - TERMINOLOGY 3 LOGGING INTO CHROME RIVER 3 THE CHROME RIVER DASHBOARD 3 4 EASY STEPS TO CREATING A NEW EXPENSE REPORT 5 1.The Expense Header 5

2. Adding an Expense / Line Item 5

3. The Expense Type / Mosaic Tile 7

Special Tiles 7 4.The Expense Allocation 14

ATTACHING RECEIPT IMAGES 16 Upload Image Files Using the Computer 16

Upload Receipt Images Using the Chrome River Snap App on a Smart Phone 17

Email Receipts into Your eWallet 17

EDITING AN EXPENSE CLAIM 18 REPORTING SCOTIALBANK VISA P-CARD TRANSACTIONS 21 1.The P-CARD Report Header 21

2.The P-CARD Transactions 21

3. The Expense Type / Mosaic 22

Special Tiles 23 4. The Allocation 24

5. Attach the Receipts and Statement 24

Merge Transactions 24 Unmerge Transactions 27

6. Submit for Approval 27

SUBMITTING AN EXPENSE REPORT 28 Policy Compliance Warnings & Violations 29

REPORT TRACKING 29 Approval Workflow 30

INQUIRY REPORTS 31 APPROVING EXPENSE REPORTS 32 Approve on Computer 32

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Approve by Email 33

ASSIGNING DELEGATES 35 Assigning a Delegate to Prepare the Expense Report 35

Assigning a Delegate Approver 35

TRAINING AND RESOURCES 37 Sheridan Central Expense Reporting Page 37

Sign up for webinars offered by Chrome River 37

Access Chrome River videos 37

QUESTIONS AND CONCERNS 37 APPENDIX I – TILE / MOSAIC AND ACCOUNT NUMBER 38

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CHROME RIVER - TERMINOLOGY

Allocation – formatted as # # - # - # # # # #. It represents the Fund – Operating Unit (Campus) – Department ID code that you are charging the expense to. It does not have to be your home Department.

Allocation Approver – is the budget holder for the Department ID where your expense is charged to.

Approver Delegate – someone who has been granted temporary authorization to approve an expense report on your behalf. This person must be at a Manager level or higher.

Business Purpose – the primary reason for incurring all the expenses listed on the report.

Cash Advance – cash disbursement to an employee to cover upcoming college-related activities.

Delegate – someone who has been granted the authorization to access your account and create, edit, and review a Report on your behalf.

eReceipt Receipt Gallery – where images of uploaded receipts are stored until used in a report.

eWallet - where all the transactions that can be added into a report type. These include P-CARD transactions, uploaded receipts in the eReceipt Receipt Gallery, and approved Cash Advances.

Expense – the cost required for something; the money spent on something. This can relate to a reimbursement or a P-CARD reconciliation.

Mosaic Tiles – a graphical representation of an expense type. Each mosaic tile has been mapped to a default expense account code.

Report Type – a report category with its own special approval routing as defined by the expense policy / procedures & guidelines.

LOGGING INTO CHROME RIVER

You can log into Chrome River using one of the following:

• Sheridan Central Chrome River Expense Reporting and P-Card Reconciliation • Chrome River app on your smart phone • Sheridan Single Sign-on link: https://chromeriver.sheridancollege.ca

You will be taken to the Chrome River Dashboard

THE CHROME RIVER DASHBOARD

Access the dashboard from anywhere in the application by clicking on the Chrome River logo at the top of the screen

https://central.sheridancollege.ca/expense-reporting

https://www.chromeriver.sheridancollege.ca/

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The left side of the dashboard contains items awaiting your action and any transactions in the eWallet.

The right side of the dashboard contains the message of the day and other helpful information including:

• Administrator and support contact information • Expense Policy and Procedures / Guidelines • Procurement Card Request and Agreement Form • Procurement Policy and Contract Signing Authority • Tips and How-to Videos

Clicking on the Menu button on the left will open the navigation menu which contains your action items, draft reports in-progress, and other analytical tools.

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4 EASY STEPS TO CREATING A NEW EXPENSE REPORT

1.The Expense Header

From upper right corner of the dashboard, select New. The Expense Header Screen will appear to capture general information about the claim:

• Report Name – add a brief description for the report (e.g., February 2021 Expense Report: February 2021 P-Card Reconciliation, etc.)

• Report Type (Cash Advance Request, General Expense, PCARD, Professional Development, or Travel)

• Start and End Dates for the period covered by the report. Note: An expense report should not cross over 2 fiscal years. Sheridan’s fiscal year-end is March 31st.

• Business Purpose (e.g., Student Recruitment Trip to xxx) • Fiscal Year

Click Save

2. Adding an Expense / Line Item

Click Create New to add line items to a report. This will open up the Mosaic Tiles available to add to the report shown in Step 3.

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You can also Click at the top of the menu, to add line items to a drafted report.

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3. The Expense Type / Mosaic Tile

The Expense Types are represented graphically by Mosaic Tiles. Each tile has been mapped to an expense account number behind-the-scene.

Here are some examples of mosaic tiles with arrows that have additional options.

S P E C I A L T I L E S

a) Meals/Entertainment It will prompt you to enter the internal and external guest information

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b) Miscellaneous - Gifts It will prompt you to enter the internal and external guest information

c) Hotel - Expenses If your Report Type is TRAVEL or PROFESSIONAL DEVELOPMENT and you have selected the HOTEL mosaic – fill in the Hotel Name/Location, Dates, the Allocation and select Itemize to open up

expense tiles typically found on a hotel bill. Your itemized expenses must sum to the spent amount.

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d) Cash Advance Request It must be at least $500 and is used when you require cash prior to incurring the expense e.g., out-of-pocket expenses when travelling to countries that do not readily accept VISA p-cards. Enter the cash advance amount and business purpose. The allocation is defaulted to an account which tracks cash advances and returns. You will be asked to certify that the expenses to be incurred are for legitimate business purposes. Once a cash advance is approved it can be pulled from your eWallet to be claimed on your next expense report.

e) Cash Advance Return It clears any unused cash advance that has been returned to Finance. You can report the returned cash amount in the cash advance return tile on your General Expense, Professional Development or Travel expense report. The allocation is defaulted to the same account as the CASH ADVANCE REQUEST so your cash advance balance will be drawn down by the returned amount.

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f) Mileage Before you start your first mileage claim you should go into your Preference Settings and select the Southern Ontario Car Plan. Your year-to-date cumulative mileage claimed will also show up.

You can claim mileage in the General Expense – Ground Transportation tile, or in the Travel – Ground Transportation tile. Leave the Description field blank as it will be auto populated once you have entered your trip information. Enter the mileage location (Northern, or Southern Ontario). To compute the distance travelled. click Calculate Mileage input the starting and destination locations and click Save Trip.

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If you travelled to another location in this trip, click Add Destination. If you returned back to the starting location, click Return to Start. By dragging the blue line on the map, you can also change the route to accurately display the route taken. The distance travelled for the trip, rate/km, and the reimbursement amount will be auto populated. Click Save.

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g) Itemization It allows you to allocate a receipt to different cost codes, allocations, and project IDs.

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4.The Expense Allocation

The Expense Allocation is a coding string with 3 sections representing the Fund, Campus and Department Code.

_ _ _ _ _ _ _ _ Fund Campus Department NOTE: the department code indicates where the expense is to be charged and may or may not be the same as the department that you are working at (e.g., you may be charging your approved PD activities to the CPOD department). Start Typing in the Department Code. Allocations that match your criteria will appear in a drop-down list. Select the allocation that the expense is to be charged to. Contact your Office Manager if you cannot locate the allocation, you need or if you require assistance in selecting an appropriate allocation.

On the next line Type in / Select your Project code (“000000” for most expenses) Add more allocations if your expense is to be split. You will have the option to split by %, or by $.

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Attach your scanned receipt to the line item.

Save your allocation and receipts

If you have other items to claim on the expense report, add addition expense lines to the report.

Save your expense claim when you are finished.

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ATTACHING RECEIPT IMAGES

When a receipt image is uploaded into the receipt gallery and later attached to an expense line, Chrome River will pre-populate the expense type/mosaic, date, amount, sale tax location, and merchant name. You should review the pre-populated information carefully, especially the expense type/mosaic. Make any adjustments if necessary.

Upload Image Files Using the Computer

Receipt images may be uploaded as a PDF, JPG, or GIF, or emailed to be attached to your expense report.

If you choose to upload PDF receipts, the maximum size for a single upload is 5 MB, and the combined size of all the PDF, JPG, or GIF uploaded must be 100 MB or less. If you are loading a receipt at the time of an expense report creation, you can attach it within the report. If you are pre-loading a receipt, Click eReceipts then Click Receipt Gallery. Drag your image to the image repository.

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When you are ready to attach the image to an expense line on a report, come back to the Receipt Gallery and select the image. Click Add to Report.

You will be given a list of all existing draft expense report to attach the receipt to, or the option to create a new expense report.

Upload Receipt Images Using the Chrome River Snap App on a Smart Phone

Receipt images may also be captured through the Chrome River Snap app on your smart phone. You can download the CR Snap app on the Apple App Store or on Google Play

Once you are in the app your camera function will be activated. Simply take a photo of your receipts and click UPLOAD. The images will be automatically stored in the eReceipts Receipt Gallery. Follow the same steps to attach them to expense lines as above.

Email Receipts into Your eWallet You can also email your receipts into your eWallet under the Offline tab. Take a photo of a receipt, then attach it to an email and send it to [email protected]. Please note that the email needs to be sent from your Sheridan email address.

Each image will appear as its own item, complete with the corresponding information about the expense. If you attach a multipage PDF containing only images, each image will be created as a separate expense item unless you put the amount and currency in the subject line of the email when you submit it. If a multipage PDF contains text, a single item will be created.

https://apps.apple.com/ca/app/chrome-river-snap/id1378725586

https://play.google.com/store/apps/details?id=com.chromeriver.crnative&hl=en_CA&gl=US

mailto:[email protected]

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EDITING AN EXPENSE CLAIM

You can edit an expense claim if you have not yet submitted it for approval. You can find your draft expense claims here.

All draft expense reports will appear on the left menu

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Click on the report to be edited, you have the option to

Open, Delete, or Submit

Open the report

To edit header information, click Open and then Edit . Make your changes to the header and Save.

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After saving the changes to the header, select the expense line that you want to edit on the left.

Details for the line will appear on the right, click Edit to make adjustment to the relevant fields and

Save when you are done.

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REPORTING SCOTIALBANK VISA P-CARD TRANSACTIONS

To facilitate Scotiabank Visa P-CARD reconciliation, all P-CARD transactions on a monthly statement should be reported together in one expense report.

1.The P-CARD Report Header Start a new expense report header with Report Type: PCARD. Enter the Start Date / End Date corresponding to your p-card statement along with the business purpose and fiscal year.

2.The P-CARD Transactions Open the eWallet. P-card transactions are loaded nightly with a 2 – 3 days lag time. Select the P-CARD transactions that correspond to the ones listed on the monthly P-CARD statement. You can select transactions one at a time, or multiple transactions all at once.

Please be aware that there may be transactions that are fed into the eWallet that have not yet been posted. The post date is what is used for the Scotiabank statements. For the P-CARD reconciliation reports, please only submit the reconciled transactions shown on your Scotiabank statements.

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3. The Expense Type / Mosaic The Expense Types are represented graphically by Mosaic Tiles. Each tile has been mapped to an expense account number behind-the-scene.

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Select the appropriate Expense Type / Mosaic Tile that corresponds with the transaction.

When reconciling your transactions, please ensure that you are selecting the correct Sales Tax Location. The sales tax location is the sales tax charged on the receipt or invoice.

S P E C I A L T I L E S

a) Personal Expense – Non-Reimbursable The Personal Expense – Non-Reimbursable tile is a new Employee Receivable Account. If an employee has a personal expense on their statement, they can now allocate it using the Personal Expense – Non-Reimbursable tile. The employee then makes a payment to Finance to clear the receivable balance. This new tile can be found under the Miscellaneous tile. The allocation and Project ID cannot be changed and are correctly defaulted to the Balance Sheet.

To make a payment to Sheridan College. You can either:

a) Mail a personal cheque to Trafalgar campus to the Attention: Financial Services. The manager of AP, AR, and Collections, will have the Department Deposit processed and cash the cheque; or

b) Make an online banking bill payment by adding Sheridan College as a payee with your Sheridan ID as your payee account. Once the payment has been made, please send an email to [email protected] and cc [email protected].

b) Itemization It allows you to allocate a receipt to different cost codes, allocations, and project IDs.



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4. The Allocation The Expense Allocation is a coding string with 3 sections representing the Fund, Campus and Department Code

_ _ _ _ _ _ _ _

Fund Campus Department

NOTE: the department code indicates where the expense is to be charged and may or may not be the same as the department that you are working at (e.g., you may be charging your approved PD activities to the CPOD department)

Start Typing in the Department Code. Allocations that match your criteria will appear in a drop-down list. Select the allocation that the expense is to be charged to. Contact your Office Manager if you cannot locate the allocation, you need or if you require assistance in selecting an appropriate allocation.

5. Attach the Receipts and Statement Attach receipts related to each transaction. If you are missing a receipt, please attach the Missing Procurement Card Receipt Form which can be found on the Expense Reporting page.

When you are finished reconciling all of your transactions, please attach a copy of your Scotiabank Statement to the Header of your report.

M E R G E T R A N S A C T I O N S The Chrome River system will automatically merge a credit card transaction and a receipt from the Receipt Gallery if the following conditions are met:

1. Expense types match 2. Dates are within two days of each other

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3. Amounts are within 25% of each other

However, you may manually merge transactions of any type, amount, or date.

1. Navigate to the eWallet and click ALL to view all transactions.

2. Identify the transactions you wish to merge. Grab one transaction and drag it onto the other.

3. The merged transaction will appear in the primary item's section of the eWallet and the ALL section. The other items in the merged set will no longer appear in their respective sections of the E-Wallet.

https://pt.ca1.chromeriver.com/help/hg_admin_en/Content/Resources/Images/MT-3.png



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4. The icon, date and amount details displayed are those of the primary item in the merged set. Click MERGED DETAILS to see all the items in the set.

5. When you drag the merged item to an expense report, the line item will be created using details from the primary transaction item (e.g., Description, Vendor Name, Amount, Currency, Business Purpose). However, all details from every transaction in the merged set will be displayed in the Downloaded Details section of the line item.

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U N M E R G E T R A N S A C T I O N S If a transaction was merged in error, you may unmerge the transactions.

1. Find the merged transaction in the eWallet and click to expand all the transactions it contains. Then click the broken link icon on the desired transaction to unmerge it from the group.

2. If the group contains more than two transactions, you will need to click on each transaction individually to unmerge it from the group.

3. If the merged transaction has already been added to an expense report, delete it from the report to make it reappear in the eWallet, where it can be unmerged. Once a transaction has been removed from a merge set, it is available to be merged into a new set.

6. Submit for Approval When completed, submit your P-CARD report for approval.

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SUBMITTING AN EXPENSE REPORT

To submit an expense report, click SUBMIT in the lower right-hand corner of the Expense Entry Screen.

To submit the expense report from the Draft Expenses List, highlight it in the grid on the Expense Dashboard. Click SUBMIT in the navigation bar.

After you click SUBMIT, you will be prompted to certify that the expenses are correct and for legitimate business purposes.

• Clicking SUBMIT again will send the report to the first step in the approval routing process.

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Policy Compliance Warnings & Violations A breach of policy will trigger a warning or violation message when you add an expense with a violation, and when you click SUBMIT.

• A compliance warning indicates that additional information is required before the expense can be submitted for approval and processing. Click on the red warning symbol and either modify the data or enter a reply. Then click SAVE to proceed.

• A compliance violation indicates that the expense cannot be submitted for approval and payment based on the company’s policies as defined in the system. Click CANCEL on the Submit screen, make any required changes, and select CLOSE or SUBMIT again.

REPORT TRACKING

Once the expense report has been submitted, it will appear in the Recently Submitted Reports list.

Or you can click on Submitted on the Dashboard on the Expenses banner.

From here, you can track its progress through the approval routing process by highlighting the report and clicking Tracking.

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Approval Workflow

An Expense Report will follow the following approval routing:

1. Claimant’s direct supervisor 2. Allocation approver (if different from step 1) 3. APReview 4. Ready for Export 5. Export to Payroll for payment

a. Will be shown as “Expense Reimbursement” as a separate line item on paycheque

A Professional Development Report (funded by CPOD) will follow the following approval routing:

1. Claimant’s direct supervisor 2. Allocation approver (if different from step 1) 3. CPODReview 4. APReview 5. Ready for Export 6. Export to Payroll for payment

a. Will be shown as “Expense Reimbursement” as a separate line item on paycheque

Cash Advance Requests will follow the following approval routing:

1. Claimant’s direct supervisor 2. Allocation approver (if different from step 1) 3. APReview 4. Executive 5. Ready for Export 6. Export to Payroll for payment

a. Will be shown as “Expense Advance” as a separate line item on paycheque

You may be able to recall a claim if it has not gone through the complete approval process.

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INQUIRY REPORTS

The Inquiry Dashboard allows you to create reports and perform quick inquiries on all your activity by category: expense reports, expense items, delegates, p-card items, approvals, and paid expenses.

1. Click on INQUIRY from any Dashboard. 2. Under the Reports tab, select the report you would like to generate. 3. Select the criteria for the report

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APPROVING EXPENSE REPORTS

Approve on Computer

1. Log-in to Chrome River EXPENSE and navigate to the Approval Dashboard.

2. The Approval screen shows all the reports waiting for your approval. Select an expense report and click OPEN to review it.

3. The Expense Approval Screen lists each line item that requires your approval on the left and provides expense details, notes and receipt images on the right.

4. You can review, adjust, or return each line item individually by highlighting it in the list.

a. Clicking ADJUST will open the expense item so that you can change the approved amount, business purpose, and/or cost center. You are prompted to add a comment about the adjustment

b. Clicking RETURN will send the expense item back to the expense owner.

5. When you have finished reviewing the expense, click SUBMIT to pass the approved expense line items on.

Clicking RETURN REPORT will send the entire expense report back to its owner. The owner can only edit or remove the line items already in the report but won’t be able to add line items to the report. You will be required to provide an explanation and click SUBMIT again.

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Approve by Email

Approvers will receive an email from [email protected]. From the email, you may approve all expenses for payment or return all expenses to the expense owner with questions or comments simply by clicking the ACCEPT or RETURN button (users who receive HTML-formatted emails) or forwarding the email (users who receive text-only emails).

• To approve or return only specific line items on a report, you will need to log into Chrome River to approve.

• Click the VIEW RECEIPTS link at the bottom of the email to be taken directly to the report in the Chrome River app.

Email approvals may only be sent from your Sheridan College email address.

There are two ways to route the expense by email:

1. Click ACCEPT. This creates a new email that must be sent for the change to be reflected in Chrome River. To add questions or comments, simply type them in the body of the email, above the forwarded text, then click SEND.

2. Alternatively, you may forward the approval email notification to [email protected].

Either of these is equivalent to clicking SUBMIT in Chrome River EXPENSE online and instantly approves all line items on the report.


https://pt.ca1.chromeriver.com/help/hg_admin_en/Content/C_Expense_Approvals/Approve_Via_Email.htm

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1. Click RETURN. This creates a new email that must be sent for the change to be reflected in Chrome River. To add questions or comments, simply type them in the body of the email, above the forwarded text, then click SEND.

2. Alternatively, you may forward the email to [email protected].

Either of these is equivalent to clicking RETURN ALL in Chrome River EXPENSE online and instantly rejects all line items on the report.

Certain devices may auto populate the email "From" field with the default email address for the device (Windows example below), rather than the email address to which the approval notification was sent. Be sure the "From" field contains your primary Chrome River account email address before you click SEND on your approval or return email.

Please go to the links below to configure the Default Mail App.

Windows: https://it.sheridanc.on.ca/service-catalogue/email-calendar/employee/mail-app-win10.html

macOS: https://it.sheridancollege.ca/service-catalogue/email-calendar/employee/mail-mac-365.html


https://it.sheridanc.on.ca/service-catalogue/email-calendar/employee/mail-app-win10.html

https://it.sheridancollege.ca/service-catalogue/email-calendar/employee/mail-mac-365.html

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ASSIGNING DELEGATES

Assigning a Delegate to Prepare the Expense Report

Open your Profile, and Settings

In Delegate Settings add your delegate’s name. Save.

If a delegate submits a report on the claimant’s behalf, the report will route to the expense owner for their approval before routing to the expense owner’s direct supervisor.

Assigning a Delegate Approver

If you have an approver role, you can assign a delegate to assist in the approval process for a specific period. The delegate must be at a Manager level or above.

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TRAINING AND RESOURCES

Sheridan Central Expense Reporting Page

Visit the Sheridan Central Expense Reporting page for resources and training sessions.


Sign up for webinars offered by Chrome River

• for claimants https://register.gotowebinar.com/rt/7881583424753785867 • for approvers https://register.gotowebinar.com/rt/5282610615575197451 • for reporting and analytics overview https://register.gotowebinar.com/rt/6811912542555879691

Access Chrome River videos

You must be logged into Chrome River to access the videos. Try switching to another browser if you encounter access issues.

Getting Started https://pt.ca1.chromeriver.com/help/hg_user_en/Content/A_Getting_Started/Quick_Start_Video.htm

Creating a New Expense Report https://pt.ca1.chromeriver.com/help/hg_admin_en/Content/B_Create_Expense_Report/Create_Report.htm

Add Receipt Images https://pt.ca1.chromeriver.com/help/hg_user_en/Content/B_Create_Expense_Report/Add_Images.htm

Approve Expenses https://pt.ca1.chromeriver.com/help/hg_user_en/Content/C_Expense_Approvals/Approve_In_App.htm

QUESTIONS AND CONCERNS If you have any questions or need additional support, please contact Ashley Shimizu, Expense Administrator via [email protected] or [email protected]


https://register.gotowebinar.com/rt/7881583424753785867



https://pt.ca1.chromeriver.com/help/hg_user_en/Content/A_Getting_Started/Quick_Start_Video.htm

https://pt.ca1.chromeriver.com/help/hg_admin_en/Content/B_Create_Expense_Report/Create_Report.htm

https://pt.ca1.chromeriver.com/help/hg_admin_en/Content/B_Create_Expense_Report/Create_Report.htm

https://pt.ca1.chromeriver.com/help/hg_user_en/Content/B_Create_Expense_Report/Add_Images.htm

https://pt.ca1.chromeriver.com/help/hg_user_en/Content/B_Create_Expense_Report/Add_Images.htm

https://pt.ca1.chromeriver.com/help/hg_user_en/Content/C_Expense_Approvals/Approve_In_App.htm

https://pt.ca1.chromeriver.com/help/hg_user_en/Content/C_Expense_Approvals/Approve_In_App.htm



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Appendix I – Tile / Mosaic and Account Number

Cash Advance Report

Drawer / Tile Name Expense Name Mosaic Name Account Number

Cash Advance Cash Advance Request Cash Advance 133030

General Report


Ground Transportation

Travel / Other General 555000

Car Rental Rental Vehicle 555005

Car Rental Fuel Rental Vehicle Fuel 555005

Mileage Mileage 555100

Parking Parking 555005

Public Transit Public Transit 555005

Taxi / Car Service Taxi/ Car Service 555005

Tolls Tolls 555005

Train / Rail Train/ Rail Tickets 555005

Meals / Entertainment Business Meals Business Meals 532010

Breakfast Breakfast 532010

Lunch Lunch 532010

Dinner Dinner 532010

Incidentals Incidentals 532010

Food Purchases Food Purchases 532000

Licensed Beverages Licensed Beverages 532005

Hospitality Hospitality Food 532015

Telecommunication Internet / Wi-Fi Internet 537000

Mobile / Cellular Stipend Cellular Stipend 552015

Mobile / Cellular Cellular Upgrade 552015

Long Distance Long Distance 552010

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Software Software General 547000

Maintenance & Repairs Maint & Repairs General General 537000

Maint & Rep Vehicles Vehicles 537020

Maint & Rep Equipment Equipment 537050

Maint & Rep Gas

Purchases Gas Purchases 537025

Non-Instructional Supplies

Book/Subscr General Book/ Subscriptions 524000

NonInst Sup Bookstore

Suppl Bookstore Supplies 540005

Computer Supplies Computer Supplies 544000

Copies / Printing / Paper Copies/ Printing/

Paper 540050

Office Supplies General 540000

Postage / Courier Postage/ Courier 527005

Safety Boots & Glasses Safety Boots &

Glasses 540000

Shipping/Freight/Handling Shipping/ Freight/

Handling 527010

Instructional Supplies Inst Sup General General 534000

Program Kits Supplies Program Kits Supplies 536000

Program Material Supplies Program Material

Supplies 536010

Inst Sup Bookstore

Supplies Bookstore Supplies 534005

Inst Sup Printing Charges Printing Charges 534015

Dues / Fees Professional Membership

Dues Professional

Membership Dues 538000

Special Events Sp Events General General 548000

Sp Events Food Food 548005

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Miscellaneous Meeting Room Rental Meeting Room Rental 539000

Miscellaneous / Other Miscellaneous General 539000

Tips / Gratuities Tips/ Gratuities 539000

Gifts Gifts 539000

Contract Services Contract Serv General General 526000

Cash Advance Cash Advance Return Cash Advance Return 133030

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PCARD Report


Air Travel Airfare Airfare 555005

Baggage Fee Baggage Fee 555005

Visa / Passport Fee Visa/ Passport Fee 555005










Tolls Tolls 555005


Hotel Hotel - Lodging Lodging 555015

Hotel - Taxes / Fees Taxes/ Fees 555015

Hotel - Internet / Wi-Fi Internet/ Wi-Fi 555015

Hotel - Parking Parking 555015

Hotel - Business Meals Business Meals 532010

Hotel - Laundry Laundry 555015


Lunch Lunch 532010





Lunch Lunch 532010


Sheridan College

Page 42 of 49

Updated May 6, 2021


Food Purchases Food Purchases 532000

Licensed Beverages Licensed Beverages 532005

Hospitality Hospitality Food 532015

Travel Meals Meals 555010

Telecommunication Internet / Wi-Fi Internet 537000

Mobile / Cellular Cellular Upgrade 552015

Long Distance Long Distance 552010

Telephone Exp General General 552000

Telephone Exp Regular

Charges Regular Charges 552005

Software Software General 547000

Software Exp Software

Maint Maintenance 547010

Software Exp Academic

Labs Academic Labs 547015

Software from US

purchase US Purchase 547025

Software from US yearly

fee US Yearly Fee 547030

Maintenance & Repairs

Maint & Repairs General General 537000

Maint & Rep Vehicles Vehicles 537020

Maint & Rep Equipment Equipment 537050

Maint & Rep Building Building 537045

Maint & Rep Gas

Purchases Gas Purchases 537025

Maint & Rep Grounds Grounds 537005

Maint & Rep EDP Printers EDP Printers 537035

Non-Instructional Supplies

NonInst Sup Voucher Program

Athletics Voucher Program

540025

Book/Subscr General Book/ Subscriptions 524000

Sheridan College

Page 43 of 49

Updated May 6, 2021

Book/Subscr Goods for

Resale Book/ Subscriptions for

Resale 524005

NonInst Sup Bookstore

Suppl Bookstore Supplies 540005

NonInst Sup Cleaning Cleaning 540015

Computer Supplies Computer Supplies 544000

Copies / Printing / Paper Copies/ Printing/ Paper 540050

Digital Collections Digital Collections 524010

Non-Instr Furn/Equip

Purchase Furniture/ Equipment

Purchase 545019

Office Supplies General 540000

NonInst Sup Grounds Grounds 540040

Rent:Op Lease NonInst

InfoTech Lease InfoTech 545015

Mail Expenses Courier Mail Expenses Courier 527000

Photocopier Exp General Photocopier Expense 542000

Postage / Courier Postage/ Courier 527005

Printing Charge Printing Charge 540030

Safety Boots & Glasses Safety Boots & Glasses 540000

NonInst Sup Security Security 540010

Shipping/Freight/Handling Shipping/ Freight/

Handling 527010

NonInst Sup Sports &

Training Sports & Training 540020

Instructional Supplies

Inst Sup General General 534000

Program Kits Supplies Program Kits Supplies 536000

Program Material Supplies Program Material

Supplies 536010

Program Technology

Supplies Program Technology

Supplies 536040

Inst Sup Bookstore

Supplies Bookstore Supplies 534005

Inst Sup Printing Charges Printing Charges 534015

Inst Sup Testing Supp Testing Supplies 534050

Sheridan College

Page 44 of 49

Updated May 6, 2021

Course/Program General Course/Program 528000

Instructional Furn/Equip

Purch Furniture/ Equipment

Purchase 545018

Dues / Fees Currency Exchange Fee Currency Exchange Fee 533000

Professional Membership

Dues Professional


Prof Fee Gen Professional Fees

General 521000

Special Events Sp Events General General 548000

Sp Events Food Food 548005

Sp Events

Decor/Flowers/G Décor/Flowers/G 548010

Sp Events Hospitality Hospitality 548030

Sp Events Premier's

Award Premier's Award 548025

Sp Events College BBQ College BBQ 548020

Sp Events Long Service Long Service 548015

Miscellaneous Meeting Room Rental Meeting Room Rental 539000

Miscellaneous / Other Miscellaneous General 539000


Personal Expense - Non-

reimbursable Personal Expense - Non-reimbursable

133075

Gifts Gifts 539000

Misc Staff Awards Staff Awards 539025

Misc Uniforms Uniforms 539040

Misc Equipment Rental Equipment Rental 539045

Misc Course Fees Course Fees 539050

Misc Fuel Fuel 539055

Field Work General Field Work General 531000

Train Stipend Training

Suppor Training Support

Stipend 549015

Inter Dept Cost General Inter Dept Cost General 541000

Miscellaneous Other Miscellaneous Other 539005

Sheridan College

Page 45 of 49

Updated May 6, 2021

Insurance College Policie Insurance College Policies 535005

Premise Rental Fund Premise Rental Fund 545500

Premise Rental Unfund Premise Rental Unfund 545600

Advertising Advert General General 520000

Advert Sheridan

Corporate Sheridan Corporate 520002

Advert Corporate Brand Corporate Brand 520010

Advert Con Ed CAPS 520015

Advert Diploma Degree Diploma/Degree 520020

Advert Grad Certificate Grad Certificate 520030

Publ Diploma Public Diploma 520035

Contract Services Contract Serv General General 526000

Contract Serv Other Other 526025

Contract Serv Cleaning Cleaning 526030

Contract Serv Convenors Convenors 526035

Bus Transportat General Bus/Shuttle

Transportation 550000

Sheridan College

Page 46 of 49

Updated May 6, 2021

Professional Development Report














Tolls Tolls 543005









Lunch Lunch 543010





Lunch Lunch 543010


Sheridan College

Page 47 of 49

Updated May 6, 2021


Dues/Fees Professional

Membership Dues Professional


Professional Development

Conference / Seminar Conference/

Seminar/Training 543025

Course Fees Course Fees 543025

Tuition Reimbursement

- Admin Tuition Reimbursement -

Admin 543000


- Faculty Tuition Reimbursement -

Faculty 543000


– Support Staff Tuition Reimbursement –

Support Staff 543000

General General 543000

Miscellaneous Miscellaneous / Other Miscellaneous General 539000



Sheridan College

Page 48 of 49

Updated May 6, 2021

Travel Report














Tolls Tolls 555005









Lunch Lunch 555010





Lunch Lunch 555010


Sheridan College

Page 49 of 49

Updated May 6, 2021


Dues/Fees Currency Exchange Fee Currency Exchange Fee 533000

Miscellaneous Miscellaneous / Other Miscellaneous General 539000



Documents

Chrome River User Guide