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General
What is MyExpenses?
MyExpenses is WVU’s mobile-friendly version of an electronic reimbursement and travel expense tool called Chrome River. This software system is designed to eliminate waste, and reduce both inefficiency and employee frustration over slow, paper-based processes. MyExpenses will help reimburse employees faster, easier and with less risk of error.
Why should I use MyExpenses?
It’s more efficient, and that means money in your pocket faster. Eventually, its use will be mandatory. MyExpenses will:
Eliminate the need to process some 650,000 pieces of paper, including 17,000 expense reimbursements and 175,000 annual PCard transactions a year, plus monthly PCard statements and vendor registrations for state employees.
Eliminate the need for employees to certify invoices.
Eliminate the need to store paper PCard receipts for five years
Eliminate the need for hand-delivery and couriers sending in settlements
Are there other advantages?
Yes, many! Here are a few:
The system relies on the same single sign-on system, meaning it will use your WVU Login credentials. You won’t need a separate password.
It will ensure more accuracy in designating funding sources.
Reimbursements can now include both state and WVU Research Corp. funding.
Employees, supervisors and task managers can all approve expenses by email
SBAs issue approvals electronically.
WVU employees will no longer need to be registered as vendors in the state OASIS system. It also streamlines electronic payment for services.
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How does it work?
With MyExpenses, you’ll be able to take photos of your receipts and upload them to the system. Per diems and mileage rates will be built in, so you’ll no longer have to calculate those on your own.
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Yes. Detailed training videos and Quick Start guides can be found here.
Who can I contact for help?
For login issues, go to login.wvu.edu to check your account status. Submit a ticket if an ITS request if you need additional assistance.
For questions about how to use MyExpenses, email pcpshelp@mail.wvu.edu.
MyExpenses Login Prompting for Company ID
When users are logging into the MyExpenses (Chrome River) website using WVU Portal, or directly to MyExpenses, they will be prompted to log in again and enter the Company ID.
This happens because the person feed is not being updated to MyExpenses. The ticket should go to PCPS or an email needs to be sent to PCPS at PCPS@mail.wvu.edu.
Submitting a report
Will I need to know my funding string?
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Approvals, returned reports, tracking, etc.
Who needs to approve
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MyReports? How can they approve them?
All reports will require SBA approval and either your supervisor’s approval or the Task Manager (if grant-funded). Reimbursements will also be approved by PCPS. Approvals are done electronically via email, mobile devices or by logging into the system. See the MyExpenses training for the related video/quick start document.
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If you need to reassign a report to another approver (i.e. your Chair/Director’s approval is required on all travel for his/her budget), you can do so by selecting the report in your approvals folder and then selecting Reassign under the options. See the MyExpenses training for the related video/quick start document.
How can I find where
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MyReports are within the approval process after I submit them?
You can track your report by selecting it within the expenses Submitted Last 90 Days section on your main MyExpenses page. Select the Tracking button. This will let you see where your report is in the approval process, if it has been approved for payment, and if payment has been issued.
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