Adjust a Chrome River Expense

During the approval process, Chrome River (CR) Approvers can edit or “adjust” certain fields on expense reports. Adjusting a report instead of returning it to the submitter can reduce report processing time. Adjusting expense reports is done at the approver’s discretion; it is not required. Adjustments may only reduce the amount of a reimbursement, not increase it. Furthermore, Approvers cannot add or delete entire expenses. 

View a video of this process

What can be adjusted & by whom

The table below describes what fields can be edited, and by whom, on a submitted report.

As a rule, Approvers cannot edit any header-level information. If a header field must be edited, the Approver should return the report to the submitter and give descriptive notes explaining what actions they should take. The report submitter should then recall the report, which will move the report into their Expense Report Drafts and make the fields editable to them. Once the revisions are made, the submitter should re-submit the report.

These header-level fields cannot be edited by any user: Business Purpose, Report Type, Trip Destination, and Travel Type. If these fields must be edited, the approver should return the report with descriptive instructions and the submitter must create a new report.

Adjusting an Expense

Open the expense report via your Approvals Needed list and click Open in the upper right corner to view all expense lines.

In the left pane, select the expense you need to adjust. The expense opens to display expense details on the right. In this scenario, we’ve reviewed the attached receipt and discovered that the reimbursement claim includes some unallowable expenses. Click Adjust in the upper right-hand corner.

In the Approved amount field, enter the correct amount to be reimbursed. In this example, we reduced a lodging reimbursement from $736 to $700. Chrome River also requires an explanation of the adjustment. Enter the reason for the adjustment in the Adjust field.

In this example, we’ve entered “Deducting meals and bottled water from lodging reimbursement. Food and drinks are reimbursed using the Per Diem Wizard.” The checkbox underneath the text field, which is checked by default, will notify the expense owner of the changes. Leave this box checked.

Click Save in the upper right corner when finished.

After clicking Save, the expense line in the left pane updates to reflect the adjusted, Approved amount. The Spent amount stays the same for record keeping.

Continue a thorough review of each expense and associated receipts or comments on the report until review is complete.

Reminder: Approvers cannot add or delete entire expenses. If you need to add an expense, such as per diem for example, return the report to the submitter.