When a trip consists of prepaids (items paid for with IU’s ghost card) and reimbursements (items the traveler paid for with personal funds), best practice is to separate each type to their own report. However, Chrome River expense reports can contain both prepaid and reimbursement items.
As an approver, how do you tell the difference between these expense types on the report and make sure the traveler isn’t overpaid?
Review Receipt Details
Payment details on the receipt should always be an approver focus and help you catch prepaid items being requested as a reimbursement. The table below describes what kind of details you’ll find on different prepaid item receipts.
| Travel partner | Expense tile(s) | Payment details |
| Egencia | Airfare, Hotel | "Central Bill" appears next to the payment method. Click here to see an example. |
| Enterprise/National through Egencia | Car Rental | "Direct Billing" appears under payment information. Click here to see an example. |
| Classic Touch/Carte Blanche | Taxi/Shuttle | IUTRAVEL appears in the account field. Click here to see an example. |
If you discover that a prepaid item was entered as a reimbursement, log a comment on the expense report and return the report to the expense owner. The expense owner must locate the prepaid Credit Card Item in their eWallet and use it to reconcile the charge. Additional documentation may be required, such as a final itemized receipt for Enterprise/National rentals.
Alternatively, if you can’t determine if an expense report item is prepaid or truly a reimbursement, return the expense report to the expense owner and request additional clarification. The expense owner may need to provide a bank statement (with critical data redacted, of course) to help substantiate the charge if they truly did pay using personal funds.