Newsletter

Procurement, Travel, & Disbursements

Chrome River

New Top Navigation Bar Coming Soon!

Chrome River will soon introduce an all-new top navigation bar that prioritizes key information and streamlines the user interfaceThe top navigation bar will be enhanced with new dedicated buttons for quick access to the Chrome River Help Center and the Admin Settings menu.

 The + CREATE buttons used to create new expenses and pre-approval requests will be relocated to the EXPENSE and PRE-APPROVAL ribbons.

Chrome River will add PLUS buttons to the Draft, Returned and Submitted lists, giving users another easy option for starting new reports and pre-approval requests.  User who have no draft items, will see a large plus button in the center of the Draft pane that allows them to quickly create a new one.

 

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Travel

Mileage Reimbursement

Mileage reimbursement is not permissible between SHSU properties when one-way Distance is 15 miles or less for routine business deliveries/pick up during normal working hours.  If mileage exceeds the minimum distance, then full mileage can be claimed.

Year End Deadlines

  • All travel using a travel card before 08/01/21 must be reconciled and submitted through Chrome River by noon

08/16/21

  • Completed Travel Expense Reports (not using travel card) for reimbursement before 08/31/21

08/20/21

  • Travel Expense Reports will be accepted after this; however, reimbursement may occur after September 1, 2021.

08/20/21

  • Direct Pay (State) – Due by 5:00 p.m.

08/16/21

  • Direct Pay (Local) – Due by 5:00 p.m.

08/20/21

  • All receiving in BearKatBuy for FY 21 POs must be completed by 5:00 p.m.

08/20/21

  • All invoices for FY 21 payments must be in Disbursements before noon

09/03/21

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Purchasing & P-Card

Food Services On Campus - Aramark

Per Finance & Operations Policy FO-20 Aramark is the exclusive food service provider for Sam Houston State University. Arrangements for special luncheons, meetings, dinners and catering services should be made through Aramark Food Services.  Charges are based on the menu and number of people served. A University purchase order is required to be executed when booking the university event. 

 

Exemptions include food and beverages services in the Johnson Coliseum, Gibbs Ranch, Walker Education Center, LEMIT Building or locations away from the main University campus in Huntsville.  No outside food should be purchased and bought on campus for special luncheons, meetings, dinners and catering services without waiver and/or prior approval. 

Campus Wide Contract for Golf Carts, Utility Carts, and Low-Speed Vehicles

A campus-wide contract for the purchase of golf/utility carts and low speed vehicles is available for departments to utilize through E-Z GO.  Contract may be used through 8/31/25.

Please contact Dale Barnes, SHSU Facilities for quote and order processing.  

Dale Barnes
Fleet & Sanitation Supervisor
SHSU Facilities
(936) 294-1897
deb023@shsu.edu

 

 

Year End Deadlines

For complete details go tohttps://www.shsu.edu/dept/procurement-business-services/fiscal-year

  • Request for proposals (any dollar amount) requisition must be received in Procurement approval queue by 5:00 p.m.

06/04/21

  • Formal bids (over $15,000 and including HEAF) requisition must be received in Procurement approval queue by 5:00 p.m.

06/18/21

  • FY 21 BearKatBuy requisitions (under $15,000 or on a contract not requiring bids) must be submitted by noon

08/27/21

  • P-Card – The P-Card can be utilized through the end of the fiscal year. P-Card transactions requiring a Technology Oversight Approval (TOA) must have an approved TOA form issued from IT@Sam by August 2, 2021 at 5:00 p.m. The billing cycle for the P-Card will end on September 3, 2021 at midnight. You may begin generating your Expense Reports on Monday, September 6, 2021. In an effort to ensure that all payments are made in a timely manner, all transactions (state, agency, grant, and local) must be reconciled and submitted in Chrome River by Friday, September 10, 2021 at 3:00pm. Any transactions utilizing STATE/APPROPRIATED funds during this billing cycle will be paid from FY 22 funds.

  • P-Card transactions paid using grant funds during this billing cycle must be reconciled and submitted on a separate expense report on Friday, September 10, 2021. 

      • Departments with expenses allocated to local, state and grant funds will need to report those expenses on two separate reports.  
        • 1st report should list ONLY local and state appropriated expenses and allocations during the cycle.  Any transactions utilizing STATE/APPROPRIATED funds during this billing cycle will be paid from FY22 funds because of the State Comptrollers deadlines for reporting that occur before the P-Card report due date. 
        • 2nd report should list ONLY expenses paid with grant funds during the cycle.  The report should be titled “Your Departments Name (as it appears on your P-Card), Current Year, P-Card Report - Grants”  i.e. Procurement, 2021 P-Card Report – Grants.

  • If departmental transactions are not fully reconciled and submitted by the deadline of September 10th, Procurement will intervene and apply them to FY 21 departmental funds so the bill can be paid on time. If you are a new delegate and require reconciliation training within Chrome River, please contact Procurement to set up a date and time for training before the September 10th deadline. Any transaction that does not post to your account during this billing cycle will be paid out of FY 22 funds.

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