Newsletter

Procurement, Travel, & Disbursements

Chrome River

Limit of 100 Line items per Expense Report

Based on research indicating that having a large number of expenses on a report negatively affected user experience for expense owners and approvers, Chrome River will now limit the total number of line items allowed on a single expense report to 100. This includes itemizations on expense types like Hotel, line items created using the Per Diem Wizard, and line items created via the Import Pre-Approval feature. A line item countdown will appear in the expense report header when the user is 20 items away from the limit. 

Recall Reports from Dashboard

Users are able to Recall an expense report to make changes and/or updates to report information prior to approval.  Recall Expense Routing allows expense owners and/or delegates to place any expense report in Draft status as long as none of the line items have been fully approved.  Chrome River has added a RECALL button to the Returned Expense Reports Dashboard making it easier to recall a returned report.  You can also access the RECALL button on the Submitted expense Reports dashboard to move a pending report back to the Draft status to make changes and/or updates.  

CR SNAP Update

CR SNAP has been updated to Version 3.0.3 in preparation for an upcoming security enhancement in Version 3.0.5 that limits the number of devices each user may have logged in to the app.

  • When users update to Version 3.0.3, they will be automatically logged out of CR SNAP on all devices and need to log back in.
  • With the release of 3.0.5, users will see a new “Device Limit Reached” screen when they have three devices logged into CR SNAP and attempt to log in on a fourth device. The screen will list all the active devices and allow users to remove one or more devices in order to log in on the current device. 

It is essential that users upgrade to Version 3.0.3 when it is released because CR SNAP versions 3.0.2 and older will be unusable after Version 3.0.5 is released. Users who are not on at least 3.0.3 at the time of 3.0.5’s release will either be unable to upload receipts or will receive a generic error message when they attempt to log in.

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Travel

Year End Deadlines

  • All travel using a travel card before 08/01/20 must be reconciled and submitted through Chrome River by noon

08/16/21

  • Completed Travel Expense Reports (not using travel card) for reimbursement before 08/31/20
    • Travel Expense Reports will be accepted after this; however, reimbursement may occur after September 1, 2020.

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 20 POs must be completed by 5:00 p.m.

08/20/21

  • All invoices for FY 20 payments must be in Disbursements before noon

09/03/21

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Purchasing & P-Card

BearKatBuy New User Experience

This summer BearKatBuy will be moving to a new user experience and look within the portal.  The new user experience will bring a more streamlined look to the checkout process on Requisitions, and a  new look to the Purchase Order and Invoice as well.  This is a mandated change by Jaggaer, the software provider, to all customers nationwide.  This is not an optional feature or upgrade.  

Starting on Friday, June 25 there will be a toggle button added to the BearKatBuy production environment to allow users to switch to the new user experience to start familiarizing yourself with the new look and functionality.  There will also be a notification banner added to the BearKatBuy shopping page on June 25 for users to learn more.  

Due to the upcoming changes, Procurement has scheduled training sessions to cover the new look and functionality.  Starting June 28, and continuing for a three week period, there will be BearKatBuy New User Experience Update Training offered via Zoom.  Users can sign up for these classes via Talent Management under the title of BearKatBuy New User Experience Update.
 

The roll out of the new look and user experience will hit BearKatBuy Production on July 26, 2021.  At that time the toggle switch will no longer be available to switch from the existing look to the new look.  Procurement encourages all users to use the toggle feature, once available, to familiarize yourself with the changes in functionality and sign up for the class through Talent Management during the specified timeframe.  Practicing with the new look through the toggle feature and taking the Zoom training will ensure users do not encounter any delays in processing their requisitions.

Book Purchase Clarification

Departments are required to contact Barnes and Nobles on campus regarding availability and purchase of all textbooks and other course materials for students and participants prior to purchasing with an outside vendor. Special circumstances requiring that course materials be purchased through a vendor outside of the University Bookstore are subject to prior written approval by the AVP of Auxiliary Services.

Please refer to the Finance & Operations Auxiliary Services Policy FO-AUX-02 for more information.

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 20 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 Thursday, September 10, 2021 at 3:00pm. Any transactions utilizing STATE/APPROPRIATED funds during this billing cycle will be paid from FY 22 funds.

  • 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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