Newsletter

Procurement, Travel, & Disbursements

Chrome River

Chrome River offers the capability to Merge eWallet Transactions with Existing Line Items on a report.

Desktop and wide-screen mobile device users may drag and drop eWallet transactions (e.g., travel data) onto existing line items in order to merge them.

  • If the dragged and dropped item is the primary transaction, the line-item editing form will open with the primary transaction data pre-populated.  For credit card transactions only, certain fields like date and amount will be disabled to prevent alteration of the imported credit card data.
  • If the item is not the primary transactions, it will simply be merged with the line item.

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Travel

Click on the following link for access to Year End Deadlines for Disbursements and Travel Services!

All departments should utilize this time to review any open encumbrances for Travel and complete an expense report if transactions are associated with the travel.

If an Expense Report was not tied to the Pre-Approval at the time of submittal, then the encumbrance will remain open on the departmental FOAP.  Please submit a Release Encumbrance Request Form (found on the Forms page) with the required information to travel@shsu.edu.  Please ensure that the travel is reviewed prior to submitting the form to release encumbrance.  

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Purchasing & P-Card

Click on the following link for access to instructions and reminders Finishing Fiscal Year End 2020!

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 3, 2020 at 5:00 p.m.  The billing cycle for the P-Card will end on September 3, 2020 at midnight.  You may begin generating your Expense Reports on Monday, Spetember 7, 2020.  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, 2020 at 3:00 p.m.

Any transactions utilizing STATE/APPROPRIATED funds during this billing cycle will be paid from FY 21 funds.

Refunds for registrations paid for with the PCard should be refunded directly back to the PCard.

In the event the merchant opts to provide a check for refund, the check must be made payable to Sam Houston State University and applied back to the FOAP of the initial registration charge.  The refund receipt and/or an email from the merchant confirming cancellation should be attached to the P-Card expense report along with a completed Missing Receipt/Documentation/Problem Resolution form.  Should the merchant request to issue the refund by other means please contact Procurement for further instructions.

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Disbursements

Where do I find an invoice once it’s processed by Disbursements and ready to be receipted?

A comment to receipt the invoice is sent to the requestor and the invoice can be viewed within the Internal Attachments section of the specific invoice.  The invoice is saved as the associated "E" invoice number.

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