Pre-Approval Report

Travel

Pre-approvals reports must be completed and approved before travel for overnight in-state, out-of-state, and foreign travel for SHSU employees and student travelers. An approved Pre-Approval Report encumbers the funds if budget is available in the 710 (Travel) Budget Pool in Banner.

The Pre-Approval Report should be completed and approved prior to travel, regardless of the cost to the university.

Approvals vary by funding source and organizational structure. Who approves your travel?

All Travel

Approved by Chair & Dean or Director

Out of State Travel

Additional approval by Vice President

Foreign Travel

Additional approval by International Programs & Risk Management

Grant Funded Travel

Additional approval by Principal Investigator (PI) and Office of Research Administration

Approvers will receive an email from Chrome River when approval is needed.

Chrome River

Encumbrances

FGIENCD Banner Report. The last 7-digits of the Pre-Approval Report ID are prefixed with “C” to encumber funds on FGIENCD in Banner. The encumbrance description will show the last name of Chrome River Profile and the Pre-Approval full 12 digit number.

Banner Account Code. All travel encumbrances are applied to one Banner account code 710000 – Chrome River Travel Office Use Only.

Manual Close. A balance may still be holding funds in Banner and require a manual close. The SHSU travel card alleviates the need to request a manual close of the encumbrance.

Always Check Banner. Pre-Approvals status indicator may not reflect the same information as Banner. It’s important to always review Banner to obtain accurate encumbrance data.