Welcome to Emburse!

Enterprise Chromer River App

Emburse Enterprise app

Emburse is a web application that offers the latest in travel management. Travelers enjoy the same user experience across all devices, desktops, laptops, tablets and smartphones. For LC State we are using the Emburse Enterprise application provided by Emburse, Inc.  On the Google Play option this will be the first one with logo on this page.

The business rules engine in the application assists travelers in complying with LC State policies more efficiently by applying travel policies as the expense reports are created, which will prevent delays in processing for travel expenditures.

If you would like to schedule a training session for your college/area or receive more information concerning Emburse, please contact COTravel@lcsc.edu.

Emburse Information

Emburse QA (Testing) Emburse site

  • First Time logging in
    • User ID = the beginning of lcsc.edu email- EX cmmcalister
    • Don’t place password
    • Company ID = LCSC.EDU
    • Click on Forgot password
  • After First time logging in
    • User ID = the beginning of lcsc.edu email- EX cmmcalister
    • Type in password created
    • Company ID = LCSC.EDU
      • If you save username and password in Google, you will only need to enter in Company ID in future

Emburse PROD (production) site

  • Utilizes single sign on (SSO) verification to log in

 

 

  • Other Travelers- You can use this to attach a list of who else is traveling with you.
  • Summarized Expenses Form- You can use this form to help identify what is getting paid out and what is going on Direct bill/P-Card.

Emburse Scribes

How to do a Pre-Approval and import to an Expense Report Examples

Emburse FAQ

Emburse, previously referred to as Chrome River, is an online travel system designed to reimburse employees for travel expenses paid out of pocket. It is replacing our current PDF travel system for employees.

Emburse Resources and Scribes (step-by-step video guides) are available on this page. Additionally, training guidelines provided by Emburse may be found within the Help section on the Emburse Application. You may also contact the Travel Desk at COTravel@lcsc.edu or 208-792-2689 to set up one- on- one in person or Teams training.

  1. The first step is to submit a pre-authorization for the trip, previously called a travel authorization. All expenses related to the travel are to be submitted on the pre-authorization. These are estimated expenses unless the actual cost is known. 
  2. The second step is to submit an expense claim for a cash advance, if one was requested and approved on the pre-authorization (as noted in the comment section of the pre-authorization). Cash advances are limited to 75% of the combined Per Diem and Mileage and must be a minimum of $250. The submitted amount will be reviewed to ensure it matches the approved amount. If a cash advance was not requested or approved, this step may be skipped.
  3. The final step is to submit an expense claim for the trip, previously called a travel claim. Pre-Approval is required to import into an Expense Report.  All travel-related expenses must be included, regardless of whether they were paid by p-card or directly billed. P-card and direct-bill expenses should be noted in the comments section of the expense claim, and expenses reimbursable to the traveler should be added accordingly. Copies of all required receipts must be attached to the expense claim.

The Report Name needs to include the Destination, First Date of Travel and 7-digit Warrior ID # in that order.  When a Pre-Approval is imported into an expense claim, the same report name will automatically populate. If there is no pre-authorization, the expense claim should follow this same naming convention.

Yes. To help close out Pre-Approvals and identify $0.00 tickets, an expense report must be created. Please keep at least one line item on the expense report with an amount of $0.00. In the Expense Report header, add a comment indicating that all items were paid by P-Card, and be sure to attach all applicable receipts. 

A pre-approval can only be used once for an expense report.  If more than 120 days have passed since the travel end date listed on the pre-approval, it is considered expired, and a new pre-approval must be completed and approved before the travel claim can be submitted.

Pre-approval and expense reports will show as long as the employee is employed with the college. They do not archive and move somewhere else.

All pre-approvals will expire 120 days after the travel end date listed. However, the pre-approval can be manually “expired” before the 120 day period.

Yes, you can do everything on the app that you can do on the website.  The app also allows taking pictures of receipts on the go.

Original receipts will no longer be required to be submitted with the expense claim in Emburse. A copy of the receipt attached is sufficient. However, the department will be required to keep the original receipts per the 4.103 Records Retention.

A user’s access to Emburse will be automatically removed upon departure. Therefore, all expense claims must be completed and paid before the employee leaves. If necessary, system administrators can reassign any pending approvals.

If an expense report is returned to the expense report owner, the approval process will not restart when it is resubmitted unless it is a change in the allocation (cost center). If the expense report is recalled by the expense report owner/delegate, the approval process will restart from the very beginning.

When completing an expense claim, you can choose a different cost center for each expense that is being reimbursed to the employee. If a single charge needs to be charged to more than one cost center, you will need to enter all appropriate cost centers as well as the amount that will be paid by each cost center when completing the expense claim

Yes, however, all p-card expenses or direct bills are listed in comments only and attach any related receipts. They are not listed as an individual expense. This is to prevent them being reimbursed to the employee. Receipt copies for all expenses excluding mileage and per diem are required, even if paid by p-card or direct billed.

If the approval process has not been completed, you can recall the pre-authorization or expense claim. This will start the approval process over once the correction has been made. If the approval process has been completed for the pre-authorization, you will need to have it “expired” and a new one will need to be completed. If an expense claim has completed the approval process, contact Travel within the Controller’s Office.

The pre-approval will be detached from the expense report if the individual who submitted the report recalls it and becomes a draft form. It will attach to the expense report once the draft is resubmitted. It will remain attached if the expense report is returned by an approver or the travel desk to the employee who originally submitted the report.

  • Only JPG, PDF, PNG, OFD, and TIFF files can be accepted when an image is attached via the Emburse Enterprise app.
  • Only JPG, PNG, and HEIC/FEIF files can be accepted via the Emburse Enterprise mobile app.
  • No file may be greater than 10 MB and there is a limit of 499 images per expense report.
  • Images attached via email or via scanning or faxing may not exceed a combined total of 100 MB.
  • JPG and PNG files must be a minimum of 50 kB.