Chrome River Reconciliation Quick Guide

Business Meals

Expense Type: Business meals for external individuals, faculty/staff, student staff - must follow guidelines for pcard business meal

Required Documentation

• Itemized receipt showing merchant information and date
• Agenda/event information showing business purpose for the meal
• List of Individual names

Other Considerations

• Tip should not exceed 20% or the difference is a personal expense
• No alcohol unless on a Foundation pcard

Student Meals

Expense Type : student group meals for BGSU students

Required Documentation

• Itemized receipt showing merchant information and date
• Agenda/event information showing business purpose for the meal 
• List of Individual names

Other Considerations

• Tip should not exceed 20% or the difference is a personal expense
• No alcohol may be purchased

Supplies

Required Documentation

• Itemized Receipt from merchant showing quantity of item(s), valuation of item(s), and date

Other Factors to Consider

• No tax 
• Business Purpose - in comments 
• Online Purchases - must be shipped to University address

Gift Cards

Required Documentation

• Itemized Receipt from merchant showing quantity of card(s), valuation of card(s), and date 
• List of Recipient Names
• Proof of Receipt by Recipient - signature/W9
• Marketing Material - showing gift card offering

Sponsorship

Required Documentation

• Itemized receipt showing merchant information, date
• Benefits BGSU receives from sponsorship

Individual Memberships

Required Documentation 

• Itemized Receipt showing merchant info, date 
• List of Member(s)
•  Benefits to BGSU per Policy #3341-6-51
• Need prior approval by Dean or Chair

Travel Related Charges

Expense Type: Airfare, car rental, tolls, fuel, hotel 

Required Documentation

• Itemized Receipt showing merchant information, date 
• Agenda with dates/location showing business purpose
• List of travelers

Other Factors to Consider

• Airfare: should be economy seats, no upgrades or travel insurance
• If driving to a destination more than 8 hours away, the travel must be a flight
• Car rental: must be economy/compact vehicle, BGSU contracted vendor to be used
• Hotel: No upgraded rooms, hotel service or travel meals

* any exceptions should be documented on the report in the Comments section for efficient processing by reviewers