Travel & Employee Reimbursement
*NEW* As of July 1, 2022, CCRI has adopted Chrome River, a web-based application that allows users to complete all documentation for these processes online and automatically route them through the appropriate approval queue. Concur will still be used to book flights, cars, and hotels for your trip.
In-State Travel Out-of-State Travel Booking Mileage Reimbursement Employee Reimbursement Report an Issue
In-State Travel
| Before Traveling | During Your Trip | After Traveling |
|---|---|---|
| Submit a Pre-Approval in Chrome River (Video tutorial here) |
Save all receipts | Submit an Expense Report in Chrome River (Video tutorial COMING SOON) |
Out-of-State Travel
| Before Traveling | During Your Trip | After Traveling |
|---|---|---|
| Submit a Pre-Approval in Chrome River (Video tutorial here) |
Save all receipts | Culminate all receipts |
| Once you receive your travel authorization number, book travel arrangements using Concur (Written instructions here) |
Ensure personal expenses are not combined with business expenses |
Submit an Expense Report in Chrome River (Video tutorial COMING SOON) |
Booking Travel
CCRI now utilizes SAP Concur, a self-booking tool for your out-of-state travel needs. You are able to easily find and book flights, cars, trains, and hotels for your trip, all in one place.
After receiving your travel authorization number from the Controller's Office, you can log in to finalize your travel plans.
Helpful Guides for Using Concur:
- Updating Your Expense Profile
- Flight Reservations
- Car Reservations
- Hotel Reservations
- Completing, Cancelling, or Changing a Reservation
FAQs:
NOTE: The State will not reimburse a traveler for travel agent fees or for fees to issue a paper ticket.
They apply to all CCRI employees, students, and third parties requesting reimbursement from the College.
A travel counselor:
(866) 498-7436* or [email protected]
9:00 a.m. - 6:00 p.m. ET, Monday - Friday (excluding holidays) *Additional fees may apply for calls outside of business hours and should be used for Emergency travel services. Online Travel booking support:
(800) 999-7939 or [email protected]
8:00 a.m. - 8:00 p.m. ET, Monday - Friday (excluding holidays)
Use the Travel Flowchart to guide you step by step.
A travel expense voucher must be completed as soon as the traveler returns, but no
later than the end of the following month. An Out-of-State travel form must be completed.
All travel forms are available here. You can also send an e-mail message to [email protected] and request the particular travel form you need, or call the Controller's Office
at 401-825-2150. Only use current travel forms or your claim will be returned.
Reimbursement checks are run bi-weekly for all completed travel claims received by the Controller's Office. Completed means the current forms
have been completed (including proper authorization signatures) and all required support
documentation are attached. Reimbursement checks will be mailed to your home of record.
Reimbursement claims must be submitted no later than the last day of the month following
the month in which the travel occurred. Claims submitted after this deadline will
not be reimbursed. For in-state mileage claims, each individual day will be considered
a separate trip. Submit expense claims promptly to ensure reimbursement.
As of January 1, 2021 the mileage rate has been decreased from .575 to .560. Mileage
rates are adjusted periodically by The State. All CCRI travel forms are updated with
current mileage rates.
No. The college will not reimburse individuals for E-ZPass transponders. Department
heads may request the Controller's Office to purchase transponders for their departments.
Changes in travel arrangements should only be made in emergency situations because significant ($100.00 or more) additional fees are charged to the College for all changes made by the travel agents.
Mileage Reimbursement
| Before Traveling | During Your Trips | After Traveling |
|---|---|---|
| N/A | Keep track of all business trips taken | Submit a Monthly Mileage Report in Chrome River (Video tutorial here) |
| Save reciepts relating to tolls, parking, etc. |
The Community College of Rhode Island generally follows State of Rhode Island guidelines on in state travel for business purposes. These guidelines are published in Rl Department of Administration Procedure A-46. Where necessary, to accommodate CCRI's unique mission, additional guidelines have been established. Please visit Policystat to view CCRI's policy.
Employee Reimbursement
| Before Purchasing | While Purchasing | After Purchasing |
|---|---|---|
| N/A | Keep track of all expenses | Submit an "Employee Reimbursement - Non-Travel" Report in Chrome River (Video tutorial here) |
| Save ORIGINAL receipts |
Report an Issue
Still have questions or an issue regarding Travel? Please fill out this form to get assistance.