Key dates and requirements for expense reporting
Summary
As part of our transition to Workday on July 1, 2025, Chrome River will be retired as our expense reporting system. To support a smooth transition, we are providing additional guidance on key actions that travelers, approvers, and departments should take in preparation for the Workday go-live.
Full Description
As part of our transition to Workday on July 1, 2025, Chrome River will be retired as our expense reporting system. To support a smooth transition, we are providing additional guidance on key actions that travelers, approvers, and departments should take in preparation for the Workday go-live. The following important deadlines, requirements, and advanced instructions are designed to help you navigate changes in process and system functionality. Please review this information carefully to ensure readiness for the July 1st implementation and to minimize disruption to your travel and expense activities.
Key dates
- June 12: Final date for wire payments for travel expenses to Foreign Non-WM Affiliates via buyW&M.
- June 12: Last day to book travel with Covington before a pause until July 1. For travel between June 13 and June 30, use your department SPCC or pay out of pocket and submit reimbursement after travel. Starting July 1, an approved Spend Authorization in Workday is required to book with Covington.
- June 13: Deadline for submitting Chrome River Expense Reports to guarantee processing within the current fiscal year. Reports submitted after this date or not fully processed for reimbursement must be resubmitted in Workday starting July 1.
- June 13: Travel Pre-Approvals, whereas the associated expense report will not be processed by the deadline, must be resubmitted in Workday starting July 1.
- June 24: Cash Advances tied to an expense report not processed by this date, will require the expense report to be submitted in Workday. The employee will need to repay the full cash advance directly to the Cashier’s Office.
- Requests for cash advances for travel between July 4-7 must be submitted by June 24, even if outside the standard 10-day window. Contact the Travel Team for help with exception requests. The expense report will be completed in Workday and repayment of the full cash advance to the Cashier’s Office will be necessary.
If you have questions or need assistance during this transition, please contact the Travel Team.
Thank you for your attention to these important deadlines and for supporting the successful implementation of Workday.