Requests for chartered buses must be entered in BuyUSI because a Purchase Order is needed and Chrome River cannot create Purchase Orders.
WHEN TO CREATE A PRE-APPROVAL
Create a Pre-Approval in Chrome River if in addition to the chartered bus cost, there will be other trip expenses, such as registration, lodging, etc.
Do not include an expense mosaic estimate for the chartered bus on the Pre-Approval. Instead, add a note in the Comments section of the Pre-Approval that a requisition for the chartered bus will be submitted in BuyUSI. In the notes, include an estimate for the cost, if known.
WHEN NOT TO CREATE A PRE-APPROVAL
Do not create a Pre-Approval in Chrome River if the chartered bus is the only expense being paid by USI.
You should follow your department's internal processes for trip notifications. Additional information regarding travel with students may be found in the Student Domestic Travel Policy, found on Student Affairs' website.