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Expense Reports are submitted in Bronco Hub after the employee travel takes place or after

What is an expense report?

Expense Reports are processed to reimburse employees for travel and/or reimbursable non-travel expenses

occur

.

  • Submitted Expense Reports route through an approval workflow and must be fully approved before the request is processed. See approval workflow details below.

    • Employees must set-up direct deposit information

    in Bronco Hub

    to be reimbursed electronically.

    For details, see the Adding Direct Deposit Information for Expense Reports job aid. Please be aware that expense reimbursement direct deposit is not the same as setting up direct deposit for payroll. Each must be done separately. Visit this link for steps to set up payroll direct deposit.A Travel Authorization (TA) must be submitted prior to travel related expenses that occur outside a 100-mile radius of the employee’s official work station. For more information, visit Employee Travel.

    When do I submit an Expense Report?

    Expense Reports must be submitted within 60 days of the end date of travel or the date the expense is incurred. Expenses reported after this period are subject to tax withholding. Expense Reports submitted after 120 days after the end date of travel or the date the expense occurs will not be reimbursed.

    Who do I contact for support?

    If you’re new to Expense Reports visit the Best Practices page for tips and information on required documentation/attachments needed for successful submission and processing.

    Email P2P_Reimbursements@boisestate.edu for support with employee reimbursement.

    Expense Report

    Job Aids

    1. Add, Update or Deactivate Bank Account for Expense Reimbursement Direct Deposit

    2. Delegate Expense Report creation authority to allow another employee to submit reimbursement requests on your behalf

    3. Submit, Edit, Duplicate or Withdraw an Expense Report

    4. Follow up on the approval status or details of an Expense Report

    Training Opportunities

    Self guided training: Introduction to Expense Reimbursement

    Anchor
    Expense-Report-Approval-Routing
    Expense-Report-Approval-Routing
    Expense Report Approval Workflow Routing

    image-20240213-232402.png

    Expand
    titleExpand this section for a text description of Expense Report approval routing

    Submitted Expense Reports route to:

    1. Employee being reimbursed (the employee is skipped if they are also the requester);

    2. Expense Report auditor review

    3. Line manager of the employee being reimbursed;

    4. Fund manager of the Department included in the “Charge to” field of the expense item(s).

    The request will route to additional approvers if the following conditions apply:

    1. PI if project funds are used;

    2. Department Chair or Director for amounts greater than $10,000 but less than $24,999;

    3. Department Dean or AVP for amounts greater than $25,000 but less than $49,999;

    4. VP for amounts greater than $50,000.

    Tip

    Run the Financial Transaction Approval Dashboard to see where an Expense Report is in the approval workflow.

    Reporting on Expense Reports

    1. Expense Report Search Functionality
      Use the search functionality in the Expense Report module to view basic information about Expense Reports you have created and submitted in Bronco Hub. View details like name of the Expense Report requester, amount of the Expense Report and Expense Report approval status. Visit the Reviewing Expense Report Status job aid for more details.

    2. Expense Reports – Campus Transaction Dashboard
      Run the Expense Reports – Campus Transaction Dashboard to view reimbursement details like related Expense Report requester, reimbursement amount, reimbursement status, date of reimbursement and funding segment string used to code the transaction. Confirm the accuracy of the funding segment string used for reimbursements. If an incorrect segment string was used to code an Expense Report, a Payables Correction must be submitted. Visit Financial Transaction Corrections for more information.

    3. Transaction Approval Dashboard
      Run the Transaction Approval Dashboard to view approval status information for Expense Reports. This dashboard should be used to identify where transactions are currently at in the approval process or to review the approval history.

    4. Department Financial Summary Review
      Prior to approving financial transactions, the department funding source person is responsible for confirming the availability of funds.

      1. For transactions coded to an appropriated fund, run the Remaining Appropriated Budget Report. This report provides a summary of the remaining budget for appropriated funding sources.

      2. For transactions coded to a local fund, run the Local Budget Variance Report. This report provides a summary of the budget and actual expenses for local funding sources.

    5. Appropriated and Local Summary – BvA
      The Budget vs Actuals (BvA) Reports should be reviewed at least once per month to ensure accuracy of financial transaction reporting and proper budget management. Run the Appropriated and Local Summary – BvA to review encumbrances related to Expense Reports. Encumbrances are released after an Expense Report is submitted and approved. For more information about BvA Reporting, visit Financial Reporting.

    Links to related policies, tools and resources

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    Additional Training Resource

    Introduction to Expense Reimbursement self guided training

    Expense Reimbursement Support

    Email P2P_Reimbursements@boisestate.edu for support with employee reimbursement and Expense Reports.