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What is an expense report?

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

Employees must set-up direct deposit information to be reimbursed electronically.

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.

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

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Expense Report Approval Workflow Routing

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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.

Following-Up and Reporting on Expense Reports

Expense Report Search Functionality

Use the basic 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 detailslike dollar amounts and approval status.

Expense Reports – Campus Transaction Dashboard

Run the Expense Reports – Campus Transaction Dashboard to view detailed 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.

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.

(tick) Use this dashboard to see approval status, use the campus transaction dashboard to view details about the reimbursement.

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.

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

Info

Expense Reimbursement Support

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