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titleIMPORTANT NOTES [Expand this section if you're new to expense reimbursement or cash advances]

  • Employee expense reimbursements and cash advances are processed via the Expense Report module in Bronco Hub.

  • Expense reimbursements should not be submitted until after the employee travels or the non-travel expenses are incurred.

  • Submitted Expense Reports route through an approval workflow before reaching Payables for compliance review and processing. Expense Reports must be submitted and and fully approved within 60 days of the end date of travel or the date the expense is incurred. Expenses reported after this period will be subject to tax withholding. Expense Reports submitted and workflow approval completed 120 days after the end date of travel or the date the expense occurs will not be reimbursed.

  • Expense reimbursements can only be submitted for active employees. If reimbursing someone that no longer has an active assignment, you must submit an Invoice Payment.

  • In order to receive electronic payment, employees must set up their direct deposit within the Expense Report module; reimbursements are processed separately from paycheck direct deposit and an employee must set up direct deposit in two separate locations in Bronco Hub.

  • Visit the Employee Travel website for links to relevant policies and tools like per diem calculator and mileage logs.

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Links to job aid instructions

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Job aids

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Add or Update Direct Deposit Information for Expense Reimbursement

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  • permissions to someone else to submit expense reports on

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Delegate Expense Report Submissions

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  • Follow up on Expense Report approval status or details

  • Request a Cash Advance

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Follow up on the details or approval status of a submitted Expense Report

Financial Transaction Approval Dashboard

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Expense-Report-Approval-Routing
Expense-Report-Approval-Routing
Expense Report Approval Routing

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Submitted Expense Reports route to the employee being reimbursed (the employee is skipped if they are also the requester), the line manager of the employee being reimbursed, the fund manager of the Department included in the “Charge to” field of the expense item(s) and then Payables. Expense Reports also route to the PI if project funds are used; Department Chair or Director for amounts greater than $10,000 but less than $24,999; Department Dean or AVP for amounts greater than $25,000 but less than $49,999; VP for amounts greater than $50,000. Once approved at the department level, Expense Reports route to Payables for compliance review and processing. The employee is reimbursed once Payables has completed processing.

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