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

Employee expense reimbursements and cash advances are processed via the Expenses module in Bronco Hub.

Expense Report Notes

  • 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.

Job Aids

Expense Reports (reimbursement)

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

  2. Delegate Expense Report submissionsSet up delegation rules to grant (or remove) permissions to someone else to submit expense reimbursements 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

  • Meals and Refreshment Rates, Per Diem Calculator, Event Expense Summary and more

  • Employee Travel Policies

  • Policy 6140: P-Card

  • Policy 6180: Travel

  • Policy 6240: Meals and Refreshments

  • Policy 6280: Retreats

    • Policy 6290: Accountable Plan

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

    Submitted Expense Reports route to the following:

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

    2. Line manager of the employee being reimbursed;

    3. 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:

    • 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.

    Tip

    Run the Financial Transaction Approval Dashboard to see who needs to approve a submitted expense report..

    Help with Expense Reports

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