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| title | IMPORTANT NOTES [Expand this section if you're new to expense reimbursement or cash advances] |
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Employee expense reimbursements and cash advances are processed via the Expenses module in Bronco Hub.
Expense Report Notes
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Expense reimbursements should not be submitted until after the employee travels or the non-travel expenses are incurred.
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What is an Expense Report? | When do I submit an Expense Report? | Who do I contact for support? | Policies and Resources |
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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. | 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 |
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are subject to tax withholding. Expense Reports submitted |
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Cash Advance Notes
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after 120 days after the end date of travel or the date the expense occurs will not be reimbursed. |
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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.
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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.
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Allow at least 15 days for processing.
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Cash advances can be issued as checks or direct deposit, please clarify with P2P Employee Reimbursements when initiating.
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Checks will be sent to Payments and Disbursements for pick up
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Submitted Expense Reports route to |
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The request will route to additional approvers if the following conditions apply:
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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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ProTip! Run the Financial Transaction Approval Dashboard to see who needs to approve a submitted expense report.. |
Related Links
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Meals and Refreshment Rates, Per Diem Calculator, Event Expense Summary and more
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Visit Approval Workflow Routing & Routing Changes to view your designated department approvers or learn more about the Bronco Hub Approval Workflow. |
Reporting on Expense Reports
Transaction Approval Dashboard
Run the Transaction Approval Dashboard to view approval status information.
Use this dashboard to see approval status, use the campus transaction dashboard to view details about the reimbursement.
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.
Appropriated and Local Summary – BvA
The Budget vs Actuals (BvA) should be reviewed at least once per month to ensure accuracy of financial transaction reporting and proper budget management.
Sponsored Programs Budget v Actuals
Use the basic search functionality to view information like dollar amounts and approval status.