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Info

If you’re new to Travel Authorizations, expand the section below for important information about best practices, required documentation, self guided training and support.

Expand
titleImportant things to know about Travel Authorizations (expand to read more)
Employee Travel Authorizations are submitted via the Travel Authorization Application in Bronco Hub
Reimbursements

What is a Travel Authorization?

When do I submit a Travel Authorization?

Who do I contact for support?

Policies and Resources

A Travel Authorizations are a pre-authorization submitted before an employee travels outside of a 100 mile radius of their workstation.

Travel Authorizations:

  1. are required by the State of Idaho

  2. encumber/reserve funds for the travel related business expenses

  3. are submitted as part of Duty of Care

  4. are required for absence approval documentation purposes.

When an employee travels outside of a 100 mile radius, from their official work station,
employee travel policies apply and a Travel Authorization must be submitted and approved before any funds are spent, either personally or by the university.

  • A Travel Authorization is required (1) by the State of Idaho, (2) to encumber/reserve funds, (3) for Duty of Care, and (4) for absence approval documentation purposes.

    • Any applicable reimbursements do not take place until the employee returns from travel and an Expense Report is submitted and approved.

    For information about employee reimbursements, visit Introduction to Employee Travelself guided trainingEmail P2P_Reimbursements@boisestate.edu for support with employee travel and reimbursements.

    Visit Expense Reports.

  • Personal travel must be clearly identified and documented when combined with business travel.

  • To ensure proper reimbursement, telecommute agreements should be setup with HR when employees will be working from somewhere outside the University or one of the University Satellite offices. For more information on telecommuting, select this link.

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

    • P2P_Reimbursements@boisestate.edu

    https://www.boisestate.edu/vpfa-travel/

    Job Aids

    1. Submit a Travel Authorization

    2. Edit, Cancel or Cancel Reverse a Travel Authorization or Reverse an Encumbrance

    3. Approve or Reject a Travel Authorization

    4. Request a Cash Advance

    5. Review Travel Authorization Approval Status

    6. Encumbrance Overview

    Training Opportunities

    Self guided training: Introduction to Employee Travel

    Travel Authorization Approval Routing

    Tip

    View where a Travel Authorization is in the approval workflow by following these step by step instructions.

    Links to related policies, tools and resources

    Info

    Employee travel support

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

    Reporting on Travel Authorizations

    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

    Run the Budget vs Actuals (BvA) Reports 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 employee travel. Encumbrances are released after a related Expense Report is submitted and approved. For more information about BvA Reporting, visit Financial Reporting.