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  • 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

    What is an Expense Report?

    When do I submit an Expense Report?

    Who do I contact for support?

    Policies and Resources

    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

    will be

    are subject to tax withholding. Expense Reports submitted

    and workflow approval completed

    after 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.

  • Expense reimbursements are submitted via the Expenses module in Bronco Hub.

  • 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.

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

    • Expense Report (employee reimbursement)

    P2P_Reimbursements@boisestate.edu

    https://www.boisestate.edu/vpfa-p2p/contact-us/

    Job Aids

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

    2. Delegate Expense Report creation authority Submissions (create a delegation rule 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 View Approval Status or Details of an Expense Report

    Training Opportunities

    Self guided training: Introduction to Expense Reimbursement

    Anchor
    Expense-Report-Approval-Routing
    Expense-Report-Approval-Routing
    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 Head, Chair, or Director for amounts if the transaction is greater than $10,000 but less than $24,$9,999;Department

    3. Dean or AVP for amounts greater than $25,000 but less than $49Associate Vice President if the transaction is greater than $24,999;VP for amounts

    4. Vice President if the transaction is greater than $50$49,000999.

    Expense Reports route to Payables for compliance review and processing after all department level approvals are complete.

    The employee is reimbursed once Payables has completed processing.

    Tip

    Run the Financial Transaction Approval Dashboard to see where an Expense Report is in the approval workflow.

    Links to related policies, tools and resources

    Expense reimbursement support

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

    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.

    (tick) 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.