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Expense Reports are submitted in Bronco Hub after the employee travel takes place or after reimbursable non-travel expenses occur.
Submitted Expense Reports route through an approval workflow and must be fully approved before the request is processed. See approval workflow details below. What is an Expense Report? | When do I submit an Expense Report? | | 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 |
A Travel Authorization (TA) must be submitted prior to travel related expenses that occur outside a 100-mile radius of the employee’s official work station. For more information, visit Employee Travel.
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 are subject to tax withholding. Expense Reports submitted after 120 days after the end date of travel or the date the expense occurs will not be reimbursed |
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Expense Report Approval Workflow Routing
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Submitted Expense Reports route to: Employee being reimbursed (the employee is skipped if they are also the requester);
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Accounts Payables for compliance Expense Report auditor review Line manager of the employee being reimbursed; 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 Head, Chair, or Director
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for amounts if the transaction is greater than
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$10,000 but less than $24,Department AVP for amounts greater than $25,000 but less than $49Associate Vice President if the transaction is greater than $24,999;
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VP for amounts Vice President if the transaction is greater than
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$50000Run the Financial Transaction Approval Dashboard to see where an Expense Report is in the approval workflow
Reporting on Expense Reports
Expense Report Search FunctionalityUse the search functionality in the Expense Report module to view basic information about Expense Reports you have created and submitted in Bronco Hub. View details like name of the Expense Report requester, amount of the Expense Report and Expense Report approval status. Visit the Reviewing Expense Report Status job aid for more details 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
Transaction Approval Dashboard
Run the Transaction Approval Dashboard to view approval status information for Expense Reports. This dashboard should be used to identify where transactions are currently at in the approval process or to review the approval history.
Department Financial Summary Review
Prior to approving financial transactions, the department funding source person is responsible for confirming the availability of funds.
For transactions coded to an appropriated fund, run the Remaining Appropriated Budget Report. This report provides a summary of the remaining budget for appropriated funding sourcesFor transactions coded to a local fund, run the Local Budget Variance Report. This report provides a summary of the budget and actual expenses for local funding sources.
Reports should be reviewed at least once per month to ensure accuracy of financial transaction reporting and proper budget management.
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Additional Training Resource |
Expense Reimbursement Support
Email P2P_Reimbursements@boisestate.edu for support with employee reimbursement and Expense Reports