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.

Submitted Expense Reports route to:

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:

1. PI if project funds are used;

2. Department Chair or Director for amounts greater than $10,000 but less than $24,999;

3. Department Dean or AVP for amounts greater than $25,000 but less than $49,999;

4. VP for amounts greater than $50,000.

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.