Important Notes:

Contact Procurement and Vendor Services to set up a profile before submitting a cash advance in Bronco Hub.
Email P2P_Reimbursements@boisestate.edu to set up a profile. In your email, include 1) the first and last name of the person receiving the advance and 2) funding string associated with the cash advance.
Cash advances may be available for international and domestic student-related travel. Consult with Procurement at 426-2909 before submitting cash advances for student travel.
Allow at least 15 days for processing.
Cash advances can be issued as checks or direct deposit, please clarify with P2P Employee Reimbursements when initiating.
Checks will be sent to Payments and Disbursements for pick up

Log in to Bronco Hub and Access the Expenses module

Begin by signing in to Bronco Hub.
Select Me from the top navigation section of Bronco Hub and then select Expenses.

Select Cash Advance & Enter Cash Advance Details

Select the briefcase icon located on the left hand navigation of the Travel and Expense page.

The Cash Advances landing page will populate. Select Request Cash Advance.

Fill out the required fields:

Enter the cash advance amount in the Advance Amount field.
Enter a valid business purpose in the Purpose field. Valid business purposes include detailed information about WHY the expense was incurred, WHO is involved in the expense, and when the expense incurred.
1. If a Travel Authorization (TA) is tied to the cash advance, include the TA number in the Purpose.
Enter the dates of trip in the Trip Start Date and Trip End Date fields. The return date is used as the “due date” to close the cash advance by submitting an expense report within two weeks of the trip ending

Add Attachments by selecting the + sign to the right of Attachment. Select the Type of file being added (File, Text, or URL) and Choose File for attachment then select OK. To delete an attachment, select the attachment and select the X.

If the cash advance is tied to travel, the approved Travel Authorization (TA) must be attached; if the TA is not attached, the request will be rejected.

Save or Submit Cash Advance Request

After filling out required fields and adding attachments, select Save in the upper-right hand corner.

Select Save and Close to edit and submit at a later time.
If ready to submit, select Submit.

A confirmation message will appear and provide the Cash Advance number and amount for the submission. Select Ok.

End of Process

What’s next:

The Cash Advance Request is routed to the employee’s supervisor for approval.
After the supervisor approves, it routes to the Expense Auditor for review and payment.

Cash Advances will be paid in the next regularly scheduled Procurement and Vendor Services payment cycle. The employee will receive a system-generated notification that the check was mailed to the home address. However, cash advance checks are actually pulled and sent to Payments and Disbursements via courier the day of the payment. Payments and Disbursements staff will contact the employee when the check is ready for pick up.

Cash Advance Approval Routing

Submitted Cash Advances route to the supervisor of the employee being reimbursed.
After the supervisor approves, the request routes to the Expense Auditor for review and payment.

What happens after the request is approved?

Approved Cash Advances are paid in the next regularly scheduled Procurement and Vendor Services payment cycle.
The employee will receive a system-generated notification that the check was mailed to the home address. However, cash advance checks are actually pulled and sent to Payments and Disbursements via courier the day of the payment. Payments and Disbursements staff will contact the employee when the check is ready for pick up.

Steps to Take After Travel Occurs

IF Cash Advance funds were spent:

Within two weeks of travel/event end date, create an expense report to close the cash advance.
Include expense items paid for with the cash advance in the expense report. These items will be accounted for but not reimbursed.
If additional expenses were incurred, include those items for reimbursement on the same expense report.

IF Cash Advance funds were partially or not spent:

Deposit remaining funds, per your business managers instructions, by submitting a Departmental Deposit.
Create an expense report to clear the cash advance. The amount submitted on the Expense Report must match the amount of original cash advance.
Enter the amount of the advance, note that any unused funds were deposited using the Departmental Deposit process.
Attach the deposit receipt.

If this step is not done, the cash advance will be applied to the employee’s next expense report after the cash advance due date.

Whether the funds were fully spent or redeposited, the expense report total must be at least the same as the cash advance; it can never be for less than was paid by cash advance.

Bronco Hub Training Portal (Homepage)

Cash Advance Request