Important Notes:

Expense Reports must be submitted within 60 days of the end date of travel or the date the expense is incurred.
Expenses reported after 60 days 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.

Jump to withdraw, duplicate or edit an Expense Report

Tips for success:

Always confirm you’re submitting the request for the correct employee.
Include a valid business purpose with enough details to ensure auditors understand the business justification for the expense.
Project funded reimbursement must be submitted using a POET template as outlined in applicable job aids.
Add one Expense Line per expense type per funding segment string. e.g. If all taxi receipts will be paid for using the same funding string, create one expense line for the total taxi cost of all the taxi receipts rather than creating individual lines for each individual receipt.
Add all reimbursable receipts as one attachment upload to Bronco Hub and non-reimbursable receipts as another attachment upload.
Orient receipts the same way when scanning and uploading to help with review and processing.

Step 1: Log in to Bronco Hub and Access Expenses

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

Step 2: Identify the employee being reimbursed

IF you are submitting the reimbursement request on behalf of someone else, select the appropriate name from the Owner drop down field. If you do not see the name of an employee in the list, let them know they need to give you permission to enter the reimbursement request for them (link to delegation instructions).

After selecting the applicable name, select Create Report.

IF you are submitting the reimbursement request for yourself, leave the Owner field blank and select Create Report.

Step 3: Enter Expense Report Header Information

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. [Example: B. Bronco/ Fresno/Salt Lake City Research 7/22-24/19]
Add Attachments by selecting the + sign to the right of the Attachments field. Attach relevant documentation that supports the reimbursement request. Examples: approved Travel Authorization, flight itinerary, itemized receipts, Event Expense Summary]. After adding attachments, click Ok.

Examples of required attachments:

Copies of receipts for reimbursable items.
Reimbursement for non-travel related expenses must include itemized receipt, payment receipt, and event expense summary (if applicable).
Flight itinerary with dates and times of flight; if personal travel occurs, a flight cost comparison is required.
Per Diem calculator for meals and incidentals related to travel (no receipts necessary).

In the Travel Authorization field, enter the 9-digit number if the Expense Report is tied to travel. If the Expense Report is not tied to travel, enter 000000000.

Step 4: Create Expense Item & Enter Expense Item Details

Expense Items should only be created for reimbursable items.

To add an item elect Create Item located below Expense Items.

Enter the Date. The date will either be the date listed on the receipt of the item being reimbursed OR if the reimbursement is travel-related, use the last day of travel as the Date (regardless of the date the expense was incurred).

Bronco Hub will only display dates that align with the employee’s current assignment start date. For example, if an employee has an assignment that starts on 8/1/2023, all dates before 8/1/2023 will be grayed out.

If you are reimbursing an employee for expenses that occurred prior to their current assignment start date, select the date that’s available in the system and add notes about the true dates in the Description field of the expense item.
If you are using sponsored project/grant funding, and need the reimbursement date to match the expense item date, you will need to submit a correcting entry to correct the dates once the amounts are posted to the ledger.

Select the appropriate template from the Template drop down. Additional expense item fields will populate once you’ve selected a template. You MUST select a POET template if the item is being reimbursed using project funds. If a POET template is not selected and a Project Fund is coded to the Expense Item, the submitted Expense Report will be automatically rejected.
Type: Select the appropriate expense item type from the drop down list.
Amount: Enter the amount of the reimbursement for the expense.
Description: Add a description of the expense item to help with future reporting or locating of the item.
Account: Enter the applicable funding string in the Account field
Charge to Department: Enter the 5-digit Department paying for the expense. This should match the Department entered in the Expenditure Organization field. If it does not match, the value in the Expenditure Organization will override the value in this field. To avoid a correction later, be sure that all three department numbers are the same (Account, Expenditure Organization, and Charge to Department).

If the Expense Template selected includes a POET template, Project details must be added to the Expense Item.

Project Number: Enter the 10-digit Project number
Task Number: Select 100001 for non-taggable assets and 100002 for taggable assets.
Expenditure Organization: Enter the 5-digit Department.
Contract Number and Funding Source: After entering the Project Number, these fields must be updated by selecting the drop down arrow and clicking the related information for each field.

After entering the item details, select Create Another, in the upper right corner, to add another item for reimbursement OR select Save and Close to continue with Expense Report submission.

If needed, refer to the instructions in step 4 for each Expense Item added.

Step 5: Save or Submit Expense Report

After you select Save and Close, you will be routed to the Expense Report submission page. If needed, make note of the Expense Report number in the upper left corner (this number is helpful when following up on approvals or expense details at a later date). Before submitting, confirm all reimbursable items are listed in the Expense Items section in the lower portion of the submission page.

Select the Terms and Conditions “I have read and accept the corporate travel and expense policies.” checkbox. Then either Save the Expense Report, to come back to it at a later date, or Submit the Expense Report for approval routing and processing.

Screenshot of terms and conditions checkbox

What’s next:

Once submitted, the Expense Report will route to the approvers in the approval workflow.

Reimbursement will take place once all approvers have approved the transaction.

View the approval status or details of an Expense Report by following the instructions outlined here.

Troubleshooting Expense Reports

If the Expense Report is rejected, review the Troubleshooting Rejected Bronco Hub Financial Transactions for information on next steps.

End of Process

Withdraw, Duplicate or Edit an Expense Report

All Expense Reports will display as individual tiles on the Travel and Expense landing page of Bronco Hub. To navigate to the Travel and Expense page, login to Bronco Hub and select My Organization from the top navigation section of Bronco Hub and then select Expenses.

Select the (…) Actions option in the upper right corner of a tile to view applicable actions. Applicable actions depend on the status (Not Submitted, Pending Approval, Approved) of the Expense Report.

Expense Reports in Not Submitted status can be Opened, Submitted, Duplicated, Deleted and Printed.

Expense Reports in Pending Approval status can be Opened, Duplicated, Withdrawn and Printed.

Select Duplicate to make a copy of an Expense Report.
Select Withdraw to withdraw and edit or withdraw if the request is no longer needed. If withdrawing to make edits, you must select the (…) again and select Open to edit the withdraw request.
Select Open to view Expense Report details.

If you make edits to the Expense Report, you must submit the changes in order for them to route through the approval workflow for review, approval and processing.