Our goal is to process payments and reimbursements in a timely, accurate and consistent fashion. This includes supporting campus through experience and knowledge. We welcome your inquiries and strive to be approachable, transparent and communicative.
Not sure where to start? Try the Procure to Pay Wizard
How does Accounts Payable help campus?
Cash Advances
- Cash advances may be available for international and domestic student-related travel.
- Allow at least 15 days for processing.
- Begin by contacting P2P_Reimbursements@boisestate.edu.
Corrections
- Financial corrections are submitted to correct errors to a fund, department, cost center, supplemental, or project number. AP process corrections for expense reports, expense reports, invoice payments and P-Card.
- Corrections should be submitted within 90 days of the original accounting date. For Sponsored projects corrections over 90 days, a Corrective Action Plan must be completed prior to requesting the correction.
- Take me to the Job Aid for Single Correcting Entry.
- Take me to the Job Aid for a Multiple Correcting Entry.
- Take me to the Smartsheet form for a Single Correcting Entry.
- Take me to the Smartsheet form for a Multiple Correcting Entry.
Gifts and Awards
- All gifts, awards and prizes are taxable
- The Gift Matrix outlines the types of gifts, types of recipients and notes on allowability.
- A Gift / Award / Incentive Form is required for all employee gifts over $100
- A Gift / Award / Incentive Form is required for all non-employee gifts over $100
- Gifts, Awards and Prizes (Policy 6230)
- More information and guidance
Independent Contractors
- Independent contractors are individuals who provide professional services to the University.
- Employees or individuals who were employed within the past two years must be paid via Payroll.
- I need a little more information/guidance.
- Take me to the Job Aid.
- Take me to the Smartsheet Form.
- Take me to Bronco Hub.
- Contact P2P_Suppliers@boisestate.edu for more information.
Internal Payments
- Internal Payments are used to charge goods or services provided from one department to another within the University.
- The Department receiving the funds is responsible for submitting the Internal Payment.
- The Department receiving the funds must have a Supplier Number. Contact P2P_Suppliers if you need assistance with this step.
- Take me to the Job Aid.
- Take me to the Smartsheet Form.
Invoice Payments
- Invoices associated with a PO are submitted via Smartsheets.
- Invoices not associated with a PO are submitted via Bronco Hub.
- Digital Payments are not technically invoices but are submitted using the Invoice Module.
- Take me to the Job Aid.
- Take me to the “OK to Pay” Smartsheet form (PO Invoices).
- Take me to Bronco Hub (Non PO Invoices).
Reimbursements – Employee
- Processed through the Expense Module of Bronco Hub.
- Travel reimbursements must include a Travel Authorization, per State Law.
- A Receipt or Missing Receipt Affidavit is required for all charges.
- A Per Diem Calculator is required for reimbursement of meals while traveling.
- An Event Expense Summary is required for reimbursement of non-travel meals.
- Other supporting documentation varies by type of expense being requested.
- I need a little more information/guidance.
- Take me to the Job Aid.
- Take me to Bronco Hub.
Reimbursements – Non Employee and Students
- Processed through the Invoice Module of Bronco Hub.
- A Receipt or Missing Receipt Affidavit is required for all charges.
- A Non Employee Reimbursement form is required for meals, miles, lodging and airfare.
- Other supporting documentation varies by type of expense being requested.
- Take me to the Job Aid.
- Take me to Bronco Hub.
Relocation
- Relocation is an allowance of specific expense reimbursements intended to help defray the moving costs for new faculty and professional staff.
- I need a little more information/guidance.
- Contact P2P_Relocation@boisestate.edu for more information.
REUs, Participant Stipends and Human Subject Payments
- There are three types of payments generally associated with Sponsored Projects.
- These payments may have tax and/or financial aid implications.
- I need a little more information/guidance.
Sponsorship Payments
- The Idaho Sponsorship Law places restrictions on sponsorship and donation activity to non-governmental events or organizations.
- Includes money paid to a nongovernmental entity in exchange for a beneficial return (e.g., advertising, promotion or materials), or the opportunity to advertise or promote at an event or in media.
- I need a little more information/guidance.
- Take me to the Smartsheet Form.
Student Payments
- Student Payments are processed by both Student Financial Services and AP.
- Factors that determine how best to pay a student include tax, impact to scholarship funds and convenience to the student.
- More information and guidance
Supplier Onboarding
Travel
- Departments involved in Travel include AP, Risk Management and Office of General Counsel.
- AP’s expertise is on Policy and Reimbursement.
- Travel (Policy 6180)
- More information and guidance
Uploads
- Used when ten or more invoices are being paid.
- Pre-Approval is required from both AP Assistant Director and Department Business Manager.
- Training is required.
- Contact P2P_Uploads@boisestate.edu for more information.