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Bronco Hub Job Aids & Resources

Use the search field below to quickly and easily filter through the list of job aids and resources. Search by a transaction, process or phrases like job aid, tool, document, Smartsheet and video instructions to shrink the list to these specific categories.

Please Note

You must be logged into your Boise State employee email account to access the job aids.

Accessible Web Versions

Bronco Hub Job aids are currently transitioning to accessible WordPress pages. All current job aids are still available on this page, Jobs Aids and Resources. If you want to access the accessible web versions, please see Job Aids and Resources – Web Versions.

Job Aids and Resources

DOCUMENTDETAILS

Bronco Hub Resources

Procure to Pay WizardUse this tool to identify the appropriate procurement and payment process. (qualtrics)
Invite Vendors to PaymentWorks (job aid)Instructions to invite vendors to PaymentWorks. (job aid)
PaymentWorks Supplier Invitation (video instructions)Video instructions to invite vendors to PaymentWorks.
Troubleshooting Rejected Bronco Hub Financial TransactionsFollow these instructions to troubleshoot where a financial transaction is located in the Bronco Hub approval workflow. (job aid)
University Financial Services ContactsA guide to contact information for University Financial Services (UFS) departments. (google doc)
University Financial Services Mailing List Sign UpUse this form to sign up for important email alerts from areas within University Financials Services. (google form)

Accounts Receivable

View Account Activity and Transaction Detail for a Customer AccountInstructions for viewing activity and transaction details for Accounts Receivables customers. (job aid)
View and Print an Accounts Receivable InvoiceInstructions for viewing and printing an Accounts Receivable Invoice. (job aid)
Accounts Receivable Aging ReportInstructions for running an Accounts Receivable Aging Report. (job aid)
View Balance Details; Funding Source Information;and Transaction Activities for an Accounts Receivable InvoiceInstructions for viewing Accounts Receivable invoice details. (job aid)

Approval Workflow

Ad Hoc (Route Task) a Manager Self Service Transaction to Additional ApproverInstructions to add additional individuals (e.g. Principal Investigators) to the approval queue for a Bronco Hub HR action. (job aid)
Send Comments Back to ApproversInstructions to send comments back to approvers that have requested information about a submitted Bronco Hub action/transaction.
Approval Workflow Context for Financial TransactionsA guide to understanding the Bronco Hub approval workflow. (google doc)
Standard Approval Workflow MatrixUse this matrix to identify current Department approvers. (google sheet)
Approval Workflow Maintenance FormSubmit this form to make permanent changes to Department approvers. (smartsheet)
Approve or Reject a Financial Transaction via Email NotificationInstructions for approving or rejecting submitted Bronco Hub transactions via email notification. (job aid)
Approve or Reject a Financial Transaction via Worklist or Notification BellInstructions for approving or rejecting submitted Bronco Hub transactions via Bronco Hub. (job aid)
Delegating Bronco Hub Approval Workflow ActionsInstructions to set up approval delegation rules for all transactions in Bronco Hub. (job aid)
Modify Approval Workflow for Single Financial TransactionInstructions for delegating approval of a single transaction in Bronco Hub. (job aid)
Delegating Approval Workflow (video instructions)Instructions for setting up approval delegation rules for all transactions in Bronco Hub. (video instructions)
How to Check the Status of a Transaction in the Approval Workflow (video instructions)Instructions for viewing approval status for all department transactions in Bronco Hub. (video instructions)
Diagnose Transaction Routing Issues (video instructions)Instructions for viewing approver details for specific transactions in Bronco Hub. (video instructions)

Budget Transfers

Submit a Budget TransferInstructions for viewing approver details for specific transactions in Bronco Hub. (job aid)
Budget Transfer TemplateComplete and email this template to budgetandplanning@boisestate.edu to request budget transfers. (Excel Template)
Approve or Reject Budget TransfersInstructions for approving or rejecting Budget Transfer requests. (job aid)
Review a Budget TransferInstructions for reviewing Budget Transfers on the General Ledger. (job aid)

Cash Advance

Request a Cash AdvanceInstructions for submitting a Cash Advance request. (job aid)

Departmental Deposits

Prepare Cash, Coin, or Check for Student Financial Services (job aid)Instructions for preparing a deposit bag for Student Financial Services drop off (job aid)
Prepare Cash, Coin or Check for LoomisInstructions for preparing a deposit bag for Loomis pick up (job aid)
Prepare Checks for JPMorgan ChaseInstructions for scanning checks to be deposited to JPMorgan Chase (job aid)
Preparing and Cashiering a Departmental Deposit in Transact Campus Instructions for preparing and cashiering a departmental deposit in Transact Campus. (job aid)
Running a Report in Transact CampusInstructions to run a report on information entered into Transact Campus (job aid)

Expense Reports

Add Direct Deposit Information for Expense ReportsInstructions for setting up direct deposit information for reimbursements submitted via Bronco Hub. (job aid)
Submit an Expense ReportInstructions for submitting Expense Reports via Bronco Hub. (job aid)
Delegate Expense Report SubmissionsInstructions for adding a delegate to submit Expense Reports on your behalf. (job aid)
Review Expense Report StatusInstructions to check the approval status of submitted Expense Reports. (job aid)
Withdraw and Edit an Expense ReportInstructions to edit Expense Reports created in Bronco Hub. (job aid)
Duplicate an Expense ReportInstructions to duplicate Expense Reports created in Bronco Hub. (job aid)

HR Employee Self Service Actions

Add or Update Direct Deposit InformationInstructions to view, update or add direct deposit information. (job aid)
Add Skills and QualificationsInstructions to add skills or qualifications to your personal employee repositor.
Note: Information is not viewed by Human Resources; adding skills and qualifications is optional. (job aid)"
View and Update Family and Emergency ContactsInstructions to view or update family and emergency contact information. (job aid)
View and Update Personal Contact InformationInstructions to update personal contact information. (job aid)
View and Update Personal DetailsInstructions to update personal details like demographic information. (job aid)
View or Update Federal and State Income Tax WithholdingInstructions to update your tax withholdings. (job aid)

HR Manager Self Service Actions

Add an Assignment to an Existing EmployeeInstructions to add an additional assignment (job) to an existing employee. (job aid)
Add or Modify an Employee's Direct ReportsInstructions to add or update an employee's direct reports. (job aid)
Change an Employee's Line ManagerInstructions to change an employee's line manager. (job aid)
Change an Employee's Physical Work LocationInstructions to update an employee's physical work location. (job aid)
Change an Employee's SalaryInstructions to change an employee's salary. (job aid)
Demote an EmployeeInstructions to demote an employee.
Hire a Student Employee (Non Graduate Assistant)Instructions to hire a student employee (non Graduate Assistant). Note: Student employees are not hired in Bronco Hub. (job aid)
Hire or Rehire a Graduate Assistant (Graduate Assistantship)Instructions to hire a Graduate Assistant. (job aid)
Hire or Rehire an AdjunctInstructions to hire an Adjunct. (job aid)
Making Adjustments to Adjunct AppointmentsInstructions to determine the appropriate process to follow when making adjustments to a previously processed (approved) adjunct hire. (job aid)
Hire or Rehire a Non-Benefit Eligible EmployeeInstructions to hire a non benefit eligible and/or temporary employee. (job aid)
Promote an Employee - Non Competitive Promotion [No Change to PCN]Instructions to promote an individual for a promotion that does not involve a PCN change. (job aid)
Submit an Employee Data ChangeInstructions to submit an employee data change: business title change, change in months, change in job end data, change in working hours or reclassification. (job aid)
Transfer an Employee (with or without pay)Instructions to submit an employee transfer in Bronco Hub.
View Initiated Tasks via WorklistInstructions to view previously submitted Bronco Hub actions.
View and Take Action on Manager Self Service ActionsInstructions to acces, view and take action on an HR Manager Self Service action.

Internal Payments

Internal Payment RequestUse this form to request a payment for goods or services to another Boise State department. (smartsheet)
Internal Payment TemplateComplete and attach this template when submitting an Internal Payment request. (excel template)
Submit Internal PaymentsInstructions for submitting an Internal Payment via Smartsheet. (job aid)

Invoice Payments

Submit Invoice Payments (job aid)Instructions for submitting Invoice Payments via Bronco Hub. (job aid)
Creating and Submitting an Invoice Payment (video instructions)Instructions for submitting Invoice Payments via Bronco Hub. (video instructions)
Submit Invoice Payment - Digital PaymentInstructions for submitting Invoice Payments that use a Digital Payment Method for transactions like student per diems that are non-taxable.
Edit a Previously Validated Invoice PaymentInstructions for editing an Invoice Payment validated in Bronco Hub. (job aid)
Edit a Saved Invoice Payment Not Previously ValidatedInstructions for editing an Invoice Payment not validated in Bronco Hub. (job aid)
Edit a Rejected Invoice PaymentInstructions for editing a rejected Invoice Payment. (job aid)
Review Invoice Payment StatusInstructions for checking the approval status of submitted Invoice Payments. (job aid)
Creating and Submitting an Invoice Payment Using POET (video instructions)Instructions for submitting project funded Invoice Payments via Bronco Hub.
(video instructions)
How to Use the Invoice Payment Approval Workflow Dashboard (video instructions)Instructions for checking the approval status of submitted Invoice Payments. (video instructions)
Invoice Payment Numbering Convention (google doc)A guide for creating an invoice number for Invoice Payments that do not have a pregenerated invoice number. (google doc)
Invoice Payment Numbering Convention (video instructions)Instructions for creating an invoice number for Invoice Payments that do not have a pre-generated invoice number. (video instructions)
Editing a Saved or Submitted Invoice Payment (video instructions)Instructions for editing an Invoice Payment saved or submitted in Bronco Hub. (video instructions)
Editing Invoice Lines (video instructions)Instructions for editing lines on an Invoice Payment. (video instructions)

Financial Corrections

Correcting Entry MatrixUse this tool to determine the type of correction to make. (pdf)
Correcting Entry Request (smartsheet)Use this form to request a single correction for items with transaction numbers (Expense Reports, Invoices, Internal Payments or P-Card Transactions). (smartsheet)
Creating and Submitting a Correcting Entry Request (video instructions)Instructions for creating and submitting a request for a single correction for items with transaction numbers (Expense Reports, Invoice Payments, Internal Payments or P-Card transactions). (video instructions).
Multiple Correcting Entry RequestUse this form to request multiple corrections to Expense Reports, Invoices, Internal Payments and P-Card Transactions. (smartsheet)
Multiple Correction TemplateComplete and attach this template when submitting multiple correcting entry request. (excel template)
Creating and Submitting a Multiple Correcting Entry Request (video instructions)Instructions for creating and submitting a Multiple Correcting Entry Request so you can make corrections to invoices processed through Procurement and Vendor Services. (video instructions)
Journal Entry Request (smartsheet)Use this form to request surplus transfers or reallocations or LOCAL fund balances OR to make corrections to transactions with no transaction number. (smartsheet)
Submit a Journal EntryInstructions for requesting surplus transfers and reallocations of LOCAL fund balances and corrections to transactions with no transaction number. (job aid)
Creating and Submitting a Journal Entry Request (video instructions)Instructions for requesting surplus transfers and reallocations of LOCAL fund balances and corrections to transactions with no transaction number. (video instructions)
Journal Entry TemplateComplete and attach the template when submitting a Journal Entry Request. (excel template)
Payroll Correction RequestUse this form to request payroll corrections. (smartsheet)
Payroll Correction TemplateComplete and attach this template when submitting a payroll correction request. (excel template)
Submit a Payroll Correcting Entry (job aid)Instructions for submitting a Payroll correction. (job aid)
Creating and Submitting a Payroll Correction Request (video instructions)Instructions for submitting a Payroll correction. (video instructions)

Funding Segment String

Funding Segment String Context (google doc)A guide to understanding financial transaction coding at Boise State. (google doc)
Budget Segment String ContextA guide to understanding financial transaction coding at Boise State. (google doc)
Project [POET] Segment String ContextA guide to understanding sponsored program funding segments. (google doc)
All Segment Values ReportUse this tool to determine the appropriate segment values for coding financial transactions.(excel sheet)
Funding Segment Maintenance RequestUse this tool to add, change, or deactivate a funding source segment. (pdf)
Funding Segment Strings (video instructions)A guide to understanding financial transaction coding at Boise State. (video instructions)

PageUp

Submit Position Budget Instructions for budgeting a new position, or an existing vacant position that has less than the required minimum budget, prior to submitting a Requisition in Page Up. (job aid)
Create a Page Up RequisitionInstructions for creating a requisition in PageUp as the Department Recruitment Coordinator (DRC). (job aid)
Approving or Declining a Page Up RequisitionInstructions for approving or declining a PageUp requisition to hire a new employee. (job aid)
Review Candidates - Search CommitteeInstructions for approving or declining a PageUp requisition to hire a new employee. (job aid)
Selecting Candidates to be InterviewedInstructions for moving candidates to the To Be Interviewed status via PageUp in preparation of second EEO report/Pool Certification to be completed. (job aid)
Change Status to Reference Check and Send InvitationsInstructions for changing the status of the applicant via PageUp to reference check and send out the invitations to the references listed on the application. (job aid)
Reviewing Candidate Reference ChecksInstructions for reviewing returned reference checks via PageUp for candidates being considered for employment. (job aid)
Create an Interviewing EventInstructions for creating an Event in the PageUp system that can be used to interview candidates. (job aid)
Send Invitations for EventInstructions for sending invitations via PageUp for an Interviewing Event. (job aid)
Create Offer CardInstructions for creating the offer card via PageUp that will be used to create an offer letter to the final candidate. (job aid)
Approving or Declining an OfferInstructions for approving or declining an offer via PageUp to be sent to a new employee. (job aid)

P-Card

How to Submit and Approve a Smartsheet P-Card Request Form (video instructions)Instructions for submitting and approving the P-Card request form in Smartsheet. (video instructions)
How to Mass Allocate and Sign Off on P-Card Transactions (video instructions)Instructions for mass allocating and signing off on P-Card transactions via Works. (video instructions)
How to Run a Cardholder Statement Report (video instructions)Instructions for running cardholder statement reports via Works. (video instructions)
How to Review the Works Authorization Log (video instructions)Instructions for reviewing authorization logs via Works. (video instructions)

Requisitions

Submit Purchase RequisitionsInstructions for submitting Requisitions via Bronco Hub. (job aid)
Edit a Purchase RequisitionInstructions for editing a Requisition saved or submitted in Bronco Hub. (job aid)
Cancel a Submitted Purchase RequisitionInstructions for cancelling a submitted Requisition or cancelling lines from a submitted Requisition. (job aid)
Purchase Order Payment ApprovalUse this form to provide approval to proceed with payment against a Purchase Order (PO) (smartsheet)
Submit Fisher Scientific PunchOut Catalog RequisitionInstructions for submitting PunchOut Catalog Requisitions via Bronco Hub. (job aid)
Edit a Fisher Scientific PunchOut Catalog RequisitionInstructions for editing a PunchOut Catalog saved or submitted in Bronco Hub. (job aid)
Submit a Purchase Requisition for Construction Sponsored ProjectInstructions for procuring construction design services over P-Card limits; these purchases include hiring an architect, consultant or design/builds. (job aid)
Edit a Purchase Requisition for Construction Sponsored ProjectsInstructions for editing a previously saved or submitted Purchase Requisition for Construction Sponsored Projects or to fix a requisition that was automatically rejected. (job aid)
Approve Invoice for Fisher Scientific PunchOut Catalog RequisitionInstructions for approving or rejecting a PunchOut Catalog saved or submitted in Bronco Hub. (job aid)
Submit Independent Contractor RequisitionsInstructions for submitting Independent Contractor Requisitions via Bronco Hub. (job aid)
Review Requisition StatusInstructions for checking the approval status of submitted Requisitions. (job aid)
Add Favorites in Purchase Requisition moduleSetup favorites to quickly add funding information to future Requisitions. (job aid)
Encumbrance OverviewOverview of encumbrances and guidance on how to research and resolve inaccurate encumbrances. (job aid)

Reports & Dashboards - Financial

Account Analysis ReportRetrieve transaction detail by the account segment. (job aid)
Account Analysis Pivot MacroThis macro should be used with the Account Analysis Report to filter, sort, and view remaining balance. (excel pivot macro tool)
Account Analysis Pivot InstructionsFollow these instructions when running a standard Account Analysis. (pdf)
Account Analysis Report ContextProvides context about column output for the Account Analysis Report. (pdf)
Budget Office Account Analysis Pivot MacroThis macro should be used with the Account Analysis Report to filter, sort, and view remaining balance. (excel pivot macro tool)
Budget Office Account Analysis Pivot InstructionsFollow these instructions when using the Budget Office Account Analysis Pivot Macro. (word doc)
Detail Transaction Account Analysis Pivot Macro This macro should be used with the Account Analysis Report to filter, sort, and view transaction data by funding source. (excel pivot macro tool)
Detail Transaction Account Analysis Pivot InstructionsFollow these instructions when using the Detail Transaction Account Analysis Pivot Macro. (word doc)
Grant Account Analysis Pivot MacroThis macro should be used with the Account Analysis Report to filter, sort, and view transaction data by funding source. Budget data may be manually added. (excel pivot macro tool)
Grant Account Analysis Pivot InstructionsFollow these instructions when using the Grant Account Analysis Pivot Macro. (word doc)
Plan Ledger Account AnalysisThis macro should be used with the Account Analysis Report to filter, sort, and view transaction data by funding source. (excel pivot macro tool)
Plan Ledger Pivot InstructionsFollow these instructions when using the Plan Ledger Account Analysis Pivot Macro. (word doc)
Hierarchies for ReportingThis tool is a list of segment values and the node to which they roll up in order to use in reporting for more than one funding source. (google sheet)
Appropriated and Local Summary - BvA DashboardMonitor combinations of segment values to retrieve summary data by account segment. (job aid)
Appropriated BvA - BvA DashboardMonitor appropriated fund balances and to drill to transaction details. (job aid)
Local Fund Balance - BvA DashboardMonitor local fund balances and to drill to transaction details. (job aid)
Sponsored Programs BvAMonitor sponsored program activities at any combination of Awards, Projects, Colleges Departments and/or Principal Investigators. (job aid)
Remaining Appropriated Budget ReportView the remaining budget of appropriated funding sources. It includes the budget and actual expenses and is a year to date report.  (job aid)
Local Budget Variance ReportView the remaining budget of local funding sources. It includes the budget and actual expenses and is a year to date report. (job aid)
Salary Ledger ReportView payroll data and is used for Payroll Corrections and Analysis. (job aid)
Supplier SearchView active supplier data to include supplier number and contact information. (job aid)
Budget Details - Campus Transaction DashboardView budget transfer details including journal line, line descriptions, posting, and “created by” for budget transfers that have been submitted and posted to the general ledger." (job aid)
Budget Transfers - Campus Transaction DashboardView budget transfers that have been submitted and posted to the general ledger. (job aid)
Deposits - Campus Transaction DashboardView deposits that have been submitted and posted to the general ledger. (job aid)
Expense Reports - Campus Transaction DashboardView expense reports, identify status from saved to withdrawn or paid, and additional transaction details. (job aid)
Journal Entries - Campus Transaction DashboardView journal entries, payroll corrections, and interdepartmental charges that have been submitted and posted to the general ledger. (job aid)
Payables - Campus Transaction DashboardView invoiced transactions, identify payment status and transaction details. (job aid)
Payments - Campus Transaction DashboardVerify that a payment has been created and can be used to identify the associated payment number. (job aid)
Purchase Orders - Campus Transaction DashboardView purchase orders, identify status from pending to closed or cancelled, and additional transaction details. (job aid)
Requisitions - Campus Transaction DashboardView requisitions, identify status from saved to withdrawn or paid, and additional transaction details. (job aid)
Requisition Lifecycle - Campus Transaction DashboardView requisition, purchase order, and invoices to track encumbrance and expense through the lifecycle of a requisition. (job aid)
Transaction Approval DashboardView approval status information for financial transactions submitted in Bronco Hub.(job aid)

Reports & Dashboards - Human Resources

Active Employee Funding and PayProvides an overview to business managers and line managers of how their employees are getting paid and where they are getting paid from. (job aid)
Back Office Daily Actions ReportProvides information about any HR actions that have been completed on a submitted Manager Self Service action. (job aid)
Classified Probation DatesProvides classified employee probation dates. (job aid)
Department Manager ListingProvides a list of Human Resource department IDs and department manager names. (job aid)
Employee Detail Time Card ReportProvides line managers and Time & Labor Coordinators (TLC) access to view time card entries for employees you supervise and/or employees that fall within your TLC Area of Responsibility (AOR) access. (job aid)
Employee Minimal Detail ReportProvides data needed to answer general questions about employee information. (job aid)
Employee Pay ReconciliationThis report provides a quick look at an employee’s in-progress gross pay as compared to their previous two gross pay periods. The intent is to assist business managers with quickly identifying discrepancies. (job aid)
Employee Self ServiceProvides employees information related to their job and salary. (job aid)
Employee Leave SummaryProvides business managers information about employee leave balances. (job aid)
Expected Employee End Date NotificationProvides information to line managers about when a temporary employee's expected end date is within the next payroll. Brings awareness to the manager and allows for any proactive steps to be taken prior to the employee’s end date. (job aid)
Expense Distribution Report (EDR)Provides an overview of payroll information. (job aid)
Faculty Detail ReportProvides an overview to managers/business managers of faculty specific information (tenure, academic ranks, etc.)

Sponsored Programs

Active Project List ReportView project statuses, start and end dates, project administrators, award numbers, and department segment. (job aid)
Navigating the Awards Work AreaA guide to understanding each field in the Awards module work area. (google doc)
Request Principal Investigator (PI) View Award RoleRequesting access to PI View Award Role user rights in Bronco Hub. (job aid)
Review Project Budgets and ExpendituresReviewing Project funded budgets and expenditures. (job aid)

Travel Authorizations

Submit a Travel AuthorizationInstructions for submitting Travel Authorization requests. (job aid)
Encumbrance OverviewOverview of encumbrances and guidance on how to research and resolve inaccurate encumbrances. (job aid)
Edit or Cancel a Travel Authorization or EncumbranceInstructions for editing a saved or submitted Travel Authorization. (job aid)
Approve or Reject Travel AuthorizationsInstructions for approving or rejecting a submitted Travel Authorization. (job aid)
Review Travel Authorization Approval StatusInstructions for checking the approval status of submitted Travel Authorizations. (job aid)

Time, Labor and Absences

Enter, Save or Submit Your Time CardInstructions for hourly employees to enter hours worked on their time card.
Enter a Time Card for Another EmployeeInstructions for line managers (supervisors) and Time & Labor Coordinators to enter time on behalf of another employee.
Edit or View Your Saved or Submitted Time CardInstructions to view and edit your own time card.
Edit or View a Time Card Entry for Another EmployeeInstructions to view and edit a time card for someone else.
Submit a Request for Time Away from Work (Absence) for YourselfInstructions to submit an absence (time off request).
Understanding my Bronco Hub PayslipProvides context about Bronco Hub payslips and the information in each payslip section.
Submit an Absence for a Direct ReportInstructions for line managers (supervisors) and Time & Labor Coordinators to submit an absence on behalf of another employee.
Update or Withdraw a Request for Time Away from Work (Absence)Instructions for an employee to edit or withdraw an absence request.
Update or Withdraw an Absence for a Direct ReportInstructions for line managers (supervisors) and Time & Labor Coordinators to edit or withdraw an absence on behalf of another employee.
View and Approve Employee Time Cards via WorklistInstructions for line managers (supervisors) and Time & Labor Coordinators to view and take action (approve, reject, request information) on employee time cards.
View and Approve Time & Absence for All ReportsInstructions to view direct report and indirect report time card entries.
View Leave Accrual BalancesInstructions to view personal leave accrual (sick, vacation) balances.
View Leave Accrual Balances for a Direct ReportInstructions to view direct reports leave accrual (sick, vacation) balances.
View Existing Absences for an EmployeeInstructions for line managers (supervisors) and Time & Labor Coordinators to view an employee's absence requests.
View Personal Scheduled Absence CalendarInstructions to view your own scheduled absences in a calendar view.
View Team Scheduled AbsencesInstructions to view your team's (direct reports) scheduled absences. Note: details of absence do not display.
View My Team ScheduleInstructions to view your Direct Reports schedule (includes calendar view of work schedule and absence requests).
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