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.
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Job Aids and Resources
| DOCUMENT | DETAILS |
|---|---|
Bronco Hub Resources | |
| Procure to Pay Wizard | Use 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 Transactions | Follow these instructions to troubleshoot where a financial transaction is located in the Bronco Hub approval workflow. (job aid) |
| University Financial Services Contacts | A guide to contact information for University Financial Services (UFS) departments. (google doc) |
| University Financial Services Mailing List Sign Up | Use 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 Account | Instructions for viewing activity and transaction details for Accounts Receivables customers. (job aid) |
| View and Print an Accounts Receivable Invoice | Instructions for viewing and printing an Accounts Receivable Invoice. (job aid) |
| Accounts Receivable Aging Report | Instructions for running an Accounts Receivable Aging Report. (job aid) |
| View Balance Details; Funding Source Information;and Transaction Activities for an Accounts Receivable Invoice | Instructions for viewing Accounts Receivable invoice details. (job aid) |
Approval Workflow | |
| Ad Hoc (Route Task) a Manager Self Service Transaction to Additional Approver | Instructions to add additional individuals (e.g. Principal Investigators) to the approval queue for a Bronco Hub HR action. (job aid) |
| Send Comments Back to Approvers | Instructions to send comments back to approvers that have requested information about a submitted Bronco Hub action/transaction. |
| Approval Workflow Context for Financial Transactions | A guide to understanding the Bronco Hub approval workflow. (google doc) |
| Standard Approval Workflow Matrix | Use this matrix to identify current Department approvers. (google sheet) |
| Approval Workflow Maintenance Form | Submit this form to make permanent changes to Department approvers. (smartsheet) |
| Approve or Reject a Financial Transaction via Email Notification | Instructions for approving or rejecting submitted Bronco Hub transactions via email notification. (job aid) |
| Approve or Reject a Financial Transaction via Worklist or Notification Bell | Instructions for approving or rejecting submitted Bronco Hub transactions via Bronco Hub. (job aid) |
| Delegating Bronco Hub Approval Workflow Actions | Instructions to set up approval delegation rules for all transactions in Bronco Hub. (job aid) |
| Modify Approval Workflow for Single Financial Transaction | Instructions 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 Transfer | Instructions for viewing approver details for specific transactions in Bronco Hub. (job aid) |
| Budget Transfer Template | Complete and email this template to budgetandplanning@boisestate.edu to request budget transfers. (Excel Template) |
| Approve or Reject Budget Transfers | Instructions for approving or rejecting Budget Transfer requests. (job aid) |
| Review a Budget Transfer | Instructions for reviewing Budget Transfers on the General Ledger. (job aid) |
Cash Advance | |
| Request a Cash Advance | Instructions for submitting a Cash Advance request. (job aid) |
Departmental Deposits | |
| Submit a Departmental Deposit (job aid) | Instructions for submitting a Departmental Deposit. (job aid) |
| Departmental Deposit Template | Complete and email this template to Department-depositupload@boisestate.edu to request a departmental deposit. (excel template) |
| Submit a Departmental Deposit (video instructions) | Instructions for submitting a Departmental Desposit. (video instructions) |
Expense Reports | |
| Add Direct Deposit Information for Expense Reports | Instructions for setting up direct deposit information for reimbursements submitted via Bronco Hub. (job aid) |
| Submit an Expense Report | Instructions for submitting Expense Reports via Bronco Hub. (job aid) |
| Delegate Expense Report Submissions | Instructions for adding a delegate to submit Expense Reports on your behalf. (job aid) |
| Review Expense Report Status | Instructions to check the approval status of submitted Expense Reports. (job aid) |
| Withdraw and Edit an Expense Report | Instructions to edit Expense Reports created in Bronco Hub. (job aid) |
| Duplicate an Expense Report | Instructions to duplicate Expense Reports created in Bronco Hub. (job aid) |
HR Employee Self Service Actions | |
| Add or Update Direct Deposit Information | Instructions to view, update or add direct deposit information. (job aid) |
| Add Skills and Qualifications | Instructions 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 Contacts | Instructions to view or update family and emergency contact information. (job aid) |
| View and Update Personal Contact Information | Instructions to update personal contact information. (job aid) |
| View and Update Personal Details | Instructions to update personal details like demographic information. (job aid) |
| View or Update Federal and State Income Tax Withholding | Instructions to update your tax withholdings. (job aid) |
HR Manager Self Service Actions | |
| Add an Assignment to an Existing Employee | Instructions to add an additional assignment (job) to an existing employee. (job aid) |
| Add Individual Compensation (Additional Pay) | Instructions to add individual compensation /additional pay (e.g. summer salary, supplemental pay) to an employee's pay. (job aid) |
| Add or Modify an Employee's Direct Reports | Instructions to add or update an employee's direct reports. (job aid) |
| Change an Employee's Line Manager | Instructions to change an employee's line manager. (job aid) |
| Change an Employee's Physical Work Location | Instructions to update an employee's physical work location. (job aid) |
| Change an Employee's Salary | Instructions to change an employee's salary. (job aid) |
| Demote an Employee | Instructions 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 Adjunct | Instructions to hire an Adjunct. (job aid) |
| Making Adjustments to Adjunct Appointments | Instructions to determine the appropriate process to follow when making adjustments to a previously processed (approved) adjunct hire. (job aid) |
| Hire a Temporary Non-Benefit Employee for an ICP (Additional Pay) | Instructions to hire a temporary non benefit eligible employee in order to submit an Individual Compensation (ICP) request. |
| Hire or Rehire a Non-Benefit Eligible Employee | Instructions 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 Change | Instructions 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 Worklist | Instructions to view previously submitted Bronco Hub actions. |
| View and Take Action on Manager Self Service Actions | Instructions to acces, view and take action on an HR Manager Self Service action. |
Internal Payments | |
| Internal Payment Request | Use this form to request a payment for goods or services to another Boise State department. (smartsheet) |
| Internal Payment Template | Complete and attach this template when submitting an Internal Payment request. (excel template) |
| Submit Internal Payments | Instructions 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 Payment | Instructions 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 Payment | Instructions for editing an Invoice Payment validated in Bronco Hub. (job aid) |
| Edit a Saved Invoice Payment Not Previously Validated | Instructions for editing an Invoice Payment not validated in Bronco Hub. (job aid) |
| Edit a Rejected Invoice Payment | Instructions for editing a rejected Invoice Payment. (job aid) |
| Review Invoice Payment Status | Instructions 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 Matrix | Use 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 Request | Use this form to request multiple corrections to Expense Reports, Invoices, Internal Payments and P-Card Transactions. (smartsheet) |
| Multiple Correction Template | Complete 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 Entry | Instructions 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 Template | Complete and attach the template when submitting a Journal Entry Request. (excel template) |
| Payroll Correction Request | Use this form to request payroll corrections. (smartsheet) |
| Payroll Correction Template | Complete 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 Context | A guide to understanding financial transaction coding at Boise State. (google doc) |
| Project [POET] Segment String Context | A guide to understanding sponsored program funding segments. (google doc) |
| All Segment Values Report | Use this tool to determine the appropriate segment values for coding financial transactions.(excel sheet) |
| Funding Segment Maintenance Request | Use 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 Requisition | Instructions for creating a requisition in PageUp as the Department Recruitment Coordinator (DRC). (job aid) |
| Approving or Declining a Page Up Requisition | Instructions for approving or declining a PageUp requisition to hire a new employee. (job aid) |
| Review Candidates - Search Committee | Instructions for approving or declining a PageUp requisition to hire a new employee. (job aid) |
| Selecting Candidates to be Interviewed | Instructions 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 Invitations | Instructions 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 Checks | Instructions for reviewing returned reference checks via PageUp for candidates being considered for employment. (job aid) |
| Create an Interviewing Event | Instructions for creating an Event in the PageUp system that can be used to interview candidates. (job aid) |
| Send Invitations for Event | Instructions for sending invitations via PageUp for an Interviewing Event. (job aid) |
| Create Offer Card | Instructions 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 Offer | Instructions 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 Requisitions | Instructions for submitting Requisitions via Bronco Hub. (job aid) |
| Edit a Purchase Requisition | Instructions for editing a Requisition saved or submitted in Bronco Hub. (job aid) |
| Cancel a Submitted Purchase Requisition | Instructions for cancelling a submitted Requisition or cancelling lines from a submitted Requisition. (job aid) |
| Purchase Order Payment Approval | Use this form to provide approval to proceed with payment against a Purchase Order (PO) (smartsheet) |
| Submit Fisher Scientific PunchOut Catalog Requisition | Instructions for submitting PunchOut Catalog Requisitions via Bronco Hub. (job aid) |
| Edit a Fisher Scientific PunchOut Catalog Requisition | Instructions for editing a PunchOut Catalog saved or submitted in Bronco Hub. (job aid) |
| Submit a Purchase Requisition for Construction Sponsored Project | Instructions 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 Projects | Instructions 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 Requisition | Instructions for approving or rejecting a PunchOut Catalog saved or submitted in Bronco Hub. (job aid) |
| Submit Independent Contractor Requisitions | Instructions for submitting Independent Contractor Requisitions via Bronco Hub. (job aid) |
| Review Requisition Status | Instructions for checking the approval status of submitted Requisitions. (job aid) |
| Add Favorites in Purchase Requisition module | Setup favorites to quickly add funding information to future Requisitions. (job aid) |
Reports & Dashboards | |
| Account Analysis Report | Retrieve transaction detail by the account segment. (job aid) |
| Account Analysis Pivot Macro | This macro should be used with the Account Analysis Report to filter, sort, and view remaining balance. (excel pivot macro tool) |
| Account Analysis Pivot Instructions | Follow these instructions when running a standard Account Analysis. (pdf) |
| Account Analysis Report Context | Provides context about column output for the Account Analysis Report. (pdf) |
| Budget Office Account Analysis Pivot Macro | This 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 Instructions | Follow 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 Instructions | Follow these instructions when using the Detail Transaction Account Analysis Pivot Macro. (word doc) |
| Grant Account Analysis Pivot Macro | This 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 Instructions | Follow these instructions when using the Grant Account Analysis Pivot Macro. (word doc) |
| Plan Ledger Account Analysis | This 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 Instructions | Follow these instructions when using the Plan Ledger Account Analysis Pivot Macro. (word doc) |
| Hierarchies for Reporting | This 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 Dashboard | Monitor combinations of segment values to retrieve summary data by account segment. (job aid) |
| Appropriated BvA - BvA Dashboard | Monitor appropriated fund balances and to drill to transaction details. (job aid) |
| Local Fund Balance - BvA Dashboard | Monitor local fund balances and to drill to transaction details. (job aid) |
| Sponsored Programs BvA | Monitor sponsored program activities at any combination of Awards, Projects, Colleges Departments and/or Principal Investigators. (job aid) |
| Remaining Appropriated Budget Report | View 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 Report | View 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 Report | View payroll data and is used for Payroll Corrections and Analysis. (job aid) |
| Supplier Search | View active supplier data to include supplier number and contact information. (job aid) |
| Budget Details - Campus Transaction Dashboard | View 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 Dashboard | View budget transfers that have been submitted and posted to the general ledger. (job aid) |
| Deposits - Campus Transaction Dashboard | View deposits that have been submitted and posted to the general ledger. (job aid) |
| Expense Reports - Campus Transaction Dashboard | View expense reports, identify status from saved to withdrawn or paid, and additional transaction details. (job aid) |
| Journal Entries - Campus Transaction Dashboard | View journal entries, payroll corrections, and interdepartmental charges that have been submitted and posted to the general ledger. (job aid) |
| Payables - Campus Transaction Dashboard | View invoiced transactions, identify payment status and transaction details. (job aid) |
| Payments - Campus Transaction Dashboard | Verify that a payment has been created and can be used to identify the associated payment number. (job aid) |
| Purchase Orders - Campus Transaction Dashboard | View purchase orders, identify status from pending to closed or cancelled, and additional transaction details. (job aid) |
| Requisitions - Campus Transaction Dashboard | View requisitions, identify status from saved to withdrawn or paid, and additional transaction details. (job aid) |
| Requisition Lifecycle - Campus Transaction Dashboard | View requisition, purchase order, and invoices to track encumbrance and expense through the lifecycle of a requisition. (job aid) |
| Transaction Approval Dashboard | View approval status information for financial transactions submitted in Bronco Hub.(job aid) |
Sponsored Programs | |
| Active Project List Report | View project statuses, start and end dates, project administrators, award numbers, and department segment. (job aid) |
| Navigating the Awards Work Area | A guide to understanding each field in the Awards module work area. (google doc) |
| Request Principal Investigator (PI) View Award Role | Requesting access to PI View Award Role user rights in Bronco Hub. (job aid) |
| Review Project Budgets and Expenditures | Reviewing Project funded budgets and expenditures. (job aid) |
Travel Authorizations | |
| Submit a Travel Authorization | Instructions for submitting Travel Authorization requests. (job aid) |
| Edit or Cancel a Travel Authorization or Encumbrance | Instructions for editing a saved or submitted Travel Authorization. (job aid) |
| Approve or Reject Travel Authorizations | Instructions for approving or rejecting a submitted Travel Authorization. (job aid) |
| Review Travel Authorization Approval Status | Instructions for checking the approval status of submitted Travel Authorizations. (job aid) |
Time, Labor and Absences | |
| Enter, Save or Submit Your Time Card | Instructions for hourly employees to enter hours worked on their time card. |
| Enter a Time Card for Another Employee | Instructions for line managers (supervisors) and Time & Labor Coordinators to enter time on behalf of another employee. |
| Edit or View Your Saved or Submitted Time Card | Instructions to view and edit your own time card. |
| Edit or View a Time Card Entry for Another Employee | Instructions to view and edit a time card for someone else. |
| Submit a Request for Time Away from Work (Absence) for Yourself | Instructions to submit an absence (time off request). |
| Understanding my Bronco Hub Payslip | Provides context about Bronco Hub payslips and the information in each payslip section. |
| Submit an Absence for a Direct Report | Instructions 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 Report | Instructions 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 Worklist | Instructions 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 Reports | Instructions to view direct report and indirect report time card entries. |
| View Leave Accrual Balances | Instructions to view personal leave accrual (sick, vacation) balances. |
| View Leave Accrual Balances for a Direct Report | Instructions to view direct reports leave accrual (sick, vacation) balances. |
| View Existing Absences for an Employee | Instructions for line managers (supervisors) and Time & Labor Coordinators to view an employee's absence requests. |
| View Personal Scheduled Absence Calendar | Instructions to view your own scheduled absences in a calendar view. |
| View Team Scheduled Absences | Instructions to view your team's (direct reports) scheduled absences. Note: details of absence do not display. |
| View My Team Schedule | Instructions to view your Direct Reports schedule (includes calendar view of work schedule and absence requests). |