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Expense Reports

Expense Reports are submitted to reimburse a Boise State University employee for travel and non-travel expenses with valid business purpose.

Items paid for with P-Card are not submitted on an Expense Report. P-Card is preferred method to pay for business purchases.

Policy 6140: P-Card
Policy 6180: Travel
Policy 6240: Meals and Refreshments
Policy 6280: Retreats
Policy 6290: Accountable Plan

Getting Started

What do I need to know before getting started?

  • Expense Reports are submitted in Bronco Hub after the employee travel takes place or after reimbursable non-travel expenses occur.
  • Submitted Expense Reports route through the Standard Approval Workflow in Bronco Hub prior to routing to Payables for compliance review. For more details, visit UFS Transaction Process Flows.
  • Employees must set-up direct deposit information in Bronco Hub to be reimbursed electronically. For details, see the Adding Direct Deposit Information for Expense Reports job aid. Please be aware that this is not the same as setting up direct deposit for payroll. Each must be done separately.
  • A Travel Authorization (TA) must be submitted prior to travel related expenses that occur outside a 100-mile radius of the employee’s official work station. For more information, visit Employee Travel.
  • Expense Reports must be submitted within 60 days of the end date of travel or the date the expense is incurred. Expenses reported after this period 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.


Expense Report Search Functionality
Use the search functionality in the Expense Report module to view basic information about Expense Reports you have created and submitted in Bronco Hub. View details like name of the Expense Report requester, amount of the Expense Report and Expense Report approval status. Visit the Reviewing Expense Report Status job aid for more details.

Expense Reports – Campus Transaction Dashboard
Run the Expense Reports – Campus Transaction Dashboard to view reimbursement details like related Expense Report requester, reimbursement amount, reimbursement status, date of reimbursement and funding segment string used to code the transaction.

Confirm the accuracy of the funding segment string used for reimbursements. If an incorrect segment string was used to code an Expense Report, a Payables Correction must be submitted. Visit Financial Transaction Corrections for more information.

Transaction Approval Dashboard
Run the Transaction Approval Dashboard to view approval status information for Expense Reports. This dashboard should be used to identify where transactions are currently at in the approval process or to review the approval history.

Department Financial Summary Review
Prior to approving financial transactions, the department funding source person is responsible for confirming the availability of funds.

For transactions coded to an appropriated fund, run the Remaining Appropriated Budget Report. This report provides a summary of the remaining budget for appropriated funding sources.

For transactions coded to a local fund, run the Local Budget Variance Report. This report provides a summary of the budget and actual expenses for local funding sources.

Appropriated and Local Summary – BvA
The Budget vs Actuals (BvA) Reports should be reviewed at least once per month to ensure accuracy of financial transaction reporting and proper budget management.

Run the Appropriated and Local Summary – BvA to review encumbrances related to Expense Reports. Encumbrances are released after an Expense Report is submitted and approved. For more information about BvA Reporting, visit Financial Reporting.


What attachments are required when submitting an Expense Report?

  • 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).


What forms should I be aware of?

Best Practices

What are best practices for submitting an Expense Report?

  • Double-check the name on the Expense Report prior to submitting to ensure the reimbursement is being processed for the right person.
  • Include a valid business purpose with the Expense Report. Valid business purposes include: who, what, where, when, why details. The “who”, “where” and “when” are often obvious but be sure to include the “what” and “why”. For example, Present Research on Wildfires, or Training for advanced AP Topics.
  • Add all reimbursable receipts as one attachment upload to Bronco Hub and non-reimbursable receipts as another attachment upload. Orient receipts all the same way when scanning and uploading.
  • Add one Expense Line per expense type per funding segment string.
    Example: Submit all taxi receipts for one funding segment string as one Expense Line.  Mileage logs should also be entered as one Expense Line item in Bronco Hub.
  • For Project funded expense reimbursements, always select a POET Template for expense reimbursements billed to a sponsored project.
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