Employees can submit Expense Reports for manager and administrator review if they are granted permission to the module. Employees can upload mileage, receipts, as well as see an overview of their submitted reports. 

We also offer a video training for this topic on Arcoro Learning.

The "Submit Expense Report" menu provides the following tabs:

• Dashboard
• Expense Reports
• Reports

You can filter the expenses on this page with the start and end dates to the top of the page:

Dashboard

The "Dashboard" tab allows you to view pie and bar charts for % of expenses approved, expenses by month, and expenses by expense account.

Expense Reports

The "Expense Reports" tab will list expenses for the selected date range and provide the following columns:

• Employee Name - Click the employee name allows you to update the expense report.
• Start Date
• End Date
• Title
• Total Amount
• Date Submitted
• Date Approved
• Date Paid

Click the filter icon to filter your expense reports to approved, not approved, submitted, or not submitted expense reports.

Submitting an Expense Report

1. Click Add from the Actions dropdown menu.

   

2. Complete the fields for the Expense Report Summary. This summary will contain individual experience report details.

   

   1. Title - Enter a title for the expense report, such as "May 2025 Expenses", sales convention, company trip, etc.
   2. Start & End Date - The dates that will encompass the expense details of this report, such as for the month or period of an event.
   3. Paid Date - The date that the expense report was paid, if any.
   4. Notes - Applicable notes for the manager or administrator.
3. Click Add Record when finished.
4. Click the Expense Reports tab.

   

5. Click Create Expense Report Item from the Actions dropdown menu.

   

6. Enter the date for the expense and select the account from the dropdown menu. If the expense is configured as a mileage expense, additional fields will appear.

   

7. Enter the appropriate information for a typical or mileage expense

   Typical Expense Mileage Expense

   

   • Notes - Enter any applicable notes for the expense.
   • Total Amount

   

   • Starting Odometer Reading - Enter the beginning mileage reading from the vehicle.
   • Ending Odometer Reading - Enter the ending mileage reading from the vehicle. 

   If you did not record the odometer readings, you can enter 0 for the starting odometer reading and the distance traveled in miles for the ending odometer reading to help calculate the total miles traveled. We recommend checking with your manager/administrator for your organization's best practices. 

   Click Calculate to determine the total number of miles traveled. The miles traveled will be used to determine the total amount for the expense item (Total Miles x Pay Rate = Total Amount).

8. Receipt Upload - Upload the relevant receipt(s) for the expense.

   

9. Click Add Record when finished.
10. Repeat steps 8-12 until you have added all relevant expense records. You can also return to add additional expense records.

Submitting Expense Report

After completing your expense report, you must submit it to your managers/administrator to review and approve.

1. Click the checkbox(es) to the right of your completed expense report(s) to submit.

   

2. Click Mark Selected as Submitted from the Actions dropdown menu.

   

3. Confirm the submission.

   

4. The "Date Submitted" field will update with the date of the expense report submission. The "Date Approved" will be updated after it has been approved by a manager/Administrator. 

   

Reports

The "Reports" tab will provide downloadable/printable reports for the given date range in PDF or Excel format.

We have provided examples for the following reports:

• Expense Report Summary - Displays a summary of Expense Reports

  

• Expense Report Detail - Displays Expense Report Details grouped by Expense Report