Expense reports can be submitted to Managers for approval through the Core HR Employee Portal. 

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

Filter

Managers will be able to filter the expense reports by their direct reports and by the start/end dates of an expense record.

Dashboard

The "Dashboard" for managers will show charts for expenses that have been submitted for the filtered employee and date range.

Expense Reports

The "Expense Reports" tab will allow you to review expense reports submitted by the filtered employee.

The Expense Reports tab will provide the following columns:

• Employee Name - Clicking the name of the employee will show the expense report details.
• Start/End Date - The starting and ending dates of the expense report.
• Title - The title for the expense report, such as for the month, a work trip, event, etc.
• Total Amount - Total amount of expenses incurred.
• Date Submitted - The date the expense report was submitted.
• Date Approved - The date the expense report was approved.
• Date Paid - The date the expense report was paid.

The Actions dropdown menu will allow you to:

• Delete
• Mark Selected as Submitted
• Mark Selected as Not Submitted
• Mark Selected as Approved
• Mark Selected as Not Approved

Review & Adding Expense Report Details

1. Filter the expense reports to the selected employee and date range. 
   
2. Click the employee's name to review the expense report summary and details. 
   
3. The "Expense Report Summary" tab will list the title, start/end/paid dates, and notes entered by the submitter. The summary cannot be modified by a manager. 
   
4. The "Expense Report Details" will list the individual expense report records entered by the employee. Additional expense records can be entered by the manager if the expense report has not been submitted. These dates are used when filtering. 
   
5. Click Create Expense Report Item from the Actions dropdown menu. 
   

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

   Typical Expense (Non-Mileage) Mileage Expense

   

   • Expense Date
   • Account - The type of expense
   • Notes - Enter any applicable notes for the expense.
   • Total Amount
   • Receipt Upload - Upload the relevant receipt(s) for the expense.

   If a mileage expense account is selected, additional fields will be available for odometer/miles traveled.

   • Expense Date
   • Account - The type of expense
   • Notes - Enter any applicable notes for the expense.
   • Starting Odometer Reading - Enter the beginning mileage reading from the vehicle.
   • Ending Odometer Reading - Enter the ending mileage reading from the vehicle. 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).
   • Receipt Upload - Upload the relevant receipt(s) for the expense.

   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. 

7. Click Add Record when finished.
8. Repeat steps 5-7 until you have added all relevant expense records.

Approving/Rejecting an Expense Report

1. Click the checkbox to the right of an expense report.
    
2. Click Mark Selected as Approved or Mark Selected as Not Approved from the Actions dropdown menu. 
   

Reports

The "Reports" allow managers to generate reports for the filtered employee and date range.

The "Reports" tab will allow you to generate the following reports:

• Expense Report Summary - Displays a summary of Expense Reports.
• Expense Report Detail - Displays Expense Report Details grouped by Expense Report.