Argo | Expense - How to request reimbursement of expenses : Copastur

When there is no advance payment, it is possible to request reimbursement of expenses as part of a travel request (O.S.) - when the expenses are related to a travel that includes airfare, accommodation, among other services - or to request reimbursement of expenses independently, for example when carrying out an external visit in your municipality of origin that did not require the creation of a travel request.

If you have an advance payment, see more information in How to render accounts for an advance payment.

To request reimbursement of expenses, follow the steps below:

Within a travel request (O.S.)

1. Access Argo;

2. Click on Query;

3. Use the search filters to locate the desired request;

4. Click on Awaiting Launch;

5. Continue in the Enter expenses stage.

Without a travel request

1. Access Argo;

2. Click on Expense;

3. Click on Expense Report;

4. Select the user and click on Select; 

5. Indicate whether it is a National or International rendering of accounts, the Reason, Debit company and Debit Cost Center if your company has this configuration, click on Proceed and continue in the next stage.

Enter expenses

1. Click on Create new invoice at the top right corner of the screen, or on List of Existing Expenses to select a previously entered expense and and proceed according to the option selected:

✅ Tip! You can enter expenses on a day-to-day basis either on the platform or in the Argo Mobile app and then use the "List of Existing Expenses" feature to include these expenses in your reimbursement request.

Create new invoice

List of Existing Expenses

Ending the reimbursement of expenses

Create new invoice

1. Select the desired expense and fill in the other information;

📃 Information:

For Mileage expenses, simply inform the Origin and Destination and the platform will automatically calculate the amount of the expense based on the mileage of the route and the Value per KM registered by your company;
For invoices with a QR Code, you can fill in the Tax Document Access Key field with the 44-digit number provided on the invoice.

2. Select the "Refundable" option to consider this expense when rendering accounts for the advance payment;

3 Click on Send a receipt and attach the receipt for this expense;

✅ Tip! The formats accepted and the maximum file size are mentioned just below Send a receipt.

4. Click on Add to finish entering this expense and repeat the steps to post the other expenses.

5. Proceed with the ending the reimbursement of expenses.

List of Existing Expenses

1. Use the filters to locate the desired expense;

2. Select the desired expense and click on Click to add;

3. Repeat the process to enter the other expenses and proceed in the next steps.

Ending the reimbursement of expenses

1. After entering all the expenses, click on Send for approval;

✅ Tip! You can also Save and resume rendering of accounts at another time.

2. Select the Authorizer and click on Conclude.

📃 Information: After sending your expenses for approval, the expense status will change to “Awaiting fpr approval”. Only after approval will your request be forwarded to Finance for payment.

Copastur