Managing Expense Records
Depending on your access privileges or manager role, you can approve, add, edit, and delete expense records for your staff.
Each expense record falls into one of two categories:
Expense Item – Submitted by staff for approval.
Allowance Item – Typically added by managers for one-time allowances, such as per diem for business trips. These differ from standard allowances in a staff member’s salary package.
Viewing Expense Records
You can view expense records in the following tabs:
People > Expense – View a single staff member’s expense records.
Expenses – View all expense records for your assigned staff.
Approving Expenses
Steps to Approve or Reject an Expense
Go to People.
Select a staff member > Expense.
Select an expense record to view details, including supporting documents and notes.
Click Approve or Reject.
Approve: A confirmation pop-up appears. Click OK to approve.
Reject: The Add Rejection Notes screen appears. Enter the reason and click Reject.
Go to Expenses.
Select an expense record to view details.
Click Approve or Reject.
Approve: Click OK to approve.
Reject: Enter the reason in Add Rejection Notes and click Reject.
📌 Staff will receive an email notification with the approval outcome and can check the status in Marco. 🔄 If an expense is rejected, staff can edit and resubmit it for approval.
Adding Expenses
Before You Begin: Prepare all required supporting documents (e.g., receipts, invoices) and have the following details ready:
Currency
Amount
Date
For travel-related expenses:
Origin and Destination
Travel Dates
Expense vs. Allowance Items:
Expense names are entered manually.
Allowance names are selected from predefined pay items and include a payment type (Gross, Net, CTC).
Steps to Add an expense
Go to People.
Select a staff member > Expense.
Click New Expense.
The Add New Expense screen appears.
(For Expats) Select the Payment Currency.
Choose the Record Type (Expense or Allowance) and Status (Submitted, Approved, Rejected).
Enter the required details.
(Optional) Add notes.
Upload supporting documents in Expense Files.
Click Submit.
Go to Expenses.
Click Add New Expense.
The Add New Expense screen appears.
Select a staff member.
(For Expats) Select the Payment Currency.
Choose the Record Type (Expense or Allowance) and Status (Submitted, Approved, Rejected).
Enter the required details.
(Optional) Add notes.
Upload supporting documents in Expense Files.
Click Submit.
Editing Expenses
Steps to Edit an Expense
Go to People.
Select a staff member > Expense.
Click ⋮ (three-dot icon) next to the expense > Edit.
The Edit Expense screen appears.
Update the necessary details.
Click Submit.
Go to Expenses.
Click ⋮ (three-dot icon) next to the expense > Edit.
The Edit Expense screen appears.
Update the necessary details.
Click Submit.
Deleting Expenses
📌 Only unapproved expenses can be deleted.
Steps to Delete an Expense
Go to People.
Select a staff member > Expense.
Click ⋮ (three-dot icon) next to the expense > Remove.
Go to Expenses.
Click ⋮ (three-dot icon) next to the expense > Remove.
Depending on your access privilege or manager role, you can approve, add, edit, and delete expense records for your staff.
Each expense record can be either an expense item or an allowance item. Typically, the staff will submit expenses for approval, while managers will add allowances for the staff. Compared to the regular allowances in the staff's salary package, these allowance items are meant for ad-hoc allowances, such as a per diem for business trips.
Last updated