> For the complete documentation index, see [llms.txt](https://help.marcopayroll.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.marcopayroll.com/marco-user-guide-x4/2025/marco-platform-structure/customer-portal/manager-guide/expense/managing-expense-records.md).

# 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**

<details>

<summary><strong>Who can approve expenses:</strong></summary>

* Reporting Managers
* Admin Manager
* Payroll Managers

</details>

**Steps to Approve or Reject an Expense**

{% tabs %}
{% tab title="People" %}

1. Go to **People**.
2. Select a staff member > **Expense**.
3. Select an expense record to view details, including supporting documents and notes.
4. 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**.
     {% endtab %}

{% tab title="Expenses" %}

1. Go to **Expenses**.
2. Select an expense record to view details.
3. Click **Approve** or **Reject**.
   * **Approve**: Click **OK** to approve.
   * **Reject**: Enter the reason in **Add Rejection Notes** and click **Reject**.
     {% endtab %}
     {% endtabs %}

📌 **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**

<details>

<summary><strong>Who can add expenses:</strong></summary>

* Admin Managers
* Payroll Managers

</details>

**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**

{% tabs %}
{% tab title="People" %}

1. Go to **People**.
2. Select a staff member > **Expense**.
3. Click **New Expense**.
4. The **Add New Expense** screen appears.
5. (For Expats) Select the **Payment Currency**.
6. Choose the **Record Type** (Expense or Allowance) and **Status** (Submitted, Approved, Rejected).
7. Enter the required details.
8. (Optional) Add notes.
9. Upload supporting documents in **Expense Files**.
10. Click **Submit**.
    {% endtab %}

{% tab title="Expenses" %}

1. Go to **Expenses**.
2. Click **Add New Expense**.
3. The **Add New Expense** screen appears.
4. Select a staff member.
5. (For Expats) Select the **Payment Currency**.
6. Choose the **Record Type** (Expense or Allowance) and **Status** (Submitted, Approved, Rejected).
7. Enter the required details.
8. (Optional) Add notes.
9. Upload supporting documents in **Expense Files**.
10. Click **Submit**.
    {% endtab %}
    {% endtabs %}

***

### **Editing Expenses**

<details>

<summary><strong>Who can edit expenses:</strong></summary>

* Admin Managers
* Payroll Managers

</details>

**Steps to Edit an Expense**

{% tabs %}
{% tab title="People" %}

1. Go to **People**.
2. Select a staff member > **Expense**.
3. Click **⋮ (three-dot icon)** next to the expense > **Edit**.
4. The **Edit Expense** screen appears.
5. Update the necessary details.
6. Click **Submit**.
   {% endtab %}

{% tab title="Expenses" %}

1. Go to **Expenses**.
2. Click **⋮ (three-dot icon)** next to the expense > **Edit**.
3. The **Edit Expense** screen appears.
4. Update the necessary details.
5. Click **Submit**.
   {% endtab %}
   {% endtabs %}

***

### **Deleting Expenses**

<details>

<summary><strong>Who can delete expenses:</strong></summary>

* Admin Managers
* Payroll Managers

</details>

📌 **Only unapproved expenses can be deleted.**

#### **Steps to Delete an Expense**

{% tabs %}
{% tab title="People" %}

1. Go to **People**.
2. Select a staff member > **Expense**.
3. Click **⋮ (three-dot icon)** next to the expense > **Remove**.
   {% endtab %}

{% tab title="Expenses" %}

1. Go to **Expenses**.
2. Click **⋮ (three-dot icon)** next to the expense > **Remove**.
   {% endtab %}
   {% endtabs %}

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.


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