> 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/personal-guide/submitting-work-related-expenses.md).

# Submitting Work-Related Expenses

As a staff member, you will typically only need to submit **expense items**.

***

### **Before You Begin**

Ensure you have all **required supporting documents**, such as **receipts** or **invoices**.

You will also need to provide the following details for each expense or allowance item:

* **Currency**
* **Amount**
* **Date**
* *(For travel-related expenses)* **Travel details:**
  * **Origin**
  * **Destination**
  * **Travel dates**

For **expense items**, you must manually enter the **expense name**.

For **allowance items**, you must select the **allowance name** from a predefined list of **allowance pay items**. Each allowance item also has a **payment type** (**Gross, Net, or CTC**).

***

### **Submitting an Expense Record**

#### **To submit an expense record:**

1. Go to **My Expense**.
2. Select **Add New Expense**.
3. *(For Expats)* Select the **Payment Currency**.
4. Select the **Record Type** (**Expense** or **Allowance**).
5. Enter the **expense details**.
6. In **Notes**, provide any additional details about the expense.
7. Upload any **supporting documents** in **Expense Files**.
8. Select **Submit**.

Your expense has been submitted for review.

***

### **Expense Approval Flow**

The **expense approval process** in **Marco** follows these steps:

1. **Staff submits an expense record.**
2. **Manager reviews and approves the expense record.**
3. **Manager adds the approved expense to a payroll or expense report.**
4. **Payment is processed according to company policy.**

The **payment currency** is based on the staff member’s **designated country**. If the staff member is an **Expat**, they can choose to be paid in their **home or host country’s currency**.

<figure><img src="https://archbee-image-uploads.s3.amazonaws.com/WDABVsk65VXvmNuRENOjp/KiRO2q8OxAKvCS5FbdTw1_x4-expense-flow.png" alt=""><figcaption><p>Expense Approval Flow</p></figcaption></figure>

***

### **Expense Review Outcome**

Once your expense has been reviewed, you will receive an **email notification** with the outcome.

You can also check the **expense status** in **My Expense**.

* If your expense is **rejected**, you can select the expense to **view the rejection notes** and edit the expense for resubmission.
* For more details on editing expenses, see **Editing Expenses**.

***

### **Changes to Approved Expenses**

Once an expense is **approved**, it **cannot be edited or deleted**.

If you need to make changes to an approved expense, contact your **HR representative or vendor** for assistance.

***

### **Editing Expenses**

You can edit **unapproved expenses**, including **rejected expenses**.

#### **To edit an expense:**

1. Go to **My Expense**.
2. Under the expense, select **⋮ (three-dot icon) > Edit**.
3. The **Edit Expense** screen appears.
4. Update the relevant fields.
5. Select **Submit**.

Your expense has been **resubmitted for review**, and the status of a rejected expense will update to **Submitted**.

***

### **Deleting Expenses**

You can only delete **unapproved expenses**.

⚠ **Note:** Deleting an expense **cannot be undone**. However, all deleted expenses can be viewed in **Deleted Items**.

#### **To delete an expense:**

1. Go to **My Expense**.
2. Under the expense, select **⋮ (three-dot icon) > Remove**.


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