Manager Guide
Expenses

Manage expenses

Depending on your access privilege or manager role, you can approve, add, edit, and delete expense records for your staff.




View expense records

You can view the staff's expense records in the following tabs:

  • People > Expense—view a single staff's expense records.
  • Expenses—view all your assigned staff's expense records.


Approve expenses

Who can use this feature: - Reporting Managers - Admin Managers - Payroll Managers

To approve an expense:

Approve in People
Approve in Expenses
  1. Go to People.
  2. Select a staff > Expense.
  3. Select the expense record to view the expense details, including any supporting documents or notes.
  4. Select Approve or Reject.
    • Approve: A pop-up window appears.
      5. Select OK. The expense has been approved.
    • Reject: The Add Rejection Notes screen appears.
      5. In Notes, enter the rejection reason for the staff. 6. Select Reject. The expense has been rejected.

The staff will receive an email notification of the expense outcome and can sign in to Marco to view the outcome as well.

Next steps:

If the expense has been rejected, the staff can edit the expense and resubmit it for approval.



Add expenses



You can add expense records on behalf of your staff.

Before you begin:

Prepare all required supporting documents for the expenses, such as receipts or invoices. You will also need to submit the following details for each expense or allowance item:



To add an expense record:

Add in People
Add in Expenses
  1. Go to People.
  2. Select a staff > Expense.
  3. Select New Expense.
    The Add New Expense screen appears.
  4. (For Expats) Select the Payment Currency.
  5. Select the Record Type (Expense, Allowance) and status (Submitted, Approved, Rejected).
  6. Enter the expense details.
  7. In Notes, enter any details about the expense as required by your company.
  8. Upload any supporting documents in Expense Files.
  9. Select Submit. The expense has been added for the staff.


Edit expenses



You can edit all expenses.

To edit an expense:

Edit in People
Edit in Expenses
  1. Go to People.
  2. Select a staff > Expense.
  3. Under the expense record, select ⋮ (three-dot icon) > Edit.
    The Edit Expense screen appears.
  4. Update the relevant details.
  5. Select Submit.


Delete expenses



You can delete unapproved expenses.

To delete an expense:

Delete in People
Delete in Expenses
  1. Go to People.
  2. Select a staff > Expense.
  3. Under the expense record, select ⋮ (three-dot icon) > Remove.



Updated 21 Nov 2023
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