---
title: Manage expenses
slug: manager-guide/manage-expenses
description: Learn how to manage the staff's expenses in Marco.
docTags: 
createdAt: 2023-08-17T10:34:29.786Z
---

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.

***

# 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

:::hint{type="success"}
**Who can use this feature:**
\- Reporting Managers - Admin Managers - Payroll Managers
:::

**To approve an expense:**

::::Tabs
:::Tab{title="Approve in People"}
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.
:::

:::Tab{title="Approve in Expenses"}
1. Go to **Expenses**.
2. Select the expense record to view the expense details, including any supporting documents or notes.
3. Select **Approve** or **Reject**.
   - Approve: A pop-up window appears.

     4\. Select **OK**.
     The expense has been approved.
   - Reject: The Add Rejection Notes screen appears.

     4\. In Notes, enter the rejection reason for the staff.
     5\. 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

:::hint{type="success"}
**Who can use this feature:**
\- Admin Managers - Payroll Managers
:::

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:

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

For expense items, the expense name is entered by the user. For allowance items, the allowance name is selected from a list of allowance pay items. Each allowance item also has an payment type (Gross, Net, CTC).

**To add an expense record:**

::::Tabs
:::Tab{title="Add in People"}
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.
:::

:::Tab{title="Add in Expenses"}
1. Go to **Expenses**.
2. Select **Add New Expense**.

   The Add New Expense screen appears.
3. Select a staff.
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

:::hint{type="success"}
**Who can use this feature:**
\- Admin Managers - Payroll Managers
:::

You can edit all expenses.

**To edit an expense:**

::::Tabs
:::Tab{title="Edit in People"}
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**.
:::

:::Tab{title="Edit in Expenses"}
1. Go to **Expenses**.
2. Under the expense record, select **⋮** (three-dot icon) > **Edit**.

   The Edit Expense screen appears.
3. Update the relevant details.
4. Select **Submit**.
:::
::::

***

# Delete expenses

:::hint{type="success"}
**Who can use this feature:**
\- Admin Managers - Payroll Managers
:::

You can delete unapproved expenses.

**To delete an expense:**

::::Tabs
:::Tab{title="Delete in People"}
1. Go to **People**.
2. Select a staff > **Expense**.
3. Under the expense record, select **⋮** (three-dot icon) > **Remove**.
:::

:::Tab{title="Delete in Expenses"}
1. Go to **Expenses**.
2. Under the expense record, select **⋮** (three-dot icon) > **Remove**.
:::
::::