---
title: Submit expenses
slug: staff-guide/submit-expenses
description: Find out how to submit and track your expenses in Marco.
docTags: 
createdAt: 2023-08-15T03:38:26.919Z
---

Submit your work-related expenses for reimbursement. In My Expense, you can add new expense records as an expense item or allowance item. As a staff, you will usually only need to submit expense items.

**Before you begin:**

Prepare all required supporting documents for your 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 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, Allowance).
5. Enter the expense details.
6. In Notes, enter any details about the expense as required.
7. Upload any supporting documents in Expense Files.
8. Select **Submit**.
   Your expense has been submitted for review.

***

# Expense flow

In Marco, the typical expense approval flow involves several steps:

1. Staff adds a new expense record.
2. Manager approves the expense record.
3. Manager adds the expense record to a payroll or expense report.
4. Payment is made based on the company policy.

The payment currency will be based on the staff's designated country. If the staff is an Expat, they will be able to choose between their home and host country as the payment currency.

::Image[]{src="https://api.archbee.com/api/optimize/WDABVsk65VXvmNuRENOjp/KiRO2q8OxAKvCS5FbdTw1_x4-expense-flow.png" size="90" width="2724" height="1964" position="center" caption="Overall expense flow in Marco" showCaption="true"}

## Expense review outcome

Once your expense has been reviewed, you will receive an email notification about the outcome. You can also go to **My Expense** to view the expense status.

![Marco Platform's My Expense page, showing a list of expenses.](https://api.archbee.com/api/optimize/WDABVsk65VXvmNuRENOjp/S4H89V9SEElIJEEQp7IHl_x3expenseoutcome.png "View expense status in My Expense")

If your expense has been rejected, you can select the expense to view the rejection notes and edit the expense to resubmit it. For more information about editing expenses, refer to [Edit expenses](docId\:IJAPc9ctIOOrhtElb3a3G).

![Marco Platform's My Expense page, showing a list of expenses. A user clicks on a rejected expense to view the rejection notes and to edit the expense.](https://api.archbee.com/api/optimize/WDABVsk65VXvmNuRENOjp/kJ-BCp2qigUhScH46363b_x3expenserejected.gif "View rejection notes and edit rejected expense")

## Changes to approved expenses

You cannot edit or delete approved expense. If you need make any changes, you can contact your HR representative or vendor for help.

***

# Edit 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**.

   ![Marco Platform's My Expense page, with Edit highlighted.](https://api.archbee.com/api/optimize/WDABVsk65VXvmNuRENOjp/EJyDROMgDZiv0ILtixLdo_x3editexpense.png)

   The Edit Expense screen appears.
3. Update the relevant fields.
4. Select **Submit**.
   Your expense has been submitted for review. The status for rejected expenses will be updated to Submitted.

***

# Delete expenses

You can only delete unapproved expenses. If you delete an expense, the action cannot be reversed. 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**.

   ![Marco Platform's My Expense page, with Delete highlighted.](https://api.archbee.com/api/optimize/WDABVsk65VXvmNuRENOjp/6wjRGXaAduj54HAjspWMf_x3deleteexpense.png)