Managing Employee Expenses in EpochOS
This guide explains how to manage employee expenses within EpochOS. Expenses are deductions from employee commissions and can be either one-time or recurring.
One-Time Expenses
One-time expenses are individual deductions from an employee's commission that are applied only once for specific, non-recurring costs.
Examples:
Office supplies purchase
Conference registration fee
Software license
Correction or adjustment
Adding a One-Time Expense
Navigate to the Expenses page
Click the Add expense button
Complete the following fields in the modal:
Field | Description |
Employee | Select the employee from the dropdown |
Pay Period (Optional) | Select a specific pay period if the expense should be applied in a different period than the date indicates |
Amount | Enter the dollar amount of the expense |
Note | Enter a description of the expense |
Recurrence | Select "One-time" from the dropdown |
Date | Select the date when the expense occurred |
Click Save to create the expense
Note about Pay Periods: If you select a specific pay period, it will override the date you entered. For example, if an expense occurred on February 3rd but should be deducted in the March pay period, select the March pay period.
Recurring Expenses
Recurring expenses are deductions applied to an employee's commission on a regular schedule (weekly or monthly).
Examples:
Software subscription fees
Professional membership dues
Equipment lease payments
Regular retirement contributions
Adding a Weekly Recurring Expense
Navigate to the Expenses page
Click the Add expense button
Complete the following fields in the modal:
Field | Description |
Employee | Select the employee from the dropdown |
Amount | Enter the dollar amount of the expense |
Note | Enter a description of the expense |
Recurrence | Select "Weekly" from the dropdown |
Day of Week | Select the day when the expense should recur (e.g., Sunday, Monday) |
Effective Date | Select the date when this recurring expense should start |
Does this expense expire? | Check this box if the expense has an end date |
Expiration Date | If applicable, select when the recurring expense should stop |
Click Save to create the recurring expense
Adding a Monthly Recurring Expense
Navigate to the Expenses page
Click the Add expense button
Complete the following fields in the modal:
Field | Description |
Employee | Select the employee from the dropdown |
Amount | Enter the dollar amount of the expense |
Note | Enter a description of the expense |
Recurrence | Select "Monthly" from the dropdown |
Day | Select the day of the month when the expense should recur (1-31) |
Effective Date | Select the date when this recurring expense should start |
Does this expense expire? | Check this box if the expense has an end date |
Expiration Date | If applicable, select when the recurring expense should stop |
Click Save to create the recurring expense
Note about Monthly Expenses: If you select a day that doesn't exist in some months (e.g., 31st), the system will automatically use the last day of those months instead.
Managing Existing Expenses
Editing Expenses
To edit an existing expense, click the edit (pencil) icon next to the expense in the list and modify the fields as needed.
Deleting Expenses
To delete an expense, click the delete (trash) icon next to the expense in the list and confirm the deletion.
Key Differences Between Expense Types
Feature | One-Time Expenses | Weekly Recurring | Monthly Recurring |
Frequency | Applied once | Applied every week | Applied every month |
Date Setting | Specific occurrence date | Day of week | Day of month |
Pay Period | Can be specified | Not applicable | Not applicable |
Expiration | Not applicable | Optional | Optional |