Background
With Fuego, an on-demand payment app, employees can draw up to 50% from their earned pay and tips before payday using the earned wage access service (EWA).
Fuego’s 'Tip Pay Out' solution (TPO) reduces your business's dependency on cash by automating the tip payout process and providing employees with flexibility and choice in payment.
Overview
Tips can flow into Fuego directly from your POS, HotSchedules, a third-party pooling solution, or be uploaded directly via the Fuego Admin Tool. This is decided on and configured during the implementation phase.
For guidance on importing or uploading tips data, please see Fuego: TPO: Importing Tips to Fuego.
The Admin Tool allows you to log in and have control and visibility of the tips being paid out to employees.
Employees then have the choice of how to draw their tips:
- Either combined with their wages through Earned Wage Access (EWA)
or - Kept separate via Tip Pay Out (TPO)
The Fuego Visa® Card is not mandated but can be applied for by employees so that they have a fee-free option when choosing to draw funds or receive tips. More information can be found at the bottom of this article.
This article contains information to support managers who are transitioning away from paying tips out in cash or using an alternative solution to the Fuego TPO service.
Select a heading below to go straight to that part of the article.
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Reviewing the Tips Data |
| Tip Adjustments |
Logging In
- The Fuego Admin Tool can be accessed via any supported browser at admin.fuegosecure.com/login
Recommendation: bookmark the address!
- A full login guide can be found here: Fuego Login Guide
You will receive login details from your implementation specialist or your central Fuego administrator.
Fig.1 – Login Screen
The Admin Tool can be accessed via a mobile device but using a desktop/laptop browser is recommended for reviewing tip details.
Reviewing the Tips Data
Tips data can come from various sources depending on your requirements. Depending on your setup up the frequency of the data sync may be once or multiple times per day. There are sometimes business practices in place that may require tips to be uploaded into the system. Reviewing tips data and uploading (if necessary) is done from the 'Tip Management' screen.
- Use the side menu and select Tip Management
Fig.2 – Tip Management
Your organization name will be displayed at the top of the screen.
- Select the required Location from the drop-down - multiple Locations will be available if you have access to them
'Pay Period' View
All employees for the selected Location will be listed onscreen, and the Pay Period will default to the current open one.
The columns across the top indicate the available information, as laid out below.
Employee Name - all employees will be listed whether they have signed up for Fuego or not
Tips Earned - the total $ value of the tips earned by the employee at this location during the pay period
Payable Tips - the $ value of tips that are payable through Fuego. This may be the same value as tips earned but could be a different % either across the org or per employee, depending on your configuration settings
Paid This Period - the total $ value of tips paid out to the employee during this pay period
Balance - the total $ value of tips that are due to be paid to the employee
Active Program - the Program that the employee has signed up for
Employee Status - the employment status (Active, Inactive, Terminated - more info here)
Last Payment State - the most recent payment status for the employee
Fig.3 – ‘Pay Period’ tip view options
There are several sections of the tip management screen you can interact with. They are explained in more detail later in this article but a brief overview of each is listed below.
- Pay Period - select previous pay periods to see what tip payments have been made through Fuego historically
- Run Tip Payments - if you are set to run tip payments ‘manually’ this will be visible for an open pay period only and can be run at any time. Choose all employees or selected employees using the buttons under the search bar.
- Export Location Tip Report - use this to export details for all employees for your Location per pay period - see this article for further information
- Employee Name 'drill-down' - select an employee name to see their Tip Overview screen
- Balance - select a balance value to see a quick breakdown of how it has been calculated
Fig.4 – ‘Day’ tip view options
- Day - select a specific day to see tip information by employee, by day
- Business Date - choose the business date you wish to view tip data for.
- Export Tips Report - instantly export the on-screen data for all employee and their tips with a single click.
- Download Template - download a pre-filled file template with all employees and their respective tip data. You can adjust this template as needed.
- Upload File - select this to open a modal where you can upload the adjusted file template.
'Day' View
When using the 'Day' view, the 'Third Party Tips' column is now called 'External Data'. This can be renamed if required (as per the 'Aloha Tip Pool' example shown below in Fig.5 - please submit a support request to have this done).
Fig.5 – ‘Day’ tip view page - renamed 'Third Party Tips' column, color-coded columns
The column colors highlighted in Fig.5 indicate if tips are added or deducted from the daily total tips per employee (available to be paid out through Fuego).
Editing Tips
It is also possible to edit tips data onscreen, making tip management more flexible. When this is done, the 'Total Tips' figure will automatically calculate and be displayed onscreen.
- Use the pen icon button (highlighted in Fig.5) and enter tip figures as needed
- Then use the red tick icon (see Fig.6) to save the changes
- Once an external data entry has been edited and saved, it will no longer update from the original data source
Fig.6 - Editing tips on the 'Day' view page, 'save' tick icon
Please submit a request with Fourth's support team to:
- Enable the ability to edit tips
- Rename the 'External Data' (formerly 'Third Party Tips') column
- Configure which columns are displayed on the 'Day' view for each Location
Then,
- To allow a location manager to edit tips, select them from the Administrators page
- Apply the Tips Editor setting and Save
Manual Entry
This functionality can be used in two ways:
- As an alternative to uploading External Data (Third Party tips) through the Upload File button, to easily correct individuals without the need for an additional upload
- Allows users to enter tip data onscreen per tip type. Manual entries do not work simultaneously with another data feed source for the same tip type
- Use the pen icon button next to 'Cash Tips' and enter tip figures as needed
- Then use the red tick icon (see Fig.7) to save the changes
Fig.7 - Manual insertion of Cash Tips
All edits/manually entered tips must be saved before navigating to a new page (25 records per page are displayed), and no new data through an integration will be allowed to replace any changes made.
Tip Adjustments
The Tip Adjustments feature provides a flexible way to modify tips against employees within a location. It supports various adjustment types and offers configurable limits to ensure control and compliance.
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Adjustment Types:
- Tip Adjustment
- Service Charge Adjustment
- Other Adjustment
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Net Zero Enforcement:
- When enabled in settings, selected employees’ adjustments must sum to zero, ensuring balanced modifications
Please submit a request with Fourth's support team to enable the ability to use adjustment types specifying which adjustment type (s), any max values should be setup, whether net zero enforcement should be enabled and which managers, if any, will need access
Adjusting Tips
To apply adjustments:
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- Use the menu and go to Tip Management
- Select a Location and then set it to the Day view
- Use the Adjustments drop-down and select the adjustment type to be used
Fig.9 - Selecting an adjustment type
- Search for employees by Name or Payroll Number and use Add to select one or multiple employees
Fig.10 - Adding employee(s) to enter an adjustment type
- Enter an amount against the selected adjustment type or directly enter the Total Tips value to automatically calculate the adjustment amount
- Provide a Reason for the adjustment before selecting Save
Fig.11 - Insert an adjustment type with net to zero
Adjustments can be positive or negative, and when net-zero is enforced, all selected employees' adjustments must sum to zero.
Fig.12 - Inserting an adjustment type with net to zero
- For audit purposes, all adjustments are logged and are accessible via Adjustments > Adjustment History
Fig.13 -Adjustments > Adjustment History
Fig.14 - Adjustment History
Running Tip Payments - Options
Manually: This will typically require a site manager, to log into Fuego and select the Run Tip Payment button. It is likely that new users of Fuego’s TPO service will start with tips being paid out manually so there is an opportunity to review the values beforehand.
Automatically: At a set time each day, or if configured, up to three set times each day, the system will issue tip amounts based on the ‘Balance’ available for the employee. This is the Tips earned minus any tips already paid out to that employee during the current pay period.
Manually but with an automatic override: This is the setting used where it is preferable if tips are reviewed prior to being paid and are manually issued by a manager but there is a failsafe. If the tips haven’t been paid out by a certain time and there are employees who have a balance ,there will be an automated payment run to the employees.
Configuring Multiple Tip Payments
Authorized users who have access to upload tip files can manage the tip payout times by location on the Tip Management screen.
- To change payout times for a location, first select one from the Location drop-down
- Then select the pen icon next to Daily Scheduled Pay Out Time
The 'Cut Off Time' occurs on the last day of the pay period, after which, the period is locked and no more payouts can be made to it.
Fig.15 – Location payout times
- Set as many as 3 Payout Times (at least 30 minutes apart) or use the Remove button(s) to have fewer
- Select Save when ready
All presented times are in the device's local timezone,
Fig.16 – Editing Location Pay Out Times
The new payout times will be displayed (as in Fig.15), and the 'Custom Schedule' is indicated. Before making any changes, this would display as 'Default Schedule'.
Running Tip Payments Manually
If set up for Manual distribution, it is recommended that you run the tip payments at a similar time each day so the experience is consistent for your employees.
- Log into the Admin Tool and from the 'Tip Management' screen, select Run Tip Payments
- Confirm the issuing of payments - select OK (or Cancel if necessary)
Fig.17 – 'Run Tip Payments' confirmation
A message will then display, confirming successful initiation or cancellation.
If a red error message appears, please submit a request with our support team, selecting Fuego in the Module dropdown.
Fig.18 – confirmation message
Assuming successful initiation, all employees with a value in their ‘Balance' column and who were 'OK' in the 'Last Payment State' will be issued funds of that value. On the 'Tip Management' screen, values for their 'Paid This Period' and 'Balance' columns will be updated - with 'Balance' now being $0.
Fig.19 – updated 'paid this period' and 'balance' fields
Important note: Tip balances are cumulative across the pay period – any adjustments made to prior business days will be part of the calculation of tips to be paid to the employee.
The Run Tip Payments button can be used at any time so if you make an adjustment later in the day that will impact an employee’s tip balance you can simply just use it again.
FAQs
I would like to see the total tip value before I run the payment…
It is understandable that you may want to review all tips before paying out.
- You can use the Export Location Tip Report button to get an overview of all the tip balances for the pay period shown in the drop-down
- Please see here for more information
Why am I seeing a negative value in the Balance for an employee?
The tip data is cumulative for the open pay period.
Example: If an adjustment is made on a Thursday, tip earnings that have been paid out for Monday’s shift will reduce the value of tips payable to the employee. This shows as a negative figure.
If tip data for Thursday is then received, the payout for Friday is adjusted to accommodate the deduction in value for Monday.
If, at the end of the pay period, the balance for the employee is still negative this will be handled in payroll.
Fig.20 – negative balance
How do I see a history of tip payments made to an employee?
The 'Tips Earned' column shows the total value of tips earned for the pay period.
By clicking on an underlined Employee Name, you will see the 'Employee Tip Overview' screen. The purpose of this screen is to show you all the payments that have been made for this period for this employee.
Fig.21 – viewing tip history
Payments are shown in date order with the latest information at the top.
To see details about the initiated payment(s), select a value under Paid This Day.
Selecting an Offer Link will show the values of each tip payment that was sent on that day.
Fig.22 - Employee tip overview
How do I see what makes up the tip values for an employee?
By selecting a Balance value from the Tip Management screen you can see how the balance has been calculated with a day-by-day view and tip values per day.
Fig.23 - Balance breakdown
Can we switch from manual to automatic tip payouts?
Yes, please submit a request with our support team, selecting Fuego in the Module dropdown. This will be subject to authorization by the Fuego central administrator for your organization.
What does the Fuego onboarding experience look like for my employees?
This Fuego: End User App Experience article covers the key elements of the Fuego app onboarding experience. Employees are supported by our Fuego app support team via the Help Center in the Fuego app.
My team member did not receive their tip payout...
From the Tip Management screen, you may see 'Payment Failed' statuses for all employees (shown below). Any employees with this status will be at the top of the list by default.
Select the Employee Name to see their Employee Tip Overview.
Fig.24 - Last payment state 'payment failed'
Select the underlined Paid this Day value
Fig.25 - Paid this day
This will display a pop-up that shows which Payment Method the payment was attempted with.
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- If the Payment Method is 'Push to External Card' or 'ACH payment' the account or card could be blocked, and the employee should speak with their provider
- If the Payment Method is 'Fuego Card' this could also be blocked - the employee can reach our Support team via the Fuego app or by calling 1-855-715-8518
Fig.26 - Payment method
Summary – Key Reminders
● Tip payments can be run at any time from the tip management screen, but best practice is once per day at the same time
● Running tip payments will initiate the payment – depending on which payment account the employee has set up will determine when the money is received
● The value of the tips earned is updated if information is provided for any day of the period and the employee-owed value is adjusted accordingly
● Fuego’s Tip Pay Out solution replaces your need to give out cash. It is safer for you and your employees to use
● Any tips that are not paid out through Fuego will be paid through payroll
● If you need support, please submit a request with our support team or for urgent queries call us on 1-855-715-8518
Fuego Visa Card
To directly help unbanked or underbanked workers, Fuego additionally offers the Fuego Card to give on-demand pay1 customers a trusted and convenient source for debit transactions. Wage draws and tip payout transactions can be made to the Fuego Card at zero cost, and the Card can be used for any number of financial transactions. There are no inactivity fees, no costs to set up, no fees associated with wage draws, and employees can access their pay up to two days early2. Plus, the Fuego Card is protected by Visa’s Zero Liability Policy.
1. Central Bank of Kansas City does not administer nor is liable for on-demand pay/wage draws.
2. For you to be paid early, your employer or payment provider must submit the deposit early. Your payment provider may not submit the deposit early each payment period, so ask when they submit your deposit information to the bank for processing. Early funds deposit begins on the 2nd qualifying deposit, which is defined as a direct deposit greater than $5.00 received from the same payer.
The Fuego Visa Card is issued by Central Bank of Kansas City, Member FDIC, pursuant to a license from Visa U.S.A., Inc. and may be used everywhere Visa debit cards are accepted. Certain fees, terms, and conditions are associated with the approval, maintenance, and use of the Card. You should consult your Cardholder Agreement and the Fee Schedule at www.getfuego.com/legal. If you have any questions regarding the Card or such fees, terms, and conditions, you can contact us toll-free 24/7/365 at 1-855-715-8518.
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