June 20th 2024, Release Note: WFM UK | Tronc & Tronc2: Agency Workers in Tronc and Tronc2 Modules for Fund Distribution – Fourth & HotSchedules Customer Success Portal

Summary

Agency Workers in Tronc and Tronc2 for Fund Distribution

Agency Workers scheduled in Scheduling information will now feed through to Tronc and Tronc2 modules for fund distributions.

Release date: June 20th 2024

Enabled by default? - Yes, once Scheduling has been configured and the necessary information starts to be sent to Tronc/Tronc2
Set up by customer admin? - No
Enable via support ticket? - No
Affects configuration or data? - No

What's Changing?

The Tronc and Tronc2 modules will now receive Agency Worker data from Scheduling, allowing the distribution of tips and tronc to those Agency Workers. A new export is also available that shows tronc distributions for Agency staff only.

Reason for the Change

To keep the Tronc modules in line with new legislation, specifically the Employment (Allocation of Tips) Act 2023 and the requirement that 100% of tips received must be paid out to workers, including agency workers.

Customers Affected

All customers using the Tronc and/or Tronc2 Modules integrated with Scheduling.

Release Note Info/Steps

Before reading this release note, please also review the associated Scheduling release note.

Once the Scheduling product has been configured to allow agency worker tips, upon fulfilment of the worker's shift the information will be passed to the Tronc or Tronc2 Module (noting that information regarding changes to the shift, or the shift being deleted will also be passed, ensuring integrity of the data between Scheduling and Tronc/Tronc2).

Tronc Module

When the information has been provided from Scheduling, the Tronc module will display the agency workers' information. To see this information, for an open Tronc period, go to:

Tronc module > Fund Administration > Week List > select the Location and Tronc Period
On the 'Func Allocation' page that opens, select Next and then select a Fund

This will load the Tronc Period page. Under the 'Employee' section, Agency workers will be visible.

Agency information will always be at the top of this table.

Fig.1 - Tronc Module - Agency Workers displaying in the Tronc Period

In Fig.1, 'Agency One' and 'Agency Two' are the names of the agencies and the 'Workers' are agency worker's names.

'Hours Worked' data is provided by Scheduling, as well as the Tronc Rate. With this information, the Tronc module operates the same as if the agency worker was a regular employee.

Tronc Rate and Extra / Reduction fields can be edited if required

Once the Tronc period has been closed and submitted then the new Agency Tronc Export can be used.

To find this export, go to:

Tronc Module > Reports > Exports > Agency Tronc Export
Select the required Location, or select All
Select the Date From and Date To, which will return all Tronc periods within the date range
Click Run Export
Once run, the export will look like this:

Fig.2 - Tronc Module - Tronc Agency Export

Tronc2 Module

When the information has been provided from Scheduling, the Tronc2 module will display the agency information. To see this information, for an open Tronc period, go to:

Tronc2 Module > Payments > Employee Payments
Select a Location and Tronc Period Date Range > Search
Select Fund and Tronc Period

This will load the Tronc Fund Allocation page. Under the 'Employee' section, Agency workers will be visible.

Agency information will always be at the top of this table.

Fig.3 - Tronc2 Module - Agency Workers displaying in the Fund Allocation

In Fig.3, 'Agency One' and 'Agency Two' are the names of the agencies and the 'Workers' are agency worker's names.