WFM UK: Tronc: Using Contractor Shifts in Scheduling for Agency Staff and Tronc Distribution – Fourth & HotSchedules Customer Success Portal

Overview

The Employment (Allocation of Tips) Act, 2023, makes it clear that all workers, including Agency Workers, must be considered for a share of tips. This article shows how to include agency workers in Tronc using the 'Contractor' functionality in Scheduling when the Tronc or Tronc2 module is configured and in use.

Agency Management in Scheduling

Within the 'Agency Management' settings in Scheduling, there is a contractor rate level called Allow Expenses. When enabled, the information about an agency worker's shift and tronc rate will be sent to the Tronc or Tronc2 modules and included in the tronc distribution.

Go to Scheduling > Settings > Agency Management Settings > Contract Rates
Select Edit against the required contract rate, or Create New
Tick the box against Allow Expenses
Enter the Tronc Points value

Fig 1. Contract Rates

With the Contractor Tronc points set up, when a contractor is scheduled to work using this agency contract, the hours and Tronc Points Value will be sent to Tronc/Tronc2 modules to be included in the distribution of tronc.

To add a contractor shift, against the 'Contractors' row select the day the shift is required

Fig 2. Contractor Shifts

Enter the Shift Start and End times
Select the Role and Contractor
Add the Number of employees (contractors) required for the shift
Enter the break times, if applicable
select Save

Fig 3. Create Contractor Shift

The shift will then appear on the schedule.

Fig 4. Contractor shift

Upon submission of the schedule, details of the contractor shift hours, and tronc value will be sent to the Tronc and/or Tronc2 modules.

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.5 - Tronc Module - Agency Workers displaying in the Tronc Period

In Fig.5, 'Agency One' and 'Agency Two' are the names of the agencies and 'Worker A, B, C' etc are agency worker's names.

'Hours Worked' data is provided by Scheduling and 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
Select Run Export

The export will look like this:

Fig.6 - 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.7 - Tronc2 Module - Agency Workers displaying in the Fund Allocation

In Fig.7, '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 Tronc2 Export can be used.