Overview
This article explains and demonstrates how the Tronc2 module can be used to distribute a Tronc fund to the employees within each location.
Recording & Allocating Tronc
Tronc can be completed daily, weekly or over a specific period, such as monthly. To complete a Tronc allocation, please follow these steps:
Allocation of Tronc Rates
There are two ways to allocate Tronc rates to employees within Tronc2.
Assigning Tronc rates within the Job Title
To ensure that all employees with the same job title, it is possible to assign them within the job Title Settings. To do this, a Global Setting will need to be enabled
- To enable the global Setting, go to Tronc2 > Administration > Global Settings > Edit Global Settings
- Select Yes next to Record Tronc Points within the Job title set up? > Save
Fig.1 - Tronc2: Global Settings
Once enabled, a new option within the Job title set up page where a Tronc rate can be entered.
- To enter a tronc rate within a job title, go to HR > Company Admin > Job Titles
- Select the Job Title
- Enter the Tronc rate in the Tronc Point box
- Select the Effective Date in which the rate should become effective
Fig.2. Job titles
If a future effective date is selected, the current tronc rate will remain in place until that date. If the effective date falls in the middle of a Tronc Period, the whole period will adopt the new rate.
Assigning Tronc rates per employee
- Within the portal, select Tronc2 > Administration > Fund Administration and select the required location from the drop-down list
- To enter the Tronc rates for the employees, first select the required Tronc fund on the left-hand side of the page. Now, in the bottom right of the screen, you will see the Tronc fund options
Fig.3 – Tronc Fund Options
- Select Assign Divisions > Employees. This will display the employee Tronc allocation screen.
Fig.4 – Tronc Allocation Screen
- On the Tronc allocation screen, enter the Tronc rates for each individual employee. If an employee’s pay is not calculated from the rota, a ‘Tronc Hours’ amount may be entered instead, for example, someone who is contracted to 40 hours a week will have the number ‘40’ entered into the Tronc hours column
- Once completed, select Save at the bottom of the screen
If Tronc rates are assigned within the Job Titles, this page will not be available.
Recording the Tronc Balance
The next step, once Tronc rates have been allocated to the employees, is to record the amount of Tronc that is available to be paid out.
- Within the Tronc2 module, go to Receipts > Record Receipts and select the required location from the drop-down list
Fig.5 – Record Receipts Screen
- The start date has been pre-populated from the previous end date. The end date to be entered needs to be the end date that relates to the next day, or the rota end date, so for instance, if your rota runs Monday to Monday it should reflect this. Next to that, the hours that the rota ends on need to be entered; this will be ‘0000’.
- Finally, enter the amount of Tronc available for distribution and select Save
Allocating Tronc Receipts
The next stage of the process is to allocate the Tronc to the relevant funds. Select Receipts > Allocate Receipts and select the relevant location to view the fund allocation screen.
Fig.6 – Fund Allocation Screen
- The ‘Current Balance’ will display, as well as money that has been carried forward from previous weeks
- Enter the relevant monetary amount into the ‘Allocated £’ field. If splitting between multiple Tronc funds, this can split here. In the example above, only a single fund is being used
- The ‘Allocated %’ field will automatically display a percentage that has been previously entered at a set up stage, once the ‘Allocated £’ field has been entered
- Deductions can also be made from the fund* on this page if required
- The figure which is now in the New Balance column will be what is to be allocated to employees
- Once the data is correct, select SAVE
* From 1st October 2024, it is unlawful to make any deductions from employee's tips, other than PAYE
Finalising Tronc Allocation to Employees
The final process is to ensure the Tronc allocation to each employee is correct.
- Go to Payments > Employee Payments and select the correct location, Tronc fund and Tronc period from the drop-down options. If this is done daily or monthly, it is important to check this as Tronc2 allows more than one period to be open at a time.
Fig.7 – Fund Allocation Screen
- Each employee will be listed, alongside the hours worked, which has been calculated using the submitted payroll.
- The Tronc rate will also be displayed, from the figures that were entered earlier in the Tronc allocation screen. It is possible to alter the Tronc rates on this screen, which will then submit as a one-off change. Any future fund allocations will revert back to the original Tronc allocation.
- Extras/deductions can also be included on this page, which will alter the payout accordingly.
- If an employee is paid by a set amount of hours but has worked a different amount of hours for that week, it is possible to alter this using the ‘refresh’ tick box and select the Refresh Employees (see Fig.8) button at the bottom of the screen. This will then calculate the hours from the rota. An example of this is, if a salaried employee is set up to be paid for 40 hours, but has worked 48 that week, select the refresh tick box.
- The omit tick box can be selected if a specified employee is not to receive any Tronc allocation.
- The Paid Out column displays the amount of Tronc that each individual employee will receive.
- Once any of the required modifications have been made, select the Submit to Payroll button at the bottom of the screen, or select ‘Save’ to save the allocation in progress.
From 1st October 2024, it is unlawful to make any deductions from employee's tips, other than PAYE
Fig.8 – Submit to Payroll
When selecting Save, it is important to re-check the figures before submitting to payroll.
Automating Tronc2 Allocation and Submission
Rather than managers needing to enter tronc fund information, and allocate it manually, there is an option for it to be automated upon the submission of the schedule.
for more information, see Automatic Tronc2 Submission
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