Mystery Shopper Functionality is for customers that pay an additional rate per hour for employees that pass their Mystery Shopper checks. It is set up in a similar way to Overtime, and the payment can be Authorised or Omitted when the Rota is submitted to Payroll at the end of the week.
Setting up Mystery Shopper Functionality
The Mystery Shopper overtime rate is set up in Contracts within the HR Module.
This can be accessed by logging into the system with the Admin login.
Select HR from the Module drop-down list
Fig.1 – HR Module
Select Contracts from the Company Admin drop-down menu
Fig.2 – Contracts in the Company Admin drop-down
Select Create Contract
Fig.3 – Create Contract Link
Enter a Contract Description and Code
Change the Status to Active
Select the Company from the drop-down menu
Fig.4 – Contract Details
Select the newly created Contract.
Select Assign Job Titles
Fig.5 – Assign Job Titles
Using the arrows in the center, move the required Job Titles to be applied to this contract from the Available section to the Assigned area
Please Note: If a new Job Title is created after the Contracts are set up, it will need to be assigned after creation.
Fig.6 – Assigning Job Titles
The Mystery Shopper Overtime payment then needs to be created.
Select Overtime Settings
Fig.7 – Overtime Settings
Select the Create Overtime link
Fig.8 – Create Overtime
Enter a Description, select Contracted Hours from the Start Band drop-down menu
Set the Contracted Hours as 0
Choose Pay Rate + Amount from the Overtime Payment drop-down menu
In the Overtime Bands section, enter the maximum amount of hours that the Overtime will apply to in the End Hours box
Enter the amount per hour the Mystery Shopper will be paid in the Payment Amount box
Fig.9 – Create Overtime Setting
Assign Job Titles to the Overtime created
Within the Employee’s ‘Employment Details’ page, there is a field titled ‘Contract’. Contracts created and assigned to that Job Title will appear in the drop-down menu.
Select the correct Contract and Save
This will apply the Mystery Shopper Overtime rate to that employee.
To set up the Mystery Shopper within the Rota Module:
Go to Rotas > Administration > Global Settings > Edit
Check the Overtime tick box
Change the Display Overtime As function to Mystery Shopper
When submitting the Rota to Payroll, there is an ‘Additional Payments’ screen that will allow the authorisation or omission the Mystery Shopper Calculation.
The hours worked by the employees are shown here, along with their Mystery Shopper amount and the potential Mystery Shopper payment based upon the rate in the Contract, along with Authorise and Omit tick boxes.
If the employees are to receive their Mystery Shopper payment for that week, select Authorise
If they are not to receive this payment, select Omit
Fig.10 – Additional Payments
When Omitting the Mystery Shopper, the ‘Pay Amount’ will revert to zero and will not be paid.
Fig.11 – Authorise/Omit
To submit to Payroll, all of the employees on the page need to have their payment Authorised or Omitted.
Select Submit to Payroll when finished
Go to Rotas > Reports > Exports
Run the Mystery Shopper Export report to extract the data for reporting purposes
The Mystery Shopper payment will appear on the employee’s Payslip as an additional Payment Type with the Units, Rate and the Amount paid.
When setting up Mystery Shopper Functionality or Overtime and the company is using our Payroll Bureau services, please make the company’s Payroll Specialist aware of the changes.
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