This article covers what you will see on the Punches & Tips Distribution page, when your company is configured for Tip Pooling and using HotSchedules as your solution to manage your time and attendance data.
Viewing Employee Tips
The image below shows an example of the tips distribution page for an employee.
Tips Earned - this field reflects tips earned by the individual employee.
Tips Payable - this field fluctuates depending on the employee's contributions to tip pools and/or whether they are receiving from tip pools.
Fig.1 - Viewing Punches and Tips
Where tips payable shows as pending, this is due to the tips not yet having been calculated for the business day. This will change to a value when they are calculated, either via a manager reviewing punches and calculating tip pooling on HotSchedules, or via the automated schedule. This is dependent on your settings.
Please note: Depending on where your company makes punch edits in HotSchedules, this page may be read-only. However, if you are calculating tip pools from HotSchedules, it is still advisable to review and ensure the data shown here is correct. If you do edit punch records on this page, further information on making edits can be found here.
Manually Calculate Tip Pooling
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To manually calculate tip pooling, click the calculate tip pooling button at the top of the screen, once all punches have been reviewed.
Fig.2 - Calculate Tip Pooling
Viewing the Tip Pooling Report
Once tips have been calculated, whether automatically or by a manager manually clicking calculate tip pooling, the tip pooling report can be viewed.
To view the report, either click the green button in the banner, or use the reports dropdown in the top right corner.
Fig.3 - Review Tip Pooling Report
Please note: If an edit is made to a punch in an open pay period, where the tip pooling has already been calculated, a yellow bar will flash on screen to advise that editing the punch could impact tip pooling. Edits can still be made, but the tips will need to be recalculated following edits, to ensure these are accurate.
Fig.4 - Recalculate Tip Pooling Warning
Where managers are required to approve tip pooling, this can be accomplished using the approve tip pooling button at the top of the screen.
Fig.5 - Approve Tip Pooling & Export
The report can be viewed on screen or exported in CSV format, using the export report button.
Tip Pooling Report
The Tip Pooling Report is where you can drill into tip information by shift and by employee. The report will show the total payable tips for the business day selected. Below this you will find any notifications that require attention and a summary of each tip pool. Clicking into a particular pool will filter the report results by that pool.
Fig.6 - Tip Pooling Report
Collapsing the pool summary will provide more space on screen to view individual employee tip breakdowns, as shown below. Tips earned will be broken down by type of tips, with the following contributed and received columns displaying a breakdown of how much they have contributed to or received from relevant pools. Tips payable will show the final amount owed to the employee.
Fig.7 - Shift Breakdown
Earned - Total amount collected during the shift, broken down by the type relevant to the pool
Contributed - Portion of earned tips contributed to active tip pools, based on configured distribution method
Received - Share of amount received from active pools, based on configured distribution method
Payable - Reflects the net earning for the shift after all pooling adjustments for the respective contribution type: e.g. - Tips Payable = Tips Earned - Tips Contributed + Tips Received.
Guidance on Reviewing and Approving Tip Distribution
Where managers are required to review and approve tip distribution, the Review and approve daily Tip Pooling distribution in Punches & Tips Distribution task provides a useful guide to managers. This can be accessed by clicking the Show me How button in the top right corner of the screen, and provides an on screen walk-through of actions required.
Fig.8 - Review Punches Tasks
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