WFM UK: Tronc: Set Up Tronc2

Overview
 

This article contains guidance on setting up and/or administering Tronc funds in the Tronc2 module. If you have any queries about which Tronc module (Tronc or Tronc2) is best suited to your needs, please liaise with your Fourth contact.

Global Settings

• From the side menu, go to Tronc2 > Administration > Global Settings

Fig.1 - Tronc2 > Administration > Global Settings

The current settings will be displayed.

• To make any changes, use the blue drop-down arrow and select Edit Global Settings

The settings displayed here will be applied to all Tronc funds for all locations.

• Tronc Pay Accounting System Code - this code links into either a nominal leger or a super journal
• Show Tronc Amount Column on Payments Page - makes the 'Tronc Amount' column display on the 'Employee Payments' page
• Show Tronc Total Column on Payments Page - makes the 'Total Tronc' column display on the 'Employee Payments' page
• Show Tronc Percentage Bar on Payments Page - makes the 'Tronc Percentage' bar display on the 'Employee Payments' page
• Record Tronc Points within the Job Title set up? - allows managers to apply tronc points via employee Job Titles in the HR module - more details can be found later in this article
• Select Save

Fig.2 - Global Settings, 'Edit' button

Fund Administration

Within the Tronc2 module, a fund, or multiple funds can be created for each location.

To access the fund administration: 

• Go to Tronc2 > Administration > Fund Administration
• Select the required Location and then select a Fund
  or
• Select Create New Fund

The following settings are displayed under 'Fund Details - Tronc2' (see Fig.3).

• Description – the name of the Tronc fund
• Default Percentage - Percentage of the total tronc amount distributed in this fund 
  • When using multiple funds in a location, the default percentages of all the funds combined must equal 100% 
• Tronc Based On
  • No Of Hours - employees' hours worked during the tronc period
  • No Of Shifts - employees' shifts worked during the tronc period
• Include Holiday Hours/Shifts in Tronc - here, employees' holiday shift/hour amounts will be added to their actual shifts/hours worked when populating tronc payments
• Period – the frequency in which the tronc is distributed
  • Day – the Tronc fund will be distributed daily
  • Week – the Tronc fund will be distributed every week
  • Month – the Tronc fund will be distributed monthly
• Period Length – set accordingly with the period. For example, 2 combined with a Week period would mean tronc would be distributed every two weeks. To edit this for an existing tronc fund, it is recommended to create a new one and make the existing one Inactive
• Fund Start Date - the date that the fund will begin. To edit this for an existing tronc fund, it is recommended to create a new one and make the existing one Inactive
• Final Payment Percentage – this is the percentage of the payment allocated in the Tronc2 module that actually gets paid from the Payroll module. For example, when set to 90%, if an employee is allocated £50 of Tronc, they will receive £45 in their actual pay
• Monetary Deduction – deducts the specified amount from each employee in every fund period. Only the opening balance on the next fund will be affected. The total amount deducted will be carried forward and added to the opening balance of the next period
• Edit Hours – when selected, the employee’s hours worked can be edited on the Employee Payments page. This will not affect hours worked on the Rota
• Edit Pay Rate/Percentage – when selected, the employees' pay rate/percentage can be edited on the Employee Payments page as a one-off
• Pay When Rota Open – select this if the fund is to be able to be paid whilst the Rota is still open
• Allow Multi Open Periods – select this if multiple periods are to be open at a given time
• Inactive – Tronc funds cannot be deleted, so use this setting if the fund is no longer needed
• Rate is a Percentage – select this to change the Tronc rate from a monetary point to a percentage point
• Auto Allocate Total Fund – when selected, the total monetary amount of tronc will be split between all employees according to their tronc rates. It will also automatically re-allocate funds if additions/deductions are made on the Employee Payments screen 
• Once these options have been configured, select Save 

Fig.3 - Fund Administration

Assigning Funds

• Then, to assign the fund to the required divisions, re-select the fund and select Assign Divisions (from the bottom of the page)
• Using the arrows in the centre, select the required divisions to be applied to this Tronc fund
• Once complete, select Save

Fig.4 - Assign Divisions

Applying Tronc Rates to Job Titles

Please Note: The terms 'tronc rate' and 'tronc points' mean the same thing.

First,

• From the side menu, go to Tronc2 > Administration > Global Settings
• Use the blue drop-down arrow and select Edit Global Settings
• Set Record Tronc Points within the Job Title set up? to Yes and then Save

Fig.5 - New Global Setting for Tronc Point assignment via Job Title

The Job Title screen will update with a new section for applying tronc points.

To do this go to:

• HR  > Company Admin > Job titles > select Job Title
• Scroll down to the section called 'Tronc Points'
• Enter a Tronc Point value and an Effective Date

Fig.6 - Apply Tronc Points via Job Title for Tronc

• Scroll down and Save to confirm the change

Please note: From the effective date, the tronc point will be used for each employee with that Job Title unless an individual employee has a tronc rate set in the 'Employee Rates' screen. Tronc rates set at employee-level will take priority over the tronc point amount set at Job Title level.

This can be found by going to:

• Tronc > Employees > Employee Rate
• Search using Location, Division, Job Title and/or employee Surname

Fig.7 - Tronc Rate set at Employee Level

Applying Tronc Rates to Employees

It is then possible to apply Tronc rates to the employees within the selected divisions.

To do this,

• Select Employee Tronc Rates from the bottom of the 'Assign Divisions' window
• The Tronc Rate column is used to assign a rate that will be multiplied by the number of hours an employee works according to the rota
• The Tronc Hours column uses the number of hours instead of those actually submitted in the rota
• Once complete, select Save

Fig.8 - Employee Tronc Rates