WFM UK: Tronc: Using Tronc2

Overview

This article shows how the Tronc2 module is used to distribute a Tronc fund to 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, follow these steps.
 

Allocation of Tronc Rates

• Within the portal, select Tronc2 > Administration > Fund Administration

Fig.1 - Tronc2 > Administration > Fund Administration

• Select the required Location from the drop-down list
• To enter the Tronc rates for the employees, first select the required Tronc fund from the list on the left side of the screen
• From the bottom-right corner, select Assign Divisions

Fig.2 - 'Assign Divisions' on Tronc Funds screen 

• Then, again from the bottom-right corner, select Employee Tronc Rates

This will display the employee 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

Fig.3 - Employee Tronc Allocation screen

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.

• Go to Tronc2 > Receipts > Record Receipts and select the required Location

The 'Start Date' will be pre-populated from the previous end date.

• Enter the End Date that relates to the rota end date
  • For instance, if your rota runs Monday to Monday it should reflect this
•  Next to that, the Time that the rota ends on needs to be entered; this will be 0000
• Finally, enter the Amount of Tronc that is available for distribution
• Then select Save

Note: The end date and time of the Tronc period need to match the start of the next period. If midnight (0000) is not entered, Tronc will not work correctly.

Fig.4 - Record Receipts screen

Allocating Tronc Receipts

The next stage of the process is to allocate the Tronc to the relevant funds.

• Go to Tronc2 > Receipts > Allocate Receipts and select the relevant Location
• Enter a date range (no more than 4 months) and Search

The ‘Current Balance’ will display any money that has been carried forward from previous weeks.

• Allocate the relevant monetary amount into the Allocated £ field. If splitting between multiple Tronc funds, this can split here. In the example above, only the ‘Tronc2’ fund is being used 

Once the Allocated £ field has been entered, the Allocated % field will automatically display a percentage that has been previously entered at the setup stage.

• 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.

• Select Save once complete

Fig.5 - Fund Allocation screen

Finalising Tronc Allocation to Employees 

The final process is to ensure the Tronc allocation to each employee is correct.

• Go to Tronc2 > Payments > Employee Payments and select the correct Location, 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.

Each employee will be listed alongside the hours worked, calculated using the submitted payroll.

The Tronc rate will also be displayed, using 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 be submitted as a one-off change
• Extras/Deductions can also be included on this page, which will alter the payout accordingly

Any future fund allocations will revert to the original Tronc allocation.

• If an employee is paid by a set number of hours, but has worked a different number of hours for that week, it is possible to alter this using the Refresh tick box and selecting Refresh Employees 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 employee will receive
• Once any of the required modifications have been made, select Submit to Payroll at the bottom of the screen, or Save to save the allocation in progress

After saving, it is important to re-check the figures before submitting to payroll.

Fig.6 - Employee fund allocation options, 'Refresh', 'Save', 'Submit to Payroll buttons