Payroll

This report is best viewed on a widescreen desktop monitor, but may be generated on mobile and tablet devices.

The results of this report, as mentioned here, pull entirely from Shift Pay Rates. The Hours durations for all Users are calculated entirely via Time Punches made by the Users during Shift Operations, or by Admins after the fact. You can modify Hours and Pay Rates accordingly, prior to running your final Payroll Report cycle, by visiting Shift Details and the Shift Edit Form, respectively.

 

Note: You can also Bulk Edit Shift Pay Rates for more than one Shift at a time. A good example would be a rate change for an entire class of individuals (say... 1099), at a given Location during a given interval.

Time Punches

The Mobile App allows Users working Shifts to actively manage Time Punching in real-time and connects that to location data offered by the device. This shifts the administrative overhead from managers to officers in a very fluid and natural way, and builds in accountability through location services.

As mentioned above, Time Punches are required to run Payroll. If you have another system that handles Time Punching, you can use the Agenda to Bulk Add Time Punches to Scheduled Shifts. This can cut down on the time spent prepping your Payrolls in that scenario.

 

Note: Admins can access Payroll Reports by clicking on the Reports menu drop down.

Filter Panel Options

Filter By

• Payroll Interval - This selection depends on your Payroll Settings

  • 5 future cycles
  • 10 past cycles

• All Users

  • Active/Inactive Users scoped for the current Franchise Context. Sometimes it's useful to be able to run Payrolls for Users that have been Archived

• Completed - Shift Status

  • Cancelled
  • Pending
  • Scheduled
  • Available
  • In Progress

Optional Toggles

• Detailed - Renders Detailed results (see below)
• Calculate Overtime - For eligible W2-Hourly Users
• Paid Lunches - If Shift has a lunch, whether it is calculated as paid or unpaid
• Generate CSV - Will render a CSV report delivered as an attachment in a system message to your Inbox
• Exclude Early - Will calculate the Clock In value to the Shift Start Date/Time even if the User Clocked In early

Payroll Interval

Payroll Report intervals and start Date/Times are governed by Payroll Settings. Be sure to read through and understand how those settings apply.

Calculate Overtime

As mentioned, we are only calculating overtime after 40 hrs/week. We plan on introducing more nuanced overtime calculation to account for states like California and Maine. Coming soon!

Generate Summary CSV

Doesn't feature any Grand Cumulative Totals, or individual Shift Rows. It just features the User Totals (like seen in the Detailed CSV Export) ordered by the Users's Last Name ascending, and featuring the following fields:

• Franchise - Repeats for every record in the report
• Employee ID
• Name - Full User Name formatted {Last, First}
• Employee Type (1099, W2-Hourly, W2-Salary)
• From - Shift Start Date/Time
• To - Shift End Date/Time
• Total Hours
• Lunch Hours
• Regular Hours
• Overtime Hours
• Regular Rate
• Overtime Rate
• Regular Pay
• Overtime Pay
• Total Pay

Generate Detailed CSV

Starts with a line containing a Cumulative Grand Total of the following:

• Total Hours
• Lunch Hours
• Regular Hours
• Overtime Hours
• Regular Rate
• Overtime Rate
• Regular Pay
• Overtime Pay
• Total Pay

Those values are calculated for all Shifts in the entire Report. The Shift rows are then broken up by the same line as the Cumulative Grand Total line, only with totals being calculated on a per User basis. The User Total rows come after that particular User's Shift Rows.

Shift Rows contain the following fields, ordered by Employee Type, followed by Last Name, followed by the Week #, followed by User ID, followed finally by Shift Start Date/Time:

• Payroll Start - Repeats for every record in the report
• Payroll Stop - Repeats for every record in the report
• Franchise - Repeats for every record in the report
• Employee ID
• Name - Full User Name formatted {Last, First}
• Employee Type (1099, W2-Hourly, W2-Salary)
• Shift ID
• Location/Group
• From - Shift Start Date/Time
• To - Shift End Date/Time
• Week - Numerical value of 1 or 2 depending on Payroll Interval Settings
• Total Hours
• Lunch
• Regular Hours
• Overtime Hours
• Regular Rate
• Overtime Rate
• Regular Pay
• Overtime Pay
• Total Pay
• Time Punch Status (many variations, see below)
• Shift Notes

Make your selections and click GENERATE to view results.

Exclude Early

User input Clock In values via the Dash or Mobile can tend to vary greatly depending on circumstances. In order to reign in abuse of early Clock Ins on the final Payroll, we've added a toggle that allows Admins to exclude any Clock In value that comes prior to the Start Date/Time for Shifts. All Start Date/Time values will assume the Shift Start Date/Time if this toggle is activated.

Payroll

Given the Filter settings and the Optional "Detailed" Toggle, the Report results vary by:

• Summary
• Detailed

Filter Settings

Summary Report View

The results are ordered by User Last Name ascending and represent only the cumulative User Totals found in the Detailed Report (below). The Header features the Franchise Name along with the Payroll Interval. The rest reflects the info seen in the Summary CSV Export described above.

Detailed Report View - User Sample

Results are ordered a little more complicated for the Detailed Report:

• Employee Type (1099, W2-Hourly, W2-Salary)
• Last Name
• Week (1 or 2, depending on the interval as defined in Payroll Settings)
• Employee ID
• Shift Start Date/Time

Each User is calculated separately, and their Employee Info comprises the Header:

• Employee ID
• Name - Full User Name formatted {Last, First}
• Employee Type (1099, W2-Hourly, W2-Salary)

Time Punch Status

This adds transparency to the Detailed Payroll view by emphasizing certain attributes that otherwise wouldn't be immediately clear. Those attributes involve the following:

• Split - Meaning that the Shift in question straddles the Start/End/Mid point of Payroll Cycles (this may result in some Shifts only partially appearing at the start and end of a payroll report due to them originating or ending in adjacent payroll periods)
• No Punches - 0.00 values will result from No Punches Shifts for 1099 & Hourly Users (Salary Users are exempt from this, but their totals are still calculated via the amount of Shifts and those Shift durations... Salary Users can be excluded from Payroll Reports in Inteliguide, but we added a Time Punch exemption for those that are included because Salaried Users don't typically track hours as closely as 1099 & Hourly)
• Incomplete - Refers to Time Punches that include a Clock In but no 0.00 values will result from Incomplete Shifts for 1099 & Hourly Users
• Early - Users Clocked In earlier than the Shift Start Date/Time
• Late - Users Clock Out later than the Shift End Date/Time
• Normal (meaning that Time Punches exist and match up with the Shift Start/End Date/Times)

Early, Late, Incomplete & Split may appear in any combination.

 

Note: No Punches & Incomplete Shifts appear in red, and clicking on the Shift # link will open that Shift Detail page for quick Time Punch editing.

The rest reflects the information described above for the Detailed CSV Export.

User Totals Sample

This appears at the bottom of the User Sample, seen above. The User Totals occur for every User having worked a Shift during the Payroll interval.

 

Note: If the Paid Lunches toggle is NOT selected, the Lunch Punches will come out of Regular Hours. This may affect Overtime, and is actually much more accurate than legacy Payroll overtime calculations.