Squirrel Professional. Labor Manual October 8, 2013

Transcription

1 Squirrel Professional Labor Manual October 8, 2013

2 V6.0 Labor Record of Revisions Date Reference: Page, Paragraph Rev # Squirrel Build Comments Aug 16/10 Initial Release 6.0 Jun 18/12 Employee Job Information: pg 25: Note regarding number of jobs per employee limit removed. 1 Sept 14/12 Deleting Employees: Note: Historical Data is not lost when an employee is deleted. While deleted employees are no long visible in the dropdown boxes, they are retained in the database tables so that their historical data can be accesses or they can be re-activated. As a result, you cannot reuse employee numbers of deleted employees. 2 Sept 18/12 Job Setup Pay Detail: The Minimum Wage is defined for all jobs and will be the default wage for the first new job (the default job) added for an employee in the Employee Job Information screen (which can then be changed accordingly). Employee Job Information: The Minimum Wage (from Job Setup) is automatically entered for the first (Default) job (you can change this rate if necessary). Subsequent jobs will default to 0.00 so you will have to enter a pay Rate for each additional job for this employee. Each employee can have a different rate of pay for the same job. 3 Nov 16/12 Labor Setup Punch Detail: Use Scheduled Punch In uses the start time taken from the activated schedule even if the employee punches in prior to their scheduled time. This helps minimize a rush of staff trying to punch in at the start of a shift. If this flag is not selected, the exact punch in time is used. Note: if an employee punches in after their scheduled punch in time, their actual punch in time is used. See Punch Rules for more information regarding schedules and punches. 4 V6.0 Labor 10/8/2013 pg - 2 -

3 Apr 08/13 Break Setup: Meals are not deducted automatically. Meal breaks are configured to enforce punch in and out times for meals at POS. 5 Jun 11/13 Payroll Report: NOTE: If the pay period is not yet closed, the Payroll Report will display the word Trial in the heading. 6 Oct 8/13 Payroll Report: If punches are displayed With Adjustments the Payroll Report lists both the original and adjusted record, as well as the source of the adjustment. NOTE: Totals will be invalid because adjusted punches are included. 7 For further information about this manual or other Squirrel Systems products, contact us at 8585 Baxter Place, Burnaby, BC V5A 4V7 or call Outside the U.S. and Canada, call Copyright 2009 Squirrel Systems Corporation. All rights reserved. Squirrel Professional is a trademark of Squirrel Systems. All other products are trademarks or registered trademarks of their respective holders, all rights reserved. Reference to these products is not intended to imply affiliation with or sponsorship of Squirrel Systems. Proprietary Notice This document contains confidential and trade secret information, which is proprietary to Squirrel Systems, and is protected by laws pertaining to such materials. This document, the information in this document, and all rights thereto are the sole and exclusive property of Squirrel Systems, are intended for use by customers and employees of Squirrel Systems, and are not to be copied, used, or disclosed to anyone, in whole or in part, without the express written permission of Squirrel Systems. For authorization to copy this information, please call Squirrel Systems Product Support at or in British Columbia. Disclaimer Squirrel Systems provides this documentation as is without warranty of any kind, either express or implied. This document could include technical inaccuracies or typographical errors. Squirrel Systems may make improvements and/or changes at any time to the product(s) and/or program(s) described in this document. Changes are made periodically to the information herein; these changes will be incorporated in new editions of the document (please check the Squirrel Techweb frequently for such updates. V6.0 Labor 10/8/2013 pg - 3 -

4 Table of Contents 1 Overview Labor Setup Fiscal Setup from Point of Sale Fiscal Setup for Labor Punch Detail Rounding Setup Reporting Information Labor Time Periods Extra Departments Job Setup Pay Detail Overtime Set Up Break Setup Reports Rate Types Job Categories Break Setup Employee Job Information Deleting Employees Labor Schedules Schedule Worksheet Schedule for a Single Position Schedule for Multiple Positions Activating Schedules Punch Rules Labor Transactions Edit All Punches Edit Punches by Employee Close Pay Period V6.0 Labor 10/8/2013 pg - 4 -

5 13 Labor Reports Punch Report Payroll Report Employee Master List Jobs Master List Combined Labor Report Detailed Labor Report Labor Intervals Report Employee Schedule Report Schedule Report Job Schedule Report Overtime Warning Report Budget Report Meal Penalty Warning Report Split Shift Premium Report (California) Other Squirrel Setup Security Groups Point of Sale Screen Setup Labor at POS Punch In Punch Out Punch Out with Breaks Defined Tip Declaration Period Punch Adjust V6.0 Labor 10/8/2013 pg - 5 -

6 1 Overview Squirrel s Labor module allows you to keep track of your employees hours as they punch in and out on your Squirrel Workstations. You can export that information to a payroll program to facilitate pay cheque preparation or generate reports that show labor hours and dollars compared to sales or customers for the productivity information you need to better run your business. The Labor module provides: An easy to use, user-friendly touch-screen interface for employees to punch in and out using the Squirrel workstations The ability for managers to edit punch information from a Squirrel workstation or from the back office PC Flexible fiscal setup, job categories, rate types and breaks The ability to export employee punch data to a payroll product Reports for payroll and productivity This guide is intended to outline the basic areas Labor configuration as well as how to edit punch information, export data and run reports. It does not cover the full scope of the Squirrel Point of Sale system operation or configuration requirements. All configuration is done through the Squirrel Professional Browser which is accessed from the icon on the computer desktop. The Labor module is located under Optional Products on the Squirrel Professional Browser. V6.0 Labor 10/8/2013 pg - 6 -

7 The configuration of Labor functions includes: Setup Job Setup Rate Types Job Categories Break Setup Employee Job Information NOTE: Any changes made to the Squirrel configuration from the back office PC will not take effect until the next Start Business Day is performed. Only changes entered at a POS terminal take effect in real time. The Labor module also includes: Reports Export Procedures and Data Reports Transactions This guide also outlines the necessary configuration required for Labor for: Security Groups Point of Sale Screen Setup TO EXIT A LABOR SCREEN: Click the Explorer Window icon to exit the screen and click Yes in the pop-up window to save the data. V6.0 Labor 10/8/2013 pg - 7 -

8 2 Labor Setup Before your employees can begin to use the punch functions at POS you must configure your labor module. In the Labor Setup window, fiscal information, punch detail and reporting information is configured, TO CONFIGURE LABOR SETUP: 1. In the Labor window, select Labor Setup 2.1 Fiscal Setup from Point of Sale The first section of the Labor Setup screen displays the Fiscal Start Date and Business Week Start Day from Point of Sale. This information is greyed out in the Labor Setup screen because it is configured in the Site Setup screen (Advanced Setup). 2.2 Fiscal Setup for Labor The Fiscal Setup for Labor section allows you to enter separate time and attendance fiscal information in case your pay periods different from your fiscal periods. V6.0 Labor 10/8/2013 pg - 8 -

9 Enter the following fiscal information: 1. Year Start Year Start is the date of the beginning of the labor year. It can be set up to match the Fiscal Start Date for Point of Sale in Advanced Setup Site Information Site Setup or have its own start date. The labor year normally runs January to December for payroll purposes while POS is based on the operational fiscal year. 2. Business Week Start Day Business Week Start Day allows the business week to be configured differently from the day of the week established by the Start Year for 12 Period Accounting only. It is the setting that tells the reports what day to start the week on. The default is having it set up on the same day as the Business Week Start Day for POS in Advanced Setup Site Information Site Setup. For example: the fiscal start date of January 1 st might be a Wednesday but for the reports to run Monday to Sunday, Monday would be configured as the Business Week Start Day. NOTE: for 13 Period and 445 accounting the Business Week Start Day MUST match the day of the week of the Labor Year Start Date. V6.0 Labor 10/8/2013 pg - 9 -

10 3. Labor Day Start Time Labor Day Start Time is the time the daily payroll begins. The time specified should be earlier than the first punch in for the day. For example, if the kitchen staff starts at 5:00 AM and servers at 6:00 AM in preparation for a 6:30 AM opening time the Labor Day Start Time should be 4:30 AM to ensure that kitchen staff is included in the daily payroll. NOTE: If an employee punches in for a shift prior to the Labor Day Start Time their punches may be split between two days. For example, the Labor Day Start Time is 6am. An employee arrives at work on Tuesday at 5:30 am, works until noon and works the exact same shift on Wednesday. When the payroll report is run, that employee will have a 6.5hr punch for both days but will not have one consecutive punch. He ll have a punch from 5:30am-6am on Tuesday that will be attributed to Monday; a 6am-12pm punch for 6hrs on Tuesday plus a punch from 5:30am- 6am for.5hrs on Wednesday morning that will be attributed to Tuesday (thus the 6.5 hours); and so on. To prevent such a scenario, the Labor Day Start Time should be adjusted to 5am. Squirrel records employees' punch records under the transaction date they punched in on, even if they punch out after a new day starts. For example, the Day Start Time is 2:00 AM. Blake punches in at 7:00 PM on April 17 th and punches out at 3:00 AM on April 18 th. Squirrel records the eight hours Blake worked under the April 17 th date. Labor Day Start Time can be changed at any time. 4. Period Type Fiscal Period Type is the division of the Fiscal Year. The choices are 12 Period, 13 Period or 445 Periods. 12 Period: choose this for a monthly accounting cycle. If the accounting cycle is 12 periods the Fiscal Start Date must be the first day of the month. 13 Period: choose this for a 13 period accounting cycle. If the accounting cycle is13 periods, the day of the week that matches the fiscal start date must be set as the Business Week Start Day. 445: choose this for a 445 period accounting cycle. In each of the four boxes below the Accounting Cycle box type the order of the four and five week periods. If the accounting cycle is 445, the day of the week that matches the fiscal start date must be set as the Business Week Start Day. 5. Extra Days in Last Period: for 13 period and 445 periods only enter the number of extra days in the last period. 6. Pay Frequency This is the configuration of the pay period. The choices are MONTHLY/12, SEMI-MONTHLY/24, BI-WEEKLY/26 or WEEKLY/52. MONTHLY/12: Employees receive pay cheques once a month. V6.0 Labor 10/8/2013 pg

11 SEMI-MONTHLY/24: Employees receive pay cheques twice a month. I.e. Pay dates are the 15 th and 30 th /31 st of each month. BI-WEEKLY/26: Employees receive pay cheques every two weeks regardless of the date. WEEKLY/52: Employees receive pay cheques once every week usually on the same day of the week. Fiscal Setup information (except for Labor Day Start Time) cannot be changed after the first pay period of a year is ended. 2.3 Punch Detail The Punch Detail section of the Setup screen allows you to configure rules regarding when employees can punch in/out and when/how this punch information is recorded including how punches are rounded. Select the boxes beside the following flags or leave the boxes unchecked depending on your site s punch rules: 1. Select Force Punch In to require employees to punch in before they can access any tables or checks at POS. If this box is unselected employees can access tables without being punched in. NOTE: if an employee is attached to a Security Group that has the Punch Adjust function they will not be required to punch in regardless of this setting. 2. Select Force Punchout at Shutdown if all employees are required to punch out before POS can be shutdown for the business day. If this option is selected, Squirrel automatically punches out all employees when a shutdown is performed. If this box is unselected POS can be shut down with people still punched in. NOTE: this applies to No Function employees as well as POS employees so if POS must be shutdown before the kitchen/dishwashing staff etc is ready to punch out, this option should not be used. 3. Select Use Employee Assigned Labor Department to use the Default Labor Department assigned to the employee in Employee Job Information regardless of the department the employee selects when punching in at POS. (This department cannot be changed in Punch Adjust). If it is unselected, the punches are assigned to the department selected by the employee when they punch in to the Squirrel terminal or in Punch Adjust. 4. Select Allow Breaks for Unscheduled Employees if Break Setup is configured and applied to all employees (as Time and Attendance does not use Schedules). Leave this box unselected if you are not going to configure breaks. 5. Use Scheduled Punch In uses the start time taken from the activated schedule even if the employee punches in prior to their scheduled time. This helps minimize a rush of staff trying to punch in at the start of a shift. If this flag is not selected, the exact punch in time is used. V6.0 Labor 10/8/2013 pg

12 Note: if an employee punches in after their scheduled punch in time, their actual punch in time is used. See Punch Rules for more information regarding schedules and punches. 2.4 Rounding Setup You can configure your system to round employees punches to a set number of minutes, or up or down according to whether they re punching in or out. Enter the following rounding information: 1. Select Round to rounds punches To The Nearest Number of Minutes. For example, Janet punches in at 5:05 and punches out at 11:12. Squirrel records the punch in and out times as 5:00 and 11:15 respectively. 2. Select Up/Down to round up at punch in and round down at punch out - to the Nearest Number of Minutes. For example, David punches in at 8:01 and punches out at 4:27. Squirrel records the punch in and out times as 8:15 and 4:15 respectively. 3. To the Nearest: Punches are rounded to the nearest number of minutes configured. The above examples use 15 minutes as the Nearest Number of Minutes punches are to be rounded to. 2.5 Reporting Information The reporting information flags allow you to select net or gross values for reports. V6.0 Labor 10/8/2013 pg

13 Enter the following information for labor reports: 1. Base Reports On: Time and Attendance reports that involve sales information are based on either Gross or Net sales select either Gross Sales or Net Sales to base your labour reports on. 2. Restaurant Capacity: Calculates by seat productivity figures for Full Labor reports only. 3 Labor Time Periods Labor Time Periods are divisions of the day for labor reporting purposes. Departments can have different time periods. TO CONFIGURE LABOR TIME PERIODS: 1. In the Labor window, select Labor Time Periods 2. Create your Labor Time Periods by:: Clicking the Add button to add a new Labor Time Period Clicking the Copy from Point of Sale Time Periods for All Departments button to use the same time periods that have been configured for POS. Clicking the Copy Time Periods from One Labor Department to Another to copy time periods created for one department to another. 3. To delete a time period: Select the time period and click the Delete button Note: the Activate/Deactivate buttons are for use with Corporate POS Manager. V6.0 Labor 10/8/2013 pg

14 4 Extra Departments Extra Departments allow for the tracking of labor cost for departments that do not directly generate revenue i.e. Kitchen, Administration, Management, etc. Although the employees who work in these departments might not directly generate revenue, they support POS departments that do and therefore their costs need to be allocated to the appropriate POS department(s). TO CONFIGURE EXTRA DEPARTMENTS: 1. In the Labor window, select Extra Departments 2. Click the Add button to add a new Extra Department 3. Enter a Name for the new extra department 4. Select the POS departments to disperse costs over (if applicable). Select a department and click the Add > button 5. Select a Dispersal Method: Sales = the labor cost incurred by this Extra Department is dispersed among the selected POS departments according to each department s Sales Covers = the labor cost incurred by this Extra Department is dispersed among the selected POS departments according to each department s number of Covers Proportional = the labor cost incurred by this Extra Department is dispersed among the selected POS departments equally No Dispersal = the labor cost incurred by this Extra Department is not dispersed V6.0 Labor 10/8/2013 pg

15 Another function of Extra Departments might be to disperse the labor costs of servers over all POS departments. This is accomplished by creating a generic Extra Department that disperses labor costs to all POS departments. This generic Extra Department would become the Default Labor Department for every server on their Employee Information screen. Note: this feature only works if the Use Employee Assigned Labor Department flag (in Labor Setup) is checked. If it is unchecked, labor cost is assigned to the punch department and not the employee s Default Department. 5 Job Setup The next important section in Labor is Job Setup. Jobs are configured for Pay Detail, Overtime Set Up, Break Setup and whether or not they should be included in the Combined and/or Detailed Labor Reports. TO CONFIGURE JOB SETUP: 1. In the Labor window, select Job Setup 2. Click the button to add a new Job. NOTE: the first job added in this screen is the default job that is added in the Employee Job Information screen when a job is added to an employee so add the most popular job first i.e. Bartender. V6.0 Labor 10/8/2013 pg

16 5.1 Pay Detail Enter the following information regarding wages: 1. The Wage Type options are HOURLY or SALARY. Hourly pays employees a rate of pay per hour of work. Salary pays employees a set dollar amount regardless of hours worked. Wage Type is configured for each job. 2. The Minimum Wage is defined for all jobs and will be the default wage for the first new job (the default job) added for an employee in the Employee Job Information screen (which can then be changed accordingly). Enter the Minimum Wage for your area or click the Blue Squirrel button to use the Currency Editor. 5.2 Overtime Set Up Enter the following information regarding overtime: 1. Overtime is configured as a flat rate by entering an amount to Add to an employee s wage; or as a Factor by entering a number to multiply the employee s wage by; or both. 2. Check the Raise to Minimum Wage flag to indicate that an employee assigned to this job, who earns below the specified minimum wage, should have their wage raised to the minimum when calculating overtime. V6.0 Labor 10/8/2013 pg

17 3. Select Manual or Automatic overtime calculations for all jobs. If Manual is selected, shifts with overtime hours must be split manually in the Labor Transactions\Edit Punch screen. See Edit All Punches for more information. If Automatic is selected, overtime automatically splits a shift into regular and overtime hours according to the overtime rules below. Labor automatically recombines and re-splits any transactions for an employee that are listed at the regular or overtime rate code. 4. Overtime can be configured to apply after More Than a certain amount of Hours worked in a business Day, or after a certain amount of Hours worked in a business Week or both. Enter the number of hours/day and/or hours/week after which automatic overtime should be calculated. The table below shows examples of the various overtime combinations. Overtime is for more than: 8 hours a day 40 hours a week Examples: Laura worked 44 hours in one week, but did not exceed 8 hours in a day Calculation 40 hours at the regular rate and 4 hours at the overtime rate. Blake worked 40 hours in one week in which she worked one 10- hour day. Calculation: 38 hours at the regular rate and 2 hours at the overtime rate. 99 hours a day 40 hours a week Jordan worked 46 hours in one week Calculation: 40 hours at the regular rate and 6 hours at the overtime rate. Carla worked 40 hours in one week in which she worked one 10- hour day. Calculation: 40 hours at the regular rate only 8 hours a day 99 hours a week Michael worked 44 hours in one week but did not exceed 8 hours a day. Calculation: 44 hours at the regular rate only. Karen worked 40 hours in one week in which she worked one 10- hour day. Calculation: 38 hours at the regular rate and 2 hours at the overtime rate Note: Weekly overtime uses Labor Week Start Day as the first day of the week. See Labor Setup for more details. V6.0 Labor 10/8/2013 pg

18 5.3 Break Setup Break setup configures how breaks are defined and calculated and by what rules as applied through Break Definition. Enter the following information regarding breaks: 1. Select whether to Define breaks By Job or For All Jobs. 2. Select to Calculate breaks Manually or Automatically. If breaks are calculated Manually employees must punch out when they go on a break and punch back in when they return to work. If breaks are calculated Automatically a break is deducted from an employee s pay based on the Break Definition below. 3. Select the Break Definition from the dropdown list. Break Definitions for this or all jobs are created in Break Setup (see below). 5.4 Reports Job information may or may not be included in the Combined and/or Detailed Labor Reports. 1. Check the Include In Combined Labor Report box to include this job information in the Combined Labor Report 2. Check the Include In Detailed Labor Report box to include this job information in the Detailed Labor Report Deleting Jobs NOTE A job cannot be deleted if an employee has punched in under that job at any time during the pay period. Jobs can only be deleted from the database after the pay period is closed. V6.0 Labor 10/8/2013 pg

19 6 Rate Types Rate Types is a tab off of Job Setup. Rate types are classifications of wages and allowances. Examples of rate types include vacation pay, laundry allowances, bonuses and hourly wages. Labor comes with seven pre-configured rate types and new ones can be added as required. Each preconfigured Rate Type is preset as either a Defined Amount or a Per Hour amount. Rate types are selected and amounts are entered in the Edit Punches screens. Each rate type can be chosen to be Included in the Combined Labor Report or not. The pre-defined rate types are: Regular: the regular rate is the hourly wage normally paid to an employee. Overtime: the overtime rate is the hourly wage paid to an employee for overtime hours worked. Bonus: the bonus rate is a monetary amount given to an employee for special duties or in appreciation of a job well done. Advance: the advance rate applies if an employee is given some of their pay before the specified payday. Squirrel automatically deducts the advance amount from the employee s pay on payday. Regular Adjust: is a rate type that is applied to punches created in Edit Punch to correct an employee s missing or incorrect hours from a previous pay period. Overtime Adjust: is a rate type that applies to punches created in Edit Punch to correct an employee s missing or incorrect overtime hours from a previous pay period. Bonus Adjust: is a rate type that applies to punches created in Edit Punch to correct an employee s missing or incorrect bonus amounts from a previous pay period. Note: a previous pay period cannot be accessed. Consequently, there are three rate types that can be applied to punch records in the current pay period to correct hours or bonus amounts from a previous pay period. These are Regular Adjust, Overtime Adjust and Bonus Adjust. V6.0 Labor 10/8/2013 pg

20 TO ADD A NEW RATE TYPE: 1. In the Labor window, select Rate Types 2. Click the Add button 3. Enter a Name for the Rate Type. 4. Select Defined Amount if it is to be a flat rate; select Per Hour if the rate is to be applied to the hours an employee worked. 5. Check the Include in Combined Labor Report box to include the rate type in the Combined Labor Report. 7 Job Categories Job Categories organize jobs into groups i.e. Service Staff, Bar Staff, Kitchen etc. In addition, global sales categories can be associated with job categories to provide reporting comparisons such as Service Staff labor dollars vs. food sales or Bar Staff labor hours vs. bar sales. The Combined Labor Report provides data by Job Category. Note: Job Categories MUST be configured in order to view the Combined Labor Report. TO ADD A JOB CATEGORY: 1. In the Labor window, select Job Categories 2. In the Job Categories window, click the New Record button to add a new Job Category. V6.0 Labor 10/8/2013 pg

21 3. Enter a Name for the new job category. 4. Select an Available Job to add to this job category and click the Add> button to move the job to the Selected Jobs box. Add all of the jobs for this job category NOTE: Each job can only be associated with a single Job Category. 5. Select an Available (Global) Category associated with this job category and click the Add> button to move the category to the Selected Categories box. Add all of the global categories associated with this job category. Global categories can be associated with more than one job category. 8 Break Setup Breaks can be deducted automatically from the daily hours of employees working at jobs that have Automatic Breaks defined (in Job Setup) for them. Different breaks can be created to accommodate different jobs. Each Break has a separate Break Definition that determines how long the break is, after how many hours the break is to be applied and the minimum number of hours the shift must be for the break to be applied. Squirrel determines which shifts qualify for the minimum number of hours for breaks to be applied and then deducts the appropriate amount for every so many hours worked. NOTE: meals are not deducted automatically. The Meal Definition is used at POS to enforce punch times around meal breaks. V6.0 Labor 10/8/2013 pg

22 TO CONFIGURE BREAK SETUP: 1. In the Labor window, select Break Setup 2. In the Break Setup window, click the New Record button to add a new Break. 3. Enter a Name for the break. 4. Determine how often the break is applied by entering the number of hours in the Add Break Every field. For example, an employee must work 4 hours before the first break is deducted and another 4 before the next break is deducted. 5. Enter the time in the Break Length box to deduct this amount of time from the hours an employee works. For example, if an employee works 4.50 hours and has a 0.25 hour break Squirrel records his or her hours as Note: 15 minutes =.25 hours; 30 minutes =.5 hours and 45 minutes =.75 hours. 6. Determine the minimum number of hours an employee must work before a break is applied and enter it in the Break for Shift Minimum of: field. For example, an employee must work at least 5 hours for a break to be applied. 7. Meals are defined using the same parameters as breaks. However, meals are not deducted automatically. The meal definition is used to enforce minimum work and meal times at POS. Determine how often a meal is applied by entering the number of hours in the Add Meal Every field. For example, an employee must work 6 hours before the first meal is enforced and another 6 before the next meal is enforced. 8. Enter the time in the Meal Length box to force the employee to remain punched out for the full meal break. Note: 15 minutes =.25 hours; 30 minutes =.5 hours and 45 minutes =.75 hours. V6.0 Labor 10/8/2013 pg

23 9. Determine the minimum number of hours an employee must work before a meal is enforced and enter it in the Meal for Shift Minimum of: field For example, an employee must work at least 8 hours for a meal to be enforced. NOTE: breaks can be set up to be applied to All jobs or can be configured on a per job basis. When you have completed the Break Setup screen you must go back to the Job Setup screen and select a break from the Break Definition drop down box for each job or one for all jobs. NOTE: If Manual Breaks are used (and the Allow Breaks for Unscheduled Employees flag is selected in Time and Attendance Setup or the Prompt for Break or Shift at Punch Out in Punch Rules that requires Scheduled employees to punch in and out for breaks and meals) the employee must punch in and out for breaks and meals; POS ensures that the employee takes the allotted Break or Meal time as a minimum but deducts the exact amount the employee is punched out for. V6.0 Labor 10/8/2013 pg

24 9 Employee Job Information Employee Job Information defines each employee s Job(s), the Rate of pay for that job for that employee, Default Start and End times and the employee s Default Labor Department. TO ENTER EMPLOYEE JOB INFORMATION: 1. In the Labor window, select Employee Job Information 2. All of the employees configured in Daily Setup\Employee Setup are available in the Employee Job Information screen. (Employees cannot be added from this screen). In the Sort By: field select the sort option you want to sort the employees by: First Name Last Name Employee Number 3. Select a Default Labor Department (can only be accessed if Use Employee Assigned Labor Department is checked in Time and Attendance Setup) for each employee. This department will be assigned as the employee s punch department regardless of the department the employee selects when punching in at POS. (This department cannot be changed in Punch Adjust). V6.0 Labor 10/8/2013 pg

25 4. Select the Add button to add a job for this employee. NOTE: The first job entered for each employee is considered to be that employee s Default Job. The Default Job is important for the Payroll Report for the following reasons: Any salaried job must be the first (default) job listed. A salaried job occupying any other position is ignored when running a Payroll Report. The Default Job is flagged as the Primary Job on the Payroll export file 5. The Minimum Wage (from Job Setup) is automatically entered for the first (Default) job (you can change this rate if necessary). Subsequent jobs will default to 0.00 so you will have to enter a pay Rate for each additional job for this employee. Each employee can have a different rate of pay for the same job. 6. Enter a Default Start and End time for each job. The Default Start and End times for a job are the times Squirrel automatically enters in the appropriate cells when punches are added in Edit Punches By Employee. To include labor hours/cost for salaried employees in reports the Job, Rate, Default Start and Default End Times must be entered for each assigned job. Otherwise, the Default start and end times are optional. V6.0 Labor 10/8/2013 pg

26 9.1 Deleting Employees Employees can be deleted from Squirrel only after the pay period has been ended. Information about the employee must be deleted in the following order: 1. Delete their job in Optional Products/Labor/Employee Job Information 2. Delete their badge card in Daily Setup/Employee Setup 3. Delete the employee Note: Historical Data is not lost when an employee is deleted. While deleted employees are no long visible in the dropdown boxes, they are retained in the database tables so that their historical data can be accesses or they can be re-activated. As a result, you cannot reuse employee numbers of deleted employees. V6.0 Labor 10/8/2013 pg

27 10 Labor Schedules Employee Schedules are created for a single position or for multiple positions and attached to a Department in this screen. Schedules are then activated or deleted for specific weeks. TO ADD A NEW SCHEDULE: 1. Click the New Record button. 2. Enter a Name for the schedule. 3. Select to Create a Schedule for a Single Position or for Multiple Positions. A schedule created for Multiple Positions displays multiple jobs on a single schedule i.e. the Kitchen schedule might have shifts for Cooks, Prep Cooks and Dishwashers. 4. If Single Position is chosen, select the appropriate job from the dropdown box. 5. Select a Schedule Department this department is used in the Budget Report. 6. Punch Rules may be configured on a schedule-by-schedule basis. Select the appropriate Punch Rules for this schedule or leave the default as Punch Rule #1. To define Punches Rules see below. V6.0 Labor 10/8/2013 pg

28 10.1 Schedule Worksheet Schedule Worksheet is a tab off of Labor Schedules. Schedule Worksheets appear differently for a Single Position versus Multiple Positions. Schedule Templates can be created as well as Weekly schedules Schedule for a Single Position TO CREATE A SCHEDULE FOR A SINGLE POSITION: 1. Click the Schedule Worksheet tab at the bottom of the Labor Schedules screen or from the Labor window in the Squirrel Professional browser. 2. Select a Schedule from the This Record dropdown box. 3. Select either Template or By Week. Weekly schedules can be copied from a Template that acts as a schedule base. A Template can be configured with the start and end times of the most common weekly shifts as well as with any employees that work a regular schedule (i.e. Angela works Monday to Friday 11:00am 5:00pm). 4. Click an empty box to select a Start Time, an End Time or an employee from the dropdown box. NOTE: only those employees with the selected job (position) appear in the employee dropdown box. V6.0 Labor 10/8/2013 pg

29 5. Enter all of the shifts for all of the employees for this schedule. TO CREATE A WEEKLY SCHEDULE USING THE TEMPLATE AS A BASE: 1. Click the Copy From Template button 2. A message appears to confirm the decision to use the Template click Yes. V6.0 Labor 10/8/2013 pg

30 The Template is copied into the schedule for the week, which can then be modified accordingly Schedule for Multiple Positions TO CREATE A SCHEDULE FOR MULTIPLE POSITIONS: 1. Select a Schedule from the This Record dropdown box. 2. Select either Template or By Week. Weekly schedules can be copied from a Template that acts as a schedule base. NOTE: schedules for multiple positions contain the extra column for Job. A Template can be configured with the start and end times of the most common weekly shifts as well as with any employees that work a regular schedule (i.e. Nadine works Monday to Friday 5:00pm 10:00pm). V6.0 Labor 10/8/2013 pg

31 3. Click an empty box to select a Start Time, an End Time or an employee from the dropdown box. NOTE: Only those employees with the selected job (position) appear in the employee dropdown box. 4. Enter all of the shifts for all of the employees for this schedule. TO CREATE A WEEKLY SCHEDULE: 1. Click the Copy From Template button. 2. A message appears to confirm the decision to use the Template click Yes. The Template is copied into the schedule for the week that can then be modified accordingly. V6.0 Labor 10/8/2013 pg

32 10.2 Activating Schedules When the schedules are complete they can be activated for POS (so employees must punch in and out according to the schedule and its Punch Rules and Schedule Department). NOTE: A manager must use the Punch Adjust screen to override the schedule constraints. TO ACTIVATE A SCHEDULE(S) 1. Click the Labor Schedules tab at the bottom of the Schedule Worksheet screen or from the Labor window in the Squirrel Professional browser. 2. Click the Activate Schedules check box to activate ALL of the schedules displayed in the Assignments exist for the following weeks box. 3. To delete a week from the list of schedules, select the week and click the Delete Week(s) button. Use the Ctrl or Shift keys on your keyboard to select multiple weeks. 11 Punch Rules Punch Rules dictate the parameters around which an employee can punch in and out. TO ADD A NEW PUNCH RULE: 1. In the Labor window, select Punch Rules 2. In the Punch Rules window, click the New Record button to add a new Punch Rule. 3. Enter a Name for the Punch Rule. 4. Enter the number of minutes before and after their scheduled shift an employee is permitted to punch in and out (without manager intervention). V6.0 Labor 10/8/2013 pg

33 This can guard against an employee punching in too early for the start of their shift or ensures that they see a manager if they are more than x number of minutes late for a shift. 5. Enter the number of minutes to Round or Truncate the punches by. NOTE: this setting overrides the to the Nearest x Minutes flag in Labor Setup/Rounding Setup if Activate Schedules is checked. 6. Check the Prompt for Break or Shift at Punch Out to require Scheduled employees to punch in and out for breaks and meals; POS ensures that the employee takes the allotted Break or Meal time as a minimum but deducts the exact amount the employee is punched out for. 12 Labor Transactions Labor Transactions is the next section in the Labor Module. Punches are edited and the Pay Period closed in these screens Edit All Punches Edit all Punches displays all punches in the current Pay Period between a specified range of dates on one screen. Employees are listed in order of Employee Number and all punches for that employee for that time frame are listed by date. Each punch has a column to edit Comments, punch In time, punch Out time, Job, Department assigned, Rate, Rate Type and whether or not breaks were Automatically assigned. V6.0 Labor 10/8/2013 pg

34 TO EDIT ALL PUNCHES: 1. In the Labor window, select Edit All Punches 2. Select the Show Adjustments box to display the history of all the punch adjustments. Leave the box unchecked to display only the most current state of each punch. 3. Check the Only Show Problem Punches to display only those punches that appear to Squirrel to contain errors. Comments that indicate invalid punches are: Missing Punch Out, Bad Punch Out, Overlap, Bad Job, Job Not Assigned and Exceeds 24 Hours. These punches must be corrected before a pay period can be closed. Comments that do not indicate invalid punches are: Weekly Overtime, Daily Overtime or Long Shift (any single punch that exceeds 12 hours is considered a Long Shift). These punches do not have to be edited for the pay period to be closed but they can t be edited afterwards. The Delete button deletes a selected punch record. Multiple records can be selected using the Shift or Ctrl keys. The Check for Errors button checks all punches for errors errors display in the Comments column. The Recalculate Overtime button splits a selected shift into regular and overtime hours when Overtime is setup in Job Setup to be calculated manually. Multiple records can be selected using the Shift or Ctrl keys. The Add button is grayed out on this screen it is only available in Edit Punches by Employee. V6.0 Labor 10/8/2013 pg

35 Colour Codes The Edit Punches screen is colour coded to provide visual information on the state of the punches. White: These are unedited punch records that were generated by employees at the POS terminals. These are the "original punches". Grey: When an original (white) punch is edited (either changed or deleted), either at a POS terminal or in Edit Punches, the color changes from white to grey. When a punch is changed, Squirrel also creates a new record, whose color is blue, which reflects the new, current state of the punch after adjustment. Grey punches are useful because they provide an audit trail. Note: Grey punches only appear if the Show Adjustments box is checked. Blue: Punches added through Punch Adjust at a POS terminal or through Edit Punches by Employee in the backend appear in blue. Squirrel also creates a blue record when a punch is edited. A blue punch reflects the changes made to the original (white) punch. As well, if the system is set up for automatic overtime, Squirrel "splits" the original punch and creates two (blue) records to reflect regular hours and overtime hours. A blue punch record can be edited if required. If so, the record changes to grey and Squirrel creates a new blue punch record that reflects the changes. Note: The Edit Punch screen defaults to Only Show Problem Punches so upon entering it will display only punch records that Squirrel detects as problem punches for that day (for example, an employee forgot to punch out). Uncheck the box to see all of the punches for the specified date range Edit Punches by Employee Edit Punches by Employee Sorts By Employee Number, First Name or Last Name. It has the same editing options as Edit All Punches with the addition of the Add button to add shift(s) for an employee. TO EDIT PUNCHES BY EMPLOYEE: 1. In the Labor window, select Edit Punches by Employee In the example below, the first grey No Punch Out shift has been deleted (no corresponding blue record). The white punch is a good punch with no edits. The second grey No Punch Out record has had a punch out time entered see the corresponding blue record. 2. Shifts may be added to an employee by clicking the Add button and entering all information about that shift (added shifts would be blue). V6.0 Labor 10/8/2013 pg

36 3. Before exiting the Edit Punch screen click the Check for Errors button to ensure that all punch information is valid. NOTE When moving from the Edit All Punches screen to the Edit Punches By Employee screen, the employee for the currently selected punch in the Edit All Punches screen becomes the current employee in the Edit Punches By Employee screen. When returning from the Edit Punches By Employee screen to the Edit All Punches screen the current punch will be the same as when last in the Edit All Punches screen Close Pay Period The Close Pay Period screen ends the current pay period. Once the pay period is closed punches within that period cannot be edited. TO CLOSE THE PAY PERIOD: 1. In the Labor window, select Close Pay Period 2. Check the following boxes when the tasks are complete in order to activate the CLOSE CURRENT PAY PERIOD button All punches for the pay period have been entered All punches are valid (there are no Comments indicating invalid punches see Edit All Punches for details) V6.0 Labor 10/8/2013 pg

37 A pay period cannot be closed unless the current date is after the last day of the pay period being closed. If closing the previous pay period on the first day of a pay period, the current time must be equal to or later than the Day Start Time specified in the Labour Setup screen. First Pay Period a) Closing the first pay period of a fiscal year requires confirmation from the user. b) After closing the first pay period, options related to Labour fiscal year in the Labour Setup screen are no longer editable. Last Pay Period a) Closing the last pay period of a fiscal year results in a prompt for the user to perform any required backups. b) After closing the last pay period, all options in the Labour Setup screen (for the first pay period of new Labour fiscal year) should be editable. After year-end, the Year Start date for the New Year varies according to the Period Type: a) PERIOD the same day of the year (e.g. January 1 st ) as the Year Start for the previous year. b) PERIOD, 445 the day following the specified number of extra days after the last pay period of the previous year. Normally, the same day of the same week and the same day of the year as for the previous year (e.g. the first Monday in January) 3. Click the CLOSE CURRENT PAY PERIOD button to close the pay period V6.0 Labor 10/8/2013 pg

38 13 Labor Reports There are fourteen reports within the Labor module. They are the four basic reports: Punches, Payroll, Employee Master List and the Jobs Report. In addition there are three productivity reports: Combined Labor, Detailed Labor and Labor Intervals and three Scheduling reports as well as an Overtime Report, a Budget Report and the new Meal Penalty Warning Report and the Split Shift Premium Report Punch Report The Punch Report displays all punches for all employees within a specified period. The parameters for the report are: Start Date, End Date, Sort By, POS or Extra Department, Department and Extra Department TO VIEW THE REPORT: 1. In the Labor Reports window select Punch Report. The Parameters Punch Report box appears. 2. In the Sort By field select Employee Name or Employee Number to sort the report by 3. Select POS or Extra Department applies to Full Labour only POS is the only option for Time and Attendance. 4. Select a Department or choose All Departments 5. Show Adjusted: check this box to show punches that were adjusted and who adjusted them. Note: back office adjustments made without Browser Security show the employee name as Default. 6. Click OK. The Punch Report with the Show Adjusted box unchecked shows each final punch record and displays totals by employee. It looks like this: V6.0 Labor 10/8/2013 pg

39 If any of the punches in this report are in error the Comments column displays a message explaining what is wrong with that particular punch (i.e. - Overlap, Exceeds 24 hours, etc). Problem punches can then be edited in Edit Punches by Employee. Comments that indicate invalid punches are: Missing Punch Out, Bad Punch Out, Overlap, Bad Job, Job Not Assigned and Exceeds 24 Hours. These punches must be corrected before a pay period can be closed. Comments that do not indicate invalid punches are: Weekly Overtime, Daily Overtime or Long Shift (any single punch that exceeds 12 hours is considered a Long Shift). These punches do not have to be edited for the pay period to be closed but they can t be edited afterwards. The Punch Report with the Show Adjusted box checked shows all punches and displays the name of the person who made the adjustment (backend adjustments without Browser Security show as Default) and the time of the adjustment. It does not show totals. It looks like this: 7. Click the Explorer Window Icon to exit the report V6.0 Labor 10/8/2013 pg

40 13.2 Payroll Report The Payroll Report shows each employee by name or number, the dates they worked during the selected period, the job and department, rate, punch in/out times, the type of adjustments made if any, and gives a breakdown of payroll costs. Much like the Punch Report, the Payroll Report allows the user to specify what parameters are used to tailor the report to meet their needs. Squirrel will only create a payroll report when there are no errors in the punch records (such as a missing punch out.) TO VIEW THE REPORT: 1. In the Labor Reports window select Payroll Report. The Parameters Payroll Report box appears. 2. In the Report By box select: Entire Pay Period to have the report include all days in the period, or Date Range to have Squirrel report on only a specified range of days. 3. In the Pay Period box select: Current to view a report in the current period; or Past to view a report from a previous period. 4. In the Start Date and End Date boxes define the days Squirrel is to report on - applies only if Date Range is selected in the Report By box 5. In the Sort By box select: Employee Name or Employee Number 6. In the Show Hours box select: Total Hours to have Squirrel list the hours an employee worked without listing the jobs he or she performed; or By Job to have Squirrel list the hours an employee worked by the jobs he or she performed. V6.0 Labor 10/8/2013 pg

41 7. In the Detailed or Summary box, select: Detailed to display shift information; Summary to display the total Regular and OT monies earned for each employee and their calculated Labor Cost. 8. In the Show Punches box select: Current State to view the most recent edit of each punch record or With Adjustments to view all changes made to each punch including edits and deletions (note that in this case hours/cost totals are invalid because they include the adjusted punches) 9. The POS or Extra Department box applies to Full Labour only. 10. In the Department box select the desired department. 11. Click OK. The detailed Payroll Report by Job breaks down the jobs worked for each employee and all relevant information pertaining to each job into different sections. NOTE: If the pay period is not yet closed, the Payroll Report will display the word Trial in the heading. If punches are displayed in their Current State the Payroll Report lists only the current punch records for the period specified inserting an asterisk beside a record that has been adjusted. V6.0 Labor 10/8/2013 pg

42 The letters next to the punch in/out time indicates the source of the adjustment. Sources are: Abbreviation Type Occurs when: C Computer Squirrel changes the regular pay rate to the Adjusted Overtime rate. A Manager A manager adjusts a punch record at POS. Adjusted M Manager A manager creates a punch record at POS. Initiated B Backend Punch record is adjusted in Edit Punches Adjustment The Payroll Report displays all of the details about each shift and also calculates the Cost of the days worked plus a Total Labor Cost for the period selected. A detailed Payroll Report for Total Hours would look like this: V6.0 Labor 10/8/2013 pg

43 If punches are displayed With Adjustments the Payroll Report lists both the original and adjusted record, as well as the source of the adjustment. NOTE: Totals will be invalid because adjusted punches are included. A Summary Payroll Report displays each employee s Regular and OT monies earned and their Labor Cost with totals. 12. Click the Explorer Window Icon to exit the report 13.3 Employee Master List The Employee Master List displays information about employees such as employee number, employee name, address, Birth date/hire date, SIN# and Phone# obtained from Daily Setup Employee Setup; and Jobs and Rate obtained from the Employee Job Information in Labor Setup. V6.0 Labor 10/8/2013 pg

44 TO VIEW THE REPORT: 1. In the Labor Reports window select Employee Master List. The Parameters Employee Master File List box appears. 2. In the Sort By box, select First Name, Last Name or Employee Number. This example displays an Employee Master List sorted by Employee Number. 3. Click the Explorer Window Icon to exit the report 13.4 Jobs Master List The Jobs Report displays information about Job Names, the Type, how overtime is calculated, whether or not the Raise to Minimum Wage flag is selected and whether or not the Job Name/Type is included in the Combined and/or Detailed Labour Reports. V6.0 Labor 10/8/2013 pg

45 TO VIEW THE REPORT: The report displays: 1. In the Labor Reports window select Jobs Master List 2. Click the Explorer Window Icon to exit the report 13.5 Combined Labor Report The Combined Labor Report is the first of three Labor Productivity Reports. The Combined Labor Report can display Days of the week, Weeks of the month or Months of the year for a range of Time Periods. It displays a ratio based on labor hours, labor cost, sales or covers (or can display whole numbers by selecting None as the Denominator). It can display Job detail or not. If Sales are selected they can be based on Total sales or be broken down by Major Sales Category. Note: Job Categories MUST be configured in order to view Labor Productivity Reports. TO VIEW THE REPORT: 1. In the Labor Reports window select Combined Labor. The Parameters Combined Labor Report box appears. V6.0 Labor 10/8/2013 pg

46 2. In the Days/Weeks/Months box select the desired report range. 3. The Start and End Date and the Start and End Month/Period as well as the POS or Labor Year and Start and End Year boxes grey and ungrey according to the selection made in the Days/Weeks/Months box. Select a start and end date for the report. 4. In the Department box select a Department to report on or choose All Departments. 5. In the Numerator box select (labor) Hours, (labor) Cost, Sales, Covers or Seats. 6. In the Denominator box select (labor) Hours, (labor) Cost, Sales, Covers, Seats or None. 7. Check the Show Job Detail if job information is desired on the report. NOTE: only jobs that have the Include in Combined Labor Report flag checked appear on this report. 8. Select a Starting and Ending Time Period or choose All Day. 9. In the Sales by box choose to view Sales information by Total or by Major Categories. 10. Click OK. The following report displays a Daily Combined Report (no Job detail) of Labor Cost (dollars) for the entire day. V6.0 Labor 10/8/2013 pg

47 The following displays a Daily Combined report by Job for Labor Hours for Lunch: 11. Click the Explorer Window Icon to exit the report 13.6 Detailed Labor Report The Detailed Labor Report is the second of the three Labor Productivity Reports. The Detailed Labor Report can display Days of the week, Weeks of the month or Months of the year for a range of Time Periods. It provides a ratio based on labor hours, labor cost, sales or covers (or can display whole numbers by selecting None as the Denominator). Note: Job Categories MUST be configured in order to view Labor Productivity Reports. TO VIEW THE REPORT: 1. In the Labor Reports window select Detailed Labor. The Parameters Detailed Labor Report box appears. V6.0 Labor 10/8/2013 pg

48 2. In the Days/Weeks/Months box select the desired report range. The Start and End Date and the Start and End Month/Period as well as the POS or Labor Year and Start and End Year boxes grey and ungrey according to the selection made in the Days/Weeks/Months box. 3. In the Department box select a Department to report on or choose All Departments. 4. In the Numerator box select (labor) Hours, (labor) Cost, Sales, Covers or Seats. 5. In the Denominator box select (labor) Hours, (labor) Cost, Sales, Covers, Seats or None. 6. Check the Show All Employees if the report is to display employees whether they have labor hours or not. Leave the box unchecked to display only those employees with labor hours. NOTE: only jobs that have the Include in Detailed Labor Report flag checked appear on this report. 7. Select a Starting and Ending Time Period or choose All Day. 8. Click OK. V6.0 Labor 10/8/2013 pg

49 13.7 Labor Intervals Report The Labor Intervals Report is the third of the three Labor Productivity Reports. The Labor Intervals Report can display Days of the week, Weeks of the month or Months of the year for a range of Time Periods. It provides a ratio based on labor hours, labor cost, sales or covers (or can display whole numbers by selecting None as the Denominator) for 15, 30, 1 hour or 2 hour intervals. Note: Job Categories MUST be configured in order to view Labor Productivity Reports. TO VIEW THE REPORT: 1. In the Labor Reports window select Labor Intervals. The Parameters Labor Intervals Report box appears. 2. In the Days/Weeks/Months box select the desired report range. The Start and End Date and the Start and End Month/Period as well as the POS or Labor Year and Start and End Year boxes grey and ungrey according to the selection made in the Days/Weeks/Months box. 3. In the Department box select a Department to report on or choose All Departments. 4. In the Numerator box select (labor) Hours, (labor) Cost, Sales, Covers or Seats. 5. In the Denominator box select (labor) Hours, (labor) Cost, Sales, Covers, Seats or None. 6. Select a Starting and Ending Time Period or choose All Day. 7. Select a time Interval of 15 or 30 minutes, 1 or 2 hours. 8. Click OK. V6.0 Labor 10/8/2013 pg

50 9. Click the Explorer Window Icon to exit the report 13.8 Employee Schedule Report The Employee Schedule Report displays a template or weekly schedule for a particular schedule sorted by employee first or last name. It can include the end of shift times (or not) and the total hours of each employee (or not). This report arranges the schedule alphabetically by employee first or last name. Jobs are also listed. TO VIEW THE REPORT: 1. In the Labor Reports window select Combined Labor. The Parameters Detailed Labor Report box appears. V6.0 Labor 10/8/2013 pg

51 2. Select to display the Template or Weekly schedule. 3. If Weekly, select the Start(ing) Week. 4. From the Sort By box select First Name or Last Name. 5. Check the Show End Times box if the schedule is to display the start and end times of every shift. Leave the box unchecked to display start times only. 6. Check the Show Totals box to display total hours for each employee. Leave the box unchecked if total hours are not desired. 7. Select a Schedule. 8. Click OK. 9. Click the Explorer Window Icon to exit the report 13.9 Schedule Report The Schedule Report displays a template or weekly view of a particular schedule sorted by employee first or last name. This report arranges the schedule by job rather than by employee. TO VIEW THE REPORT: 1. In the Labor Reports window select Schedule Report. The Parameters Schedule Report box appears. V6.0 Labor 10/8/2013 pg

52 2. Select to display the Template or Weekly schedule. 3. If Weekly, select the Start(ing) Week. 4. From the Sort By box select First Name, Last Name or Job. NOTE: if Job is selected, employee names do not appear on the schedule. 5. Select a Schedule. 6. Click OK. This schedule (sorted by First Name) is arranged by job but does not display the job titles. A schedule by job displays jobs but no employee names: 7. Click the Explorer Window Icon to exit the report Job Schedule Report The Job Schedule Report is a new report for Squirrel V1.4. This report lists the jobs down the lefthand side. All of the employees scheduled for each day of the week for each job are listed starting with the earliest scheduled person. This report displays a full schedule of all jobs for a week. V6.0 Labor 10/8/2013 pg

53 TO VIEW THE REPORT: 1. In the Labor Reports window select Job Schedule Report. The Parameters Job Schedule Report box appears. 2. Select to display the Template or Weekly schedule. 3. If Weekly, select the Start(ing) Week. 4. Check the Show End Times box if the schedule is to display the start and end times of every shift. Leave the box unchecked to display start times only. 5. Select a particular Job or select ALL to view a full schedule. 6. Select a Schedule. 7. Click OK. 8. Click the Explorer Window Icon to exit the report V6.0 Labor 10/8/2013 pg

54 13.11 Overtime Warning Report The Overtime Warning Report displays the employees whose cumulative hours (punched and scheduled) for the current scheduled week (there is no option to enter a date for this report) plus the number entered in Hours Until Weekly OT surpass the Weekly Overtime hours configured in Job Setup. NOTE: An employee must have at least one punch during the current week to appear on the OT Warning Report (regardless of the number of scheduled hours). TO VIEW THE REPORT: 1. In the Labor Reports window select Overtime Warning Report. The Parameters Overtime Warning Report box appears. 2. Enter the desired number of Hours Until Weekly Overtime 3. Click OK. The Overtime Warning Report displays the hours Worked (from punch information) and the Remaining hours (from the Weekly schedule) along with a Total number of hours (which indicates how many hours the employee exceeds the weekly allowance by) and a breakdown of the remaining Scheduled hours. V6.0 Labor 10/8/2013 pg

55 13.12 Budget Report The Budget Report displays hours and cost totals based on the schedule(s) by department for each day of a particular week, broken down by time period and by job if desired. NOTE: this report is intended for use with schedules with hourly employees only. TO VIEW THE REPORT: 1. In the Labor Reports window select Budget Report. The Parameters Budget Report box appears. 2. Select a Start(ing) Week. 3. Select a POS or Extra Department and then select the department from the appropriate box. NOTE: this is the Schedule Department configured in Labor Schedules. 4. Check the Show Job Detail box to display a budget breakdown by job. Leave the box unchecked to display a total for each scheduled department. 5. Click OK. V6.0 Labor 10/8/2013 pg

56 13.13 Meal Penalty Warning Report The Meal Penalty Warning Report warns Managers that an employee has not taken a break (punchin based). In the state of California, the Labor Code states that the employer shall pay the employee one additional hour of pay at the employee s regular rate of compensation for each work day that a meal or rest period is not provided. NOTE: This report is only a warning and does not add the extra hour of pay it is the responsibility of the management to add the hour to the employee s hours. TO VIEW THE REPORT: 1. In the Labor Reports window select Meal Penalty Warning Report. The Parameters Meal Penalty Report box appears. 2. In the Report By box select: Entire Pay Period to have the report include all days in the period, or Date Range to have Squirrel report on only a specified range of days. OR Pay Period: select Current to view a report in the current period; or Past to view a report from a previous period. 3. In the Start Date box enter a start date if Date Range was selected above 4. In the End Date box enter an end date if Date Range was selected above 5. Enter a Pay Period Start date (only available if a Past Pay Period was selected) 6. Select POS or Extra Department applies to Full Labor only POS is the only option for Time and Attendance. V6.0 Labor 10/8/2013 pg

57 7. Select a single POS Department or select All Departments 8. Extra Department: only applies to Full Labor 9. Click OK. Meal Penalties are listed for each employee that did not punch in and out for a meal. 10. Click the Explorer Window Icon to exit the report Split Shift Premium Report (California) California labor law dictates that if you work a split shift, then the employer owes you a split shift premium. A split shift would occur if you are scheduled to work in two blocks of time that are separated by an hour or more. The split shift premium is one hour of minimum wage, MINUS, any amount you made over and above minimum wage. That is, if minimum wage is 6.75, and you are earning 6.75 an hour, the split shift premium would be V6.0 Labor 10/8/2013 pg

58 But, if you are making 7.00 and worked two 4 hour shifts, then you made 2.00 over and above minimum wage, and so your split shift premium would be = TO VIEW THE REPORT: 1. In the Labor Reports window select Split Shift Premium Report. The Parameters Payroll California Report box appears: 2. In the Report By box select: Entire Pay Period to have the report include all days in the period, or Date Range to have Squirrel report on only a specified range of days. 3. In the Pay Period box select: Current to view a report in the current period; or Past to view a report from a previous period. 4. In the Start Date and End Date boxes define the days Squirrel is to report on - applies only if Date Range is selected in the Report By box 5. In the Sort By box select: Employee Name or Employee Number 6. In the Show Hours box select: Total Hours to have Squirrel list the hours an employee worked without listing the jobs he or she performed; or By Job to have Squirrel list the hours an employee worked by the jobs he or she performed. 7. In the Detailed or Summary box, select: Detailed to display shift information; or Summary to display the total Regular and OT monies earned for each employee and their calculated Labor Cost. V6.0 Labor 10/8/2013 pg

59 8. In the Show Punches box select: Current State to view the most recent edit of each punch record or With Adjustments to view all changes made to each punch including edits and deletions (note that in this case hours/cost totals are invalid) 9. The POS or Extra Department box applies to Full Labour only. 10. In the Department box select the desired department. 11. Click OK. The Split Shift Premiums are listed by employee. Note: the remainder of this report is exactly like the Payroll Report. 12. Click the Explorer Window Icon to exit the report V6.0 Labor 10/8/2013 pg

60 14 Other Squirrel Setup 14.1 Security Groups There are several Time and Attendance functions that must be assigned to Security Groups to give employees access to these functions at POS: Punch In and Out, Period, Punch Adjust, Tips and Force Tip Declaration at Punchout. TO ADD LABOR FUNCTIONS TO A SECURITY GROUP: 1. From the Squirrel Professional Browser select Daily Setup 2. From the Daily Setup window select Security Groups V6.0 Labor 10/8/2013 pg

61 3. In the Security Groups window select the Admin tab 4. Select each of the appropriate labor functions (PERIOD, PUNCH IN, PUNCH OUT and/or TIPS for this Security Group and click the Add> button. 5. Select the Manage tab if this is a Security Group for management employees and select the PUNCH ADJUST function click the Add> button. 6. Select the Misc tab and click the FORCE TIPDECLARE function if tips must be declared at Punch Out click the Add> button V6.0 Labor 10/8/2013 pg

62 NOTE: FORCE TIPDECLARE does not have a POS button associated with it. It simply controls the fact that an employee must Declare Tips when they punch out (see Tip Declaration for more details). 7. In the This Record box, select the next Security Group and add all of the appropriate Labor security functions to that group. 8. Repeat for all Security Groups. 9. Save and Exit the Security Groups screen Point of Sale Screen Setup The function buttons must be placed on the screens to be accessed at POS. 1. From the Daily Setup window select Point of Sale Screen Setup 2. Select the Admin tab 3. Place the Punch In, Punch Out, Period and Tips buttons on the Admin tab in all labor controlled departments. NOTE: you may wish to place them in a popup such as Time Clock to save screen space. V6.0 Labor 10/8/2013 pg

63 4. Select the Manager Tabs button 5. Select the Punch Adjust tab 6. Add the New Punch button to the Punch Adjust manager tab V6.0 Labor 10/8/2013 pg

64 15 Labor at POS 15.1 Punch In The Squirrel POS terminal is used as a time clock. Employees must punch in at the beginning of their shift. If the Force Punch In flag is checked in Labor Setup the employee cannot place an order until they punch in (they can select a table or enter the Menu tab but everything appears grayed out and if they attempt to select an item the prompt tells them they Must be punched in! ). A manager can use the Punch Adjust screen to edit/add employee punches. TO PUNCH IN: 1. Log into a terminal 2. Touch the Admin tab 3. Touch the Punch In button (you may have to touch a Time Clock button first). V6.0 Labor 10/8/2013 pg

65 4. If the employee has multiple jobs they must select the job for which they are punching in. 5. If the employee has multiple departments in their POS access group they must select the department to punch into. NOTE: if the Use Default Labor Department flag is checked in Labor Setup, the punch department is ignored and punches are attributed to the Default Labor Department. If the employee is already punched in and attempts to punch in again, an Already Punched In message appears. A Time Slip prints at the check printer indicating the employee s name, their punch in time, their job and department. V6.0 Labor 10/8/2013 pg

66 To Punch In when the POS terminals are shutdown (prior to opening or after closing): 1. Touch the POS terminal to bring up the number pad swipe badge card or enter badge number. 2. The Admin screen appears automatically with the Punch In button (or Time Clock popup) as the only available button 3. Touch the Punch In button and the job and department if necessary. A time slip prints and the terminal logs out immediately when the Punch in is complete. V6.0 Labor 10/8/2013 pg

67 15.2 Punch Out Employees must punch out at the end of their shift. A manager can use the Punch Adjust screen to edit/add employee punches. TO PUNCH OUT: 1. Log into a terminal 2. Touch the Admin Tab 3. Touch the Punch Out button (you may have to touch a Time Clock button first) A time slip prints at the check printer with employee name, department, the start and end times of the shift and their job. V6.0 Labor 10/8/2013 pg

68 To Punch Out when the POS terminals are shutdown (prior to opening or after closing): 1. Touch the POS terminal to bring up the number pad swipe badge card or enter badge number. 2. The Admin screen appears automatically with the Punch Out button (or Time Clock popup) as the only available button 3. Touch the Punch Out button. A time slip prints and the terminal logs out immediately when the Punch Out is complete. V6.0 Labor 10/8/2013 pg

69 15.3 Punch Out with Breaks Defined If the system is configured to punch out with controlled breaks (see Punch Detail and Break Setup), when an employee punches out they are prompted as to what they are punching out for: If they touch BREAK or MEAL the system does not allow them to punch back in until they have taken their complete Break or Meal (i.e. if the Break Rule defines the Break as 15 minutes, they must be punched out for at least 15 minutes). If the employee takes longer than the defined break/meal time, the system deducts the exact amount of time taken. If they touch SHIFT the punch is complete and a punch slip prints Tip Declaration If the employee has the FORCE TIPDECLARE function in their Security Group the keypad appears after the employee has punched out and they are prompted to enter the amount of tips they received in this shift. Tips can also be entered manually by touching the Tips button. The Tip Declaration slip displays the employee s name, job and the amount of tips they ve declared for that shift. V6.0 Labor 10/8/2013 pg

70 15.5 Period An employee can print a Period slip at any time that displays all of the shifts they ve worked for the current pay period. TO PRINT A PERIOD SLIP: 1. Log into the terminal 2. Touch the Admin tab 3. Touch the Period button A Period slip prints at the Check printer. The slip displays the employee s name, the dates, times and jobs for the shifts as well as the total time for each shift and the total for all shifts. NOTE: the Period button is not available when the POS terminal is in shutdown mode. V6.0 Labor 10/8/2013 pg

71 15.6 Punch Adjust The Punch Adjust screen allows managers to punch employees in and out and to correct mistakes or change punch information. TO USE THE PUNCH ADJUST SCREEN: 1. Log into the terminal 2. Touch the Admin tab 3. Touch the Manager Tabs button 4. Touch the Punch Adjust tab TO ADD A NEW PUNCH RECORD: 1. Touch the New Punch button 2. Select an employee. V6.0 Labor 10/8/2013 pg

72 3. Enter a time and touch DONE. 4. Select a Job and/or a Department. 5. Touch DONE to exit the Punch Adjust screen. Time Slips print for all new punches. V6.0 Labor 10/8/2013 pg

73 TO ADD A MISSING PUNCH: To enter a missing punch or to punch someone out despite the governing Punch Rules: 1. Touch the blank space in the Punch column. 2. The number pad appears enter the time of punch out. 3. Touch the AM/PM button if necessary. 4. Touch DONE. 5. Touch DONE to exit the Punch Adjust screen. Time Slips print for all added punches. V6.0 Labor 10/8/2013 pg