General Manager Training

Transcription

1 General Manager Training 1 Daily Paperwork Fax Master Sales History Report, Stored Value Transactions (gift cards) report, and Weekly Manager s Report (Financial Management) at close out every morning. Fax all personnel paperwork (write ups, Employment Verifications, Wage Statements, etc.) at the end of each shift. 2 Weekly Paperwork All Costed Craft Labor schedules, Manager Schedules, and Weekly Supervisor Recaps (showing following week s projections) must be ed to your supervisor by noon on Friday of the preceding week. All New Hire paperwork must be faxed to the GCI office and to your supervisor by 10:00 am on Wednesday of each week. End of week paperwork must be ed/faxed to your supervisor and/or Golden Cakes, as necessary, by 8:30 am on Thursday. End of week paperwork includes the following: Unit Operations Recap (Supervisor only) Weekly Package Log (Supervisor and GCI) or place in Dropbox Job Summary Report fax (Supervisor and GCI) Completed Supervisor Recap (Supervisor only) Minor Time Cards, if applicable (GCI only) or place in Dropbox 3 New Hire Paperwork On Wednesday of each week you are to send all pertinent new hire paperwork for the week to Nicole at GCI and to Joyce or Cindy at Gray Hunter Stenn. This paperwork should include the items listed below for each situation. ALWAYS INCLUDE A THOROUGHLY COMPLETED LOG SHEET. ALWAYS INCLUDE A TURNOVER REPORT PRINTED FROM YOUR MICROS SYSTEM FOR THE WEEK BEING COMPLETED.

2 New Hires Submit a thoroughly completed COS form, W-4 form, and an Arkansas State Withholding form for each person hired that week. The employee must complete and sign the W-4 and state Withholding forms. Be sure that the employee includes his full LEGAL name, address, social security number, withholding exemptions and signature. The General Manager must complete the COS form. Be sure that you include all requested information name, address, phone number, starting date, job classification, pay rate and personal information. Terminations Submit a thoroughly completed Separation Status form for every person who has been removed from your work schedule during that week. This includes ALL employees no longer on the schedule, whether they quit or had to be relieved of their duties. ALWAYS include the person s last day worked and a detailed description of why the person is no longer on the schedule. If you cannot pinpoint the exact last day worked, that information can be obtained by requesting an Hours Worked report from Delaget.com. No Call/No Show include the date(s) and shift(s) that the person did not report. Specify whether you tried to contact the employee and whether you were able to speak with him. Walked Out include the date and shift the person walked out and any information known about why the person walked out Quit without notice Include any information known, such as called prior to shift on [date] and quit; was suspended for insert reason for suspension never returned to work, etc. Quit with notice Include the amount of notice given and whether the person worked out the notice. Also include information describing the employee s performance while employed; reason for resignation, if known; and a written resignation form. Insubordination describe the way in which the person was insubordinate and with whom. Be specific! Be careful when describing the separation. A person who no call/no shows has NOTbeen fired! He has voluntarily left by his own choosing by not reporting for a scheduled shift. Please read the employee handbook and make sure you understand the sections on Attendance and Punctuality and Personal Behavior. The handbook specifically says that a person who does not report as scheduled will be considered as having voluntarily quit his position. The handbook also states that certain behaviors will not be tolerated. A person who chooses to exhibit those behaviors violates company policy and therefore should expect to be relieved of his duties.

3 Status Changes List all status changes at the bottom of your log sheet and complete a COS form indicating the type of change being made, such as a vacation request, a change of address, a change of name due to marriage or divorce, a salary increase, etc. Be sure to indicate on the log sheet the type of change and complete all necessary sections on the COS form. ALL SALARY INCREASES MUST ALSO BE APPROVED BY YOUR AREA SUPERVISOR. 4 Schedules & Weekly Supervisor Recap After completing your craft schedule each week, you should either print and fax it to your supervisor or export it to a file and it to your supervisor. The craft schedule should be printed from the Employee Schedule By Job application. The cost information will come from the Costed Employee Schedule application, but only the final page showing cost information needs to be sent to the supervisor. That also can be either faxed or ed. The Manager s Schedule can be completed either by hand or on the computer. It can then be either faxed or ed to the supervisor. The Weekly Supervisor Recap will be completed on the computer. You should project your sales for the upcoming week and enter the projections for both Day and Night sales for each day of the week. The recap form contains formulae to add and extend the amount through the full week. You will also enter the projected labor cost for each day from the cost page of the employee schedule above. The recap form will add and extend the projected labor cost through the week and show you your projected labor percentage for the week. Always include the cost of any MOD s you have on your schedule in the projected labor cost for each day. 5 Weekly Package Log The Weekly Package Log is a form that is used to list all invoices and paid outs that you certify are legitimate business expenses. In the case of charged invoices, you are also indicating to the bookkeepers that these invoices are for goods or services that were received in full and ready to be paid. For every invoice, list the name of the vendor from which the product(s) were purchased, the invoice number, the date of the invoice, and the full amount of the invoice. Put the invoice total in the column labeled Invoice Total. In each of the columns labeled with a specific category heading, list the amount

4 for the total of all items belonging to that category. For example, if the invoice is from Glazier Foods, you would total all items belonging to the meat category and list that total under the heading called Meat. Total all items from the grocery category and list that total under the heading called Grocery, etc. In the case of paid outs, you are verifying that the expense was paid for with cash from that day s receipts. You must complete a green paid out slip for each and every paid out you do. You must also verify the expense by stapling a register receipt from the merchant where the purchase was made. All paid outs entered into the computer must be supported with the above documentation; otherwise they will be deleted from the report and the corresponding amount will be listed as a cash shortage. Invoices and paid outs should be added to the log sheet on a daily basis so that the information is always up to date. Start listing charged invoices at the top of the grid and work down. Start listing paid outs at the bottom of the grid and work up. NEVER mix charged invoices and paid outs on the log sheet. After close out on Thursday morning, you calculate the meal credit by multiplying the total number of craft employee hours worked for the week times $0.25. Do NOT include MOD hours in your calculation. Enter the dollar amount (rounded to the nearest dollar) in the cell marked Less employee meals. Then enter the total net sales for the week in the cell marked Net Sales. The form will automatically calculate your food cost percentage for the week. the completed form to the Golden Cakes office or store it in your Dropbox folder. Make a copy of the form that you will place with your invoices in the package that you will send via Fedex to Joyce Whittaker from Gray, Hunter & Stenn. (For Russellville, this package will be sent to Cindy Castillo.) Place the original, along with a copy of every invoice and paid out and the weekly payroll records in a file folder marked with the appropriate quarter number and week number for that week. Keep the folders in your desk drawer through the quarter. At the end of each quarter, box up all 13 file folders; label the box and store it in the attic of your unit. 6 Job Summary Report The Job Summary Report is a Micros report that prints out automatically with end of week reports. It may also be printed from the system at any time and for any time period. The report can be found under Auto Sequences and Reports or under the Report Explorer. Set the beginning date to the date of the Thursday when the week began and the ending date to the date of the Wednesday when the week ended. Run the report and print it out.

5 Calculate your Craft Labor and your MOD Labor costs at the bottom of the page. To find the portion of the labor cost that is attributable to craft only, first find the total labor cost (in dollars) and subtract the amount given for MOD s. The answer will be the craft labor dollars. Then divide that figure by the net sales (line 10 of Weekly Manager s Report). That will tell you the craft labor %. To calculate the MOD information, use the dollar amount given on the report. Divide that figure by net sales to find the MOD % for the week. See the example included at the end of this document. After recording this information at the bottom of the Job Summary Report, fax it on Thursday morning with the other end of week reports. 7 Unit Operations Recap The Unit Operations Recap is a form that is completed manually on Thursday morning each week. Fill in the TY Sales cell with the total net sales for the week just completed. Fill in the LY Sales cell with the comp sales for the same week of the previous year. Your food cost information will come from the bottom of the Weekly Package Log. The Food Cost $ is the Net Exp figure from the bottom line of the package log. The Food Cost % also comes from the bottom line of the Package Log and is calculated automatically after you have filled in the Emp Meal credit, and the Net Sales figure. Labor Cost information comes from the Job Summary Report. The Craft/MOD $ is the total labor cost from the report. Include both regular and overtime expense. The Labor Cost % must be recalculated due to inherent error in the net sales figure that is shown on the Job Summary Report. To calculate your Labor Cost %, divide the Craft/MOD $ by the Net Sales figure found on line 10 of the Weekly Manager s Report.