Feature Reference Manual

Feature Reference Manual
Copyright 2008
MICROS Systems, Inc.
Columbia, MD USA
All Rights Reserved
MD0015-024
Table of Contents
Table of Contents
Preface .................................................................................................................iv
Declarations ....................................................................................................................... iv
Document Overview ............................................................................................................v
Product Overview.................................................................................................1
myLabor...............................................................................................................................1
System-wide Features ..........................................................................................................2
Basic Administration............................................................................................4
Overview..............................................................................................................................4
Locations..............................................................................................................................4
Reporting Hierarchies ..........................................................................................................6
Managing Users ...................................................................................................................9
myLabor Privileges............................................................................................................10
myLabor Reports ...............................................................................................................17
Questions?..........................................................................................................................19
Human Resources Administration .....................................................................20
Description.........................................................................................................................20
Features ..............................................................................................................................20
Organization Configuration ...............................................................................................21
Template Setup ..................................................................................................................23
Template Assignment ........................................................................................................24
Reason Codes.....................................................................................................................26
Employee Change Tracking...............................................................................................32
Skill Levels ........................................................................................................................34
Job Definitions ...................................................................................................................35
Child Labor Laws ..............................................................................................................42
Wage and Tip Laws ...........................................................................................................45
Employee Availability .......................................................................................................47
Store Work Hours ..............................................................................................................51
School Districts..................................................................................................................53
Payroll Banks .....................................................................................................................58
Job Category Master ..........................................................................................................61
Labor Category Master ......................................................................................................64
Human Resources Configuration .......................................................................68
Description.........................................................................................................................68
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myLabor Feature
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Table of Contents
Searching for Employees ...................................................................................................69
Employee Configuration Overview ...................................................................................69
Configuring Employees .....................................................................................................87
Human Resources Interface ...............................................................................92
Description.........................................................................................................................92
Screen Description .............................................................................................................94
Payroll Preprocessing Administration................................................................99
Description.........................................................................................................................99
Features ............................................................................................................................100
Organization Configuration .............................................................................................100
Labor Pay Rules...............................................................................................................102
Labor Pay Overtime Rules...............................................................................................109
Premium Pay....................................................................................................................112
Pay Period Calendars .......................................................................................................120
Break Rules Administration.............................................................................................121
Break Rules Location Assignment ..................................................................................123
Employee Privilege Administration.................................................................................127
Location Assignment .......................................................................................................130
Location Configuration....................................................................................................132
Work Rules ......................................................................................................................134
Premium Pay Rule Location Assignment ........................................................................135
Payroll Deductions...........................................................................................................136
Payroll Deduction Assignment ........................................................................................138
Payroll Preprocessing.......................................................................................141
Description.......................................................................................................................141
Time Cards.......................................................................................................................141
Time Card Summary........................................................................................................148
Close Labor Period ..........................................................................................................149
Reopen Closed Labor Period ...........................................................................................150
Enterprise Time Clock Application .................................................................151
Description.......................................................................................................................151
Download the TCA ..........................................................................................................152
TCA Portal Setup & Configuration .................................................................................154
TCA POS Configuration..................................................................................................154
Program the TCA Printer for RES 3700 ..........................................................................173
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Enterprise TCA Functions ...............................................................................................176
Forecasting .......................................................................................................177
Description.......................................................................................................................177
Forecast Administration...................................................................................................178
Forecasting.......................................................................................................................193
Events...............................................................................................................................211
Staffing .............................................................................................................225
Description.......................................................................................................................225
Staffing Profiles ...............................................................................................................225
Staffing Administration ...................................................................................................228
Staffing Requirements .....................................................................................................229
myLabor Reports..............................................................................................231
Overview..........................................................................................................................231
Standard myLabor Reports...............................................................................232
Employee Phone List .......................................................................................................232
Employee Turnover .........................................................................................................232
HR Employee Master.......................................................................................................234
HR Employee Master Pay Rate .......................................................................................234
HR Document Expiration Report ....................................................................................236
Employee Job Summary Report ......................................................................................236
Employee Earnings Summary Report..............................................................................238
Job Code Summary Report ..............................................................................................238
Tip Exception Report.......................................................................................................240
Appendix A: Configuration Directory ..................................................................i
Appendix B: Employee Change Tracking Options............................................ iii
Index....................................................................................................................vi
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myLabor Feature
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Preface
Declarations
Preface
Declarations
Warranties
Although the best efforts are made to ensure that the information in this manual is
complete and correct, MICROS Systems, Inc. makes no warranty of any kind with
regard to this material, including but not limited to the implied warranties of
marketability and fitness for a particular purpose. Information in this manual is
subject to change without notice. No part of this manual may be reproduced or
transmitted in any form or by any means, electronic or mechanical, including
photocopying, recording, or information recording and retrieval systems, for any
purpose other than for personal use, without the express written permission of
MICROS Systems, Inc. MICROS Systems, Inc. shall not be liable for errors
contained herein or for incidental or consequential damages in connection with the
furnishing, performance, or use of this manual.
Trademarks
Acrobat Reader® and FrameMaker® are registered trademarks of Adobe
Corporation.
Microsoft®, SQL Server™, Excel®, Windows® are either registered trademarks or
trademarks of the Microsoft Corporation on the United States and/or other
countries.
Design and Production
This manual was written with Adobe FrameMaker.
Printing History
New editions of this manual incorporate new and changed material sine the
previous edition(s). Minor corrections and updates may be incorporated into
reprints of the current edition without changing the publication date or the edition
number.
myLabor Feature
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Edition
Month
Year
Software Version
1st
2nd
October
Jun
2007
2008
1.5
4.0
iv
Preface
Document Overview
Document Overview
The following document discusses the features and functionality for the
MICROS myLabor Product for labor management:
1. myLabor
Š Human Resources Application (Configuration & Administration)
Š Payroll Preprocessing Application (Configuration & Administration)
Š Human Resource Interface
2. Enterprise Time Clock
3. Forecasting Module
4. Staffing Application
MICROS has made its best effort to organize these three applications in the
most logical manner.
For more information on any MICROS eBusiness products, please speak to
your Account Manager, a MICROS Regional Representative, or a Sales
Manager.
v
myLabor Feature
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Product Overview
myLabor
Product Overview
myLabor
myLabor is an integrated human resources application designed to support the
recurrent requirements of employee data management. The application operates via
the Enterprise Information Portal (EIP) and is a virtually entirely web-based
application. Its comprehensive modules help control your restaurants labor costs
and maximizes productivity.
myLabor allows you to maintain human resources employee files, support Payroll
Preprocessing, generate staff scheduling, and has an enterprise time clock. It’s key
features include:
Š Integrated Human Resources
Š Manages centralized employee information, including personal data, I-9
documents, tax filing data for federal, state, and local agencies, and other
HR information
Š Facilitates employee reviews and evaluation
Š Maintains schedule availability and reports
Š Complete Payroll Preprocessing
Š Allows edits to time cards
Š Supports vacation, sick, and other earnings information
Š Considers minor employee specifications with respect to wages
Š HR Interface
Š Quickly migrate your existing Human Resources information by
downloading the myLabor HR Template. Enter all existing HR data and
import it back into the system in a matter of a few, convenient steps.
Enterprise Time Clock
Use the Enterprise Time Clock to communicate clock in and clock out information
directly from the POS level to the Web Services Application. Located on the POS,
time clock information is temporarily cached and, during preset intervals, is
uploaded to the Internet. Time clock information is immediately uploaded to the
Internet for better, more accurate time keeping functionality. In the event the storelevel cache is unavailable, the Enterprise Time Clock can open a channel to
myLabor using an Internet connection and upload crucial time clock information.
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Product Overview
System-wide Features
Forecasting
Forecasting is an intelligent business tool that assists you in the critical planning of
your staffing, inventory, and production needs. Forecasts are created from many
key historical inputs such as gross or net sales, discounts, cover counts, and menu
item sales quantities, just to name a few. Forecasting provides high level visibility
throughout the enterprise by displaying ‘rolled-up’ forecast values to the highest
levels within the organization. Likewise, the tool provides ultimate enterprise
control through definable rules limiting forecast deviation, “Forecast Score Cards”,
and the approval process, to name a few. Forecasting is specifically designed to
catapult your sales by eliminating product waste and streamlining your operational
tasks.
The Forecasting application allows users to apply historical data information to
forecast future sales for the Scheduling application. Users can create, store,
displays, and edit forecasts as the situation demands. Forecast inputs are derived
from the POS historical data that is uploaded to the web-based Forecasting
application. Forecasting allows the user to:
Š maintain historical information based upon pre-determined intervals (usually
Š
Š
Š
Š
Š
Š
Š
System-wide
Features
15 or 30 minutes)
apply current week’s data and last year’s historical data
aggregate forecasts for like historical types, such as bar sales vs. restaurant
sales
edit incorrect or inexact historical data prior to generating a forecast
define historical information about events that affect business trends such as
holiday, cultural/local events, or weather
edit generated forecasts for a particular day part (ex. brunch or evening), day, or
week by adjusting monetary values or percentages
review the source data from which the forecast was generated
control approval of forecasts by security access to the application
The following section describes some standard features and tools that are available
or applied throughout the myLabor application.
Enterprise Information Portal (EIP)
The Enterprise Information Portal (EIP - also referred to as mymicros.net) is the
web-based Reporting and Data-Warehouse solution. It allows an owner/operator to
review restaurant information through a browser over the Web in near real-time,
with restaurants posting sales information every 15 minutes.
This functionality has been applied toward the myLabor application. Labor
management information will be uploaded to the web in 15 minute intervals, just as
information from the web will be downloaded to the POS every 15 minutes.
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Product Overview
System-wide Features
Online Help
myLabor has built in help on many of its pages throughout the portal. On many
page there is a top menu bar:
When you come to a page that has a Help button, clicking on it will open a pop-up
window with the features and fields for that page defined. Help pages are not
available on every page throughout the myLabor application, since many pages are
self-explanatory.
Security
External security is provided by a number of industry-standard safeguards,
including 128-bit SSL encryption of transmissions, Cisco Pix firewalls, and Oracle
database security features. Also, MICROS uses Symantec Anti-Virus Software in
addition to Symantec Anti-Virus Hardware.
Remote Transfer Agent
The Remote Transfer Agent (RTA)1 i which is sometimes referred to as the
.Connect Agent, is the hardware used to transfer information from the POS level to
the myMicros.net data warehouse and vice versa. The RTA works in typical clientserver fashion, providing information through the portal as requested by the user.
The RTA must be downloaded and installed. If myLabor is being added on to an
existing myMicros, iCare, or myInventory customer, chances are the RTA is
communicating appropriately and there is no need to re-download the RTA.
However, MICROS upgrades information and jobs sent via the RTA periodically
and sometimes a new RTA is required for a system to continue running optimally.
MICROS will inform users if and when new RTAs are required.
Error Messages
Throughout the configuration in myLabor, myTasks, and Forecasting, when
incorrect actions are taken, you may receive an error message. These error
messages have been provided to ensure the integrity of the system information.
Messages appear due to some information entered that violates any system or
business rules. Usually these error messages are received due to a required field
being left empty.
1. The RTA is sometimes referred to as the .Connect Agent. These terms are used synony-
mously. In this document, the term RTA will be used
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Basic Administration
Overview
Basic Administration
Overview
The myLabor System Administrator’s Guide is designed to assist and guide the
organization’s System Administrator with all common tasks. There are tasks that
are specific to myLabor just as there are tasks that are general to the MICROS
eBusiness Product Suite. It is important that a System Administrator not only know
his or her area of expertise, but also that they are well versed and fluent in the dayto-day administrative tasks.
Common MICROS mymicros.net tasks include creating locations, establishing the
reporting hierarchy, creating/modifying users and user roles, and assigning user
privileges and reports.
The following Basic Administration information is meant purely as an overview,
not as step-by-step procedures. For information on setting up and configuring any
of these in detail, please refer to the mymicros System Administrator’s Guide.
Locations
Generally, any System Administrator, or any appropriately privileged user, will be
able to create new locations. However, any locations added after the initial
implementation performed by the mymicros Implementation Group will be at an
additional cost. Therefore, adding a new location in the portal does not mean that a
new location will begin posting totals.
There are two general steps required to creating new locations:
1. adding the location and
2. establishing the organizational hierarchy.
The procedures mentioned here are described in detail in the mymicros System
Administrator’s Guide. Please refer to it for further assistance.
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Basic Administration
Locations
Usually, the mymicros Implementation Group has already configured the enterprise
with the locations and hierarchy as specified upon initial setup. However, if you
need to add locations, you will be able to do so by navigating to Admin | Portal |
Organizational Structure
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Basic Administration
Reporting Hierarchies
Reporting
Hierarchies
The Reporting Hierarchy is used to determine how locations will be grouped for
reporting purposes. Locations can exist in more than one reporting hierarchy. This
is because different users and user groups may have different reporting needs.
For example, the ACME Corporation has fifteen table service style locations.
However, within the ACME Corporation exists an Italian restaurant, a seafood
restaurant, and a barbeque restaurant; also, these restaurants are spread out over 2
states, Kentucky and Tennessee. There are five of each type of concept (i.e., 5
Italian, 5 seafood, and 5 barbeque). Examine the following diagrams to understand
how different reporting hierarchies might be needed to suit the ACME
Corporation’s needs.
1. By Region/State - this diagram organizes the restaurants by their respective
states (Kentucky vs. Tennessee.
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Basic Administration
Reporting Hierarchies
2. By Concept/Style - this diagram shows locations sorted by concept,
specifically, Italian locations grouped together, seafood locations grouped
together, and barbeque grouped together.
3. By Concept and Region - this diagram takes the reporting hierarchies above
and combines them. This is helpful in determining, for example, if the barbeque
locations in Kentucky are more prosperous than the barbeque restaurants in
Tennessee.
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Basic Administration
Reporting Hierarchies
All of the Reporting Hierarchies above show both the various reporting styles, as
well as the various levels that can be used. For example, in the diagram above,
some users will only be able to see the individual location reports, whereas others
may only be able to see the Kentucky seafood restaurants, whereas yet another user
will be able to see all the Kentucky locations.
Only System Administrators, or appropriately privileged users, will be able to
complete this task. There are three general steps that must be completed in order to
create the most basic of Reporting Hierarchies.
1. Establish the Hierarchy Name - usually this is the enterprise name;
2. Create Reporting Levels - these are the levels that will be reporting to the
Hierarchy created in Step 1;
3. Assign Levels/Locations - this step specifies which locations are reporting to
which levels and which levels are reporting to the created hierarchy.
When all levels and locations have been assigned, you will be able to use the filters
on the overview page to sort and organize locations and levels:
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Basic Administration
Managing Users
Reporting Hierarchies can be created and modified by navigating to Admin |
Warehouse | Reporting Hierarchies. The mymicros Implementation Group initially
configures the reporting hierarchy to reflect basic reporting structure. The System
Administrator, or an appropriately privileged user for the organization, is
responsible for creating additional reporting hierarchies. For detailed instructions
on how to create and maintain a reporting hierarchy, please refer to the mymicros
System Administrator’s Guide.
Managing Users
After mymicros has configured the organization to be ready for use, four default
user roles will be sent to the new myLabor customer. These user roles are:
Š System Administrator - enterprise level user with full portal access; this user
Š
Š
Š
typically sets up users and user’s privileges
Enterprise Manager - enterprise level user with portal access limited by the
System Administrator (i.e., similar to the Sys Admin, but with less privileges)
Store Manager - store-level user with access to limited number of store(s)
information
Download User - minimum access account for installation of the RTA
After the myLabor piece is implemented for an organization/location, the
organization will receive the passwords and information about these roles. From
there it is recommended that these roles be assigned to new users as they are
created. For example, an organization has Mike, Susan, and Lisa, all of whom have
been assigned the role of Store Manager. All three users have different usernames
and passwords, but possess the same user rights dictated by the Store Manager user
role.
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Basic Administration
myLabor Privileges
Users can be created by navigating to Admin | Portal | Users | Users. The steps to
create users can be found in the mymicros System Administrator’s Guide.
User Roles
User Roles can be created to manage users. User Roles are categories of users. User
roles can be used as a shortcut for assigning privileges and user rights. Instead of
having to assign individual user rights, a properly configured user role can be
created and assigned when new users are added to the systems.
For example, an “Employee” role can be created to provided limited user
privileges, such as, only being able to see one’s own schedule.
User Roles can be created by navigating to Admin | Portal | Roles | Roles. The steps
to create user roles can be found in the mymicros System Administrator’s Guide.
myLabor
Privileges
User rights must be restricted from both an overall portal perspective, as well as
from a myLabor point of view. This section provides instruction for setting up the
Enterprise Information Portal to use the myLabor Application. Included in this
section are the steps to set up and assign myLabor-specific privileges and reports.
The following privilege sets will be discussed in this area:
Š Human Resources - specify what rights and abilities will be available to users
Š
Š
in the Human Resources module
Payroll Processing - specify what rights and abilities will be available to users
in the Payroll Preprocessing module
Forecasting - specify what rights and abilities will be available to users in the
Forecasting module
myLabor Privileges are administered the exact same way as General Privileges.
Administration of myLabor Privileges are significant for a number of reasons. For
example, labor management deals with sensitive information, like Social Security
Numbers. Privileges can be established to determine which individuals will have
access to that type of information and which individuals will absolutely not be able
to see that type of data. Usually Portlet Administration is a task carried out by the
System Administrator, however any appropriately privileged user will be able to
perform this function.
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myLabor Privileges
HUMAN RESOURCES PRIVILEGES
Note
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You will notice that when certain privileges are selected,
others auto-select and gray out. This is because some
privileges are eclipsed by others.
Right/Privilege
Description
Can Add Employee
Records
Enable this option if the user/user role will be
permitted to add employee records
Can View Employee
Records
Enable this option if the user/user role will be
able to view employee records
Can Modify Employee
Records
Enable this option if the user/user role will be
able to modify employee records
Can Assign Employee
to Another Store
Enable this option if the user/user role will be
able to assign an employee at one location to
work at an alternate location
Can Add Pay Rates
Enable this option if the user/user role will be
able to add hourly employee pay rates
Can Modify Pay Rates
Enable this option if the user/user role will be
able to modify hourly employee pay rates
Can View Pay Rates
Enable this option if the user/user role will be
able to view hourly employee pay rates
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Basic Administration
myLabor Privileges
Right/Privilege
Description
HR Administrator
Enable this option if the user/user role will have
HR Administrative rights, i.e, be able to perform
the functions in HR | Admin
Can View Salaried Pay
Rates
Enable this option if the user/user role will be
able to view pay rates for salaried employees
PAYROLL PREPROCESSING PRIVILEGES
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Right/Privilege
Description
Can View Employee
Time Card Records
Enable this option to allow the user/user role to
view employee time card records
Can Modify Time Card
Records for Home
Store Employees
Enable this option to allow the user/user role to
modify time card records for home store
employees only
Can Modify Time Card
Records for non-Home
Store Employees
Enable this option to allow the user/user role to
modify time card records for non-store employees
only
Can Add Employee
Time Card Records
Enable this option to allow the user/user role to
add employee time card records
Can Add Employee
Other Pay
Enable this option to allow the user/user role to
add other pay to employees
Can Close Labor
Periods
Enable this option to allow the user/user role to
close open labor periods
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Basic Administration
myLabor Privileges
Right/Privilege
Description
Can Reopen Closed
Labor Periods
Enable this option to allow the user/user role to
reopen closed labor periods
PP Administrator
Enable this option to assign the user/user role as a
Payroll Preprocessing Administrator
FORECASTING PRIVILEGES
There are three portlets which may have privileges configured in the Forecasting
Module. You may configure privileges for Administrative tasks, Events, and
general Forecasting tasks.
Forecasting - Admin
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Right/Privilege
Description
Use Basic Editor
Enable this option to allow the user/user role to
use the basic view as the forecast editor
Use Advanced Editor
Enable this option to allow the user/user role to
use the advanced view as the forecast editor
Can Generate Manual
Forecast
Enable this option to allow the user/user role to
generate manual forecasts
Can Approve/Reject
Forecast
Enable this option to allow the user/user role to
the ability to approve/reject a generated forecast
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Basic Administration
myLabor Privileges
Forecasting - Forecast:
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Right/Privilege
Description
View Forecast
Profiles
Enable this option if the user role will be permitted
to view forecast profiles
Automatically enabled if Add, Edit, Delete Forecast
Profiles is enabled
Add, Edit, Delete
Forecast Profiles
Enable this option to allows user roles to add, edit,
and delete forecast profiles
Causes the View Forecast Profile privilege to enable
and grey out
View Assignments to
Org Level
Enable this option to allow user roles to view
assignments to organization levels
Automatically enabled if Add, Edit, Delete
Assignments to Org Level is enabled
Add, Edit, Delete
Assignments to Org
Level
Enable this option to allows user roles to add, edit,
and delete assignments to organization levels
Causes the View Assignments to Org Level
privilege to enable and grey out
View Forecast
Performance
Enable this option to allow user roles to view
forecast performances
Automatically enabled if Add, Edit, Delete Forecast
Performance is enabled
Add, Edit, Delete,
Forecast Performance
Enable this option to allows user roles to add, edit,
and delete forecast performances
Causes the View Forecast Performance privilege to
enable and grey out
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Basic Administration
myLabor Privileges
Right/Privilege
Description
Access Role-based
Edit Configuration
Allows user roles the abiliyt to access role-based
edit configuration
Can define the
Number of Weeks to
retain the Forecast
Enable this option to allow the user role the ability
to specify the number of weeks a forecast will be
kept for reference in th system
Forecasting - Events::
Right/Privilege
Description
View the Events
Definition
Enable this option to give the user/user role read
only permissions to events definition
Add, Edit, Delete
from Events
Definition
Enable this option to give the user/user role the
ability modify the entries within events definition.
The option View the Events Definition will
automatically enable if this option is selected
View the Events
Calendar
Enable this option to give the user/user role read
only permissions to the events calendar
Add, Edit, Delete
from Events Calendar
Enable this option to give the user/user role the
ability read only permissions to the events calendar
The option View the Events Calendar will
automatically enable if this option is selected
DEFINE MYLABOR USER PRIVILEGES
1. Navigate to Admin | Portal | Roles | Portlets
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myLabor Privileges
2. Select the appropriate user role (or user name) and click Configure
3. Select the Employees and click Edit
Note
Only one set of privileges may be modified at a time.
4. Modify the appropriate check boxes next to the portlet privileges according to
the table below and click Save from the top menu
5. Repeat Step 3 for Payroll and the three portlets within the Forecast Module
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Basic Administration
myLabor Reports
myLabor Reports
By now, the enterprise has probably already been established with the core
mymicros reports. However, myLabor System Administrators will be able to assign
myLabor Reports to users on an “as needed” basis.
Note
Please note that some myLabor Reports contain potentially
sensitive information, such as employee Social Security
Number, phone number, address, etc. Although efforts have
been taken to “mask” sensitive material from unauthorized
users, please be cautious report content when assigning
reports to users/user roles.
Available Reports The following reports are available for use with the myLabor Application:
Š
Š
Š
Š
Š
Employee Earnings Summary
Job Earnings Summary
Employee Phone List
Employee Turnover
Employee Job Summary
Š
Š
Š
Š
Š
HR Employee Master
HR I9 Renewals
HR Employee Master Pay Rate
Job Summary
Tip Exceptions
For a detailed description of the myLabor Reports, please refer to the myLabor
Reports Manual.
The general steps to assign a report to a user or user role can be found in the
mymicros System Administrator’s Guide. However, the steps to add myLabor
Reports will be included here.
ASSIGN REPORTS
1. Navigate to Admin | Warehouse | Reports | Report Roles
2. Select a user/user role and click the Select button
3. Click Add
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Basic Administration
myLabor Reports
4. Use the Filter by Category list to view only myLabor Reports
5. Select the reports to be added to this user/user role - you may select more than
one at a time
6. When you have selected all the reports you wish to assign to that user role,
click Save
7. Repeat steps 2-5 for all user/user roles who require myLabor Report
assignment
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Basic Administration
Questions?
Questions?
myLabor Feature
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If any of the material discussed in this chapter is unclear to you, please check the
mymicros System Administrator’s Guide. For further assistance, you may wish to
contact your MICROS Account Representative.
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Human Resources Administration
Description
Human Resources Administration
Description
In the Human Resources Administration module, the rules that govern the
employment of individuals are configured. From labor laws to store hours, this
module is your Human Resources “one-stop-shop”.
These settings are generally considered “one-time” configurations and are usually
established by the System Administrator. However, as the rules that govern
employees change, the System Administrator reserves the right to modify and
tweak existing rules as needed. It is generally recommended that these
configurations be the responsibility of an experienced user(s).
Note
Features
Depending on User Rights and Privileges, the topics in this
section may be unavailable to you. If you have questions,
please see your System Administrator for more information
on these topics.
Employees are restricted and managed by a group of rules and settings:
Š Organization Configuration
Š Template Setup
Š Template Assignment
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Š Wage and Tip Laws
Š Employee Availability
Š Store Work Hours
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Human Resources Administration
Organization Configuration
Š
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Š
Š
Š
Reason Codes
Employee Change Tracking
Skill Levels
Job Definitions
Š
Š
Š
Š
School Districts
Payroll Bank
Job Category Master
Labor Category Master
Child Labor Laws
The following sections discuss these features in detail.
Organization
Configuration
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In Organization Configuration, you determine how the organization behave with
respect to information transferred from the POS and to the POS. In addition to this,
you are specifying how employee information is interpreted and the rules that
govern whether or not an employee will be accepted within the organization as a
whole.
Field
Description
Transmit to POS
Enabling this option will transfer the social
security number entered through web services
down to the POS level
PC Application
Password Prefix
Exclusion
Entering a value in this field will prohibit users
with that prefix from logging in to the web
services application
PC Application
Password Must be
Numeric
Enabling this option will insist that any PC
Application Password configured must be of a
purely numeric format
Administer POS
Password Centrally
Enabling this option will enforce the POS
Password is administered from a central location
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Organization Configuration
Field
Description
Validate Payroll ID
Before Uploading
Employee
An employee’s payroll identification number
will be validated before any employee
information will be uploaded from the POS if
this option is enabled.
Allow User Defined
Payroll ID
Enter a non-system generated payroll ID in this
field. Ex. 3rd-party payroll companies with
existing payroll ID numbers.
Hire Date Maximum
Number of Days in
Past
Define the number of days in the past an
employee may be hired.
For instance, an individual was hired on a date
that falls one day after the end of a pay week.
The the hire date may be set to a day before so
that the new employee is included the pay cycle.
Hire Date Maximum
Number of Days in
Future
Define the number of days in the future an
employee may be hired.
For instance, an individual was hired on one day,
but cannot start working until after his current
job ends. The hire date may be set to a day in the
future so that the employee’s status is recorded.
Enabling CONFIGURE AN ORGANIZATION
1. Navigate to myLabor | Human Resources | Admin | Organization Configuration
2. Modify/Enable the fields as necessary according to the table information above
3. Click Save
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Template Setup
Template Setup
Deciding what employees see when in the Human Resources Configuration screens
is determined by the organization. Template Setup works in conjunction with the
Template Assignment functionality. A System Administrator may have the ability
to see and manipulate all fields, whereas other fields may be greyed out or readonly by a store manager. Templates may be created and assigned to certain user
roles in order to specify these fields. Essentially, a template or raw xml data can be
downloaded, modified, and then uploaded back into the application. After the
template has been modified and uploaded, it is then assigned to certain user roles.
Screen Description The screen is comprised of only a few functions.
Š Download Template - selecting this option will allow you to download the raw
Š
Š
Š
Š
xml where you can make changes; you will need to specify a working folder on
your hard drive as the template’s destination
Browse - enter the path to the saved and modified template; use the button to
open up an Windows Explorer window to search for the correct file; when you
are finished, you will need to select the Upload Template option
Upload Template - select this option if you have a modified template that you
would like to upload back into the myLabor Application; you will need to have
navigated to the folder on your hard drive where you saved your modified
template by using the Browse option
Cancel - select this option if you would like to quit your current action
Help - select this to open a help page within the myLabor Application
Enabling DOWNLOAD A TEMPLATE
1. Click Download Template
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Template Assignment
2. Click Save
3. Enter the path where the template will be saved on your computer
4. Open the template and make any adjustments
5. Save the template
UPLOAD A TEMPLATE
1. Enter the path to where the template has been saved on your computer or use
the Browse button to open a Windows Explorer window where you can
manually search for your template
2. Click Upload Template
Template
Assignment
Template Assignment works in conjunction with the Template Setup functionality.
After the downloading, modifying, saving, and uploading the template, it then
needs to be assigned to certain user roles. This action takes place in the Template
Assignment module.
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Template Assignment
Screen Description The Template Assignment screen is a relatively straightforward screen. User roles
will be listed and the System Administrator will be able to use the drop-down lists
to specify which template will be in effect at that user’s home store versus what
template will be in effect at that user’s away store. Typically, a user role like System
Administrator would have the most functionality provided to him/her based on
template settings. The System Administrator should be able to modify and adjust
every field. Store Managers, on the other hand, might not need as many fields,
therefore a specially configured template might be better for them.
If no template is assigned, then an error will be produced when the user attempts to
view the portal. This is because the system cannot determine what type of
information that user/user role is supposed to see.
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Reason Codes
Reason Codes
Reasons are sets of predetermined descriptors. There are two types of Reasons
Codes. Reasons in the Payroll Administration portion of the myLabor application
handle time card adjustments, availability requests, etc. Reason Codes in the
Human Resource portion of the myLabor application deal with termination and
leave of absence. When an employee performs an operation that might require a
reason, like going on break or being late for a shift, a reason might need to be
selected.
Another example is a time card adjustment. Employees might have to select from a
list of reasons, like Late, Early, On Paid Break, Forgot to Clock-In/Out, etc. These
reason codes are generated at the myLabor web-based level and then transferred
down to the POS for employee selection. Whatever the employee chooses will be
uploaded to the system, and recorded on his or her time card.
Reason Code Types
Reason Code Types are used to categorize Reason Codes. Reason Types are hard
coded into the system and can be used to classify Time Card Adjustments, Leave of
Absence, Termination, Forecasting, Availability Requests, and Pay Rate Changes.
TIME CARD ADJUSTMENTS
Create the reasons why a time card might need to be adjusted, like late from break
or left early due to illness. These justifications help explain why the System
Administrator or Store Manager had to enter an employee’s time card record and
update it manually.
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Reason Codes
EMPLOYEE TERMINATION
When employees are terminated, it is suggested that a reason be provided.
Sometimes terminations are under good, professional circumstances, and other
times they ar not. Providing a reason or explanation as to why an employee no
longer works at a location helps employers in the long run. For example, a
restaurant has 6 locations in one county. The North County location hired Ted who
shows up for his first week of shifts; Ted then decides to “No Call No Show” for 3
shifts, resulting in immediate termination. Ted, who doesn’t want to buy a new
uniform to a different restaurant, drives across town to another location. When
Kristin, the hiring manager, pulls up Ted’s records, she’ll see the “No Call No
Show” reason code and think twice before hiring him.
These reason codes do not necessarily need to be negative in nature. A reason code
could be “Going Back to College” or “Moved Out of the Area”. For example, if a
minor employee’s parents decide to move to another state, the minor employee
might wish to continue working for the same restaurant when he gets to his new
home town. When the hiring manager at the new restaurant pulls up the termination
record and sees “Moved Out of the Area”, he or she may take that as a sign of a
good worker and hire the minor employee on the spot.
LEAVE OF ABSENCE (LOA) AND DAYS ALLOWED
If an employee’s status changes (this takes place in the Employee Configuration
module) to Inactive due to leave of absence, the need for an explanation might be
necessary. It is in the Reason Codes module where the reasons are created and
contained. When defining reasons to use with leaves of absences, you must also
indicate the maximum time an employee can be given based on the law or company
policies. For example, one company may offer 5 days of bereavement off for an
immediate family member, while another company might offer 7 days off.
However, if a national chain has a maximum of 3 days, but is in a state where the
minimum is 5 days, then the company must defer to the state law.
AVAILABILITY REQUEST
Availability Requests are intended to be used with the Employee Self Service
feature. The Employee Self Service feature allows employees the means by which
to provide their work availability, check their schedules, request time off, and
exchange shifts with other employees. Employers can set up reasons for employees
to classify time off requests, like Out of Town, Sick, etc. When employees are
unavailable, the data will be available in the Scheduling Application.
At this time, both the Scheduling Application and Employee Self Service is still
under development.
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Reason Codes
PAY RATE CHANGE
From time to time it may be necessary for a manager to modify the pay rate for an
employee. For example, if an employee is not scheduled to work, but the manager
agrees to $1.00 extra per hour if the employee works on a day off. Again, this
reason is used to track, justify, help explain why an employee’s pay rate was
manually changed.
FORECASTING
These Reason Codes are used for the Forecasting Application. The Forecasting
Application is able to generate forecasts for scheduling, staffing, sales, etc. based
on data provided to the system.
OTHER PAY TYPE
Other Pay Types Reason Codes are used to explain why an individual may be
receiving a pay tha is not his/her typical or usual wage rate. Other Pay is added
directly to employees via Payroll Preprocessig | Time Cards.
When creating an Other Pay Type reason code, you will be able to specify options
to better define the reason code. These options are:
Š Require Number of Hours - enable this option if quantity of hours must be
Š
entered when adding other pay to an employee’s earnings
Include in Labor Calculation - enable this option if the cost of other pay should
be factored into labor costs for the location
Note
If this option is not selected, then, when labor is calculated,
there will be a variance between schedule labor costs and
actual labor costs.
Š Require Amount Entry - enable this option if a monetary amount must be
Š
Š
entered when adding other pay to an employee’s earnings
Default Rate to Selected Job - enable this option if other pay wage rate is the
same the hourly rate for the job
Allow Rate Override - enable this option if the other pay rate may be overriden.
For example, if the Default Rate to Selected Job is selected and the rate is
$8.00, then $8.00 6.00 will populate the Pay Rate. However, this field will be
editable. If Allow Rate Override is not selected, then the pay rate will not be
editable.
Enabling CREATE A TIME CARD ADJUSTMENT
1. Navigate to myLabor | Human Resources | Admin | Reason Codes
2. Select Time Card Adjustment and click Select
3. Click Add from the top menu bar
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Reason Codes
4. Enter the name for the Time Card Adjustment Reason Code
5. Enable the Default option if necessary
6. Save
CREATE AN EMPLOYEE TERMINATION CODE
1.
2.
3.
4.
Navigate to myLabor | Human Resources | Admin | Reason Codes
Select Employee Termination and click Select
Click Add from the top menu bar
Enter the name of the Reason Code in the field provided
5. Save
CREATE LOA AND DAYS ALLOWED REASON CODE
1.
2.
3.
4.
Navigate to myLabor | Human Resources | Admin | Reason Codes
Select Leave of Absence and click Select
Click Add from the top menu bar
Enter the name of the Reason Code and the maximum number of days allowed
off in the fields provided
5. Save
CREATE AVAILABILITY REQUESTS
1. Navigate to myLabor | Human Resources | Admin | Reason Codes
2. Select Availability Requests and click Select
3. Click Add from the top menu bar
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Reason Codes
4. Enter the name of the Availability Request
5. Save
CREATE A PAY RATE CHANGE
1.
2.
3.
4.
Navigate to myLabor | Human Resources | Admin | Reason Codes
Select Pay Rate Change and click Select
Click Add from the top menu bar
Enter the name of the Pay Rate Change
5. Save
CREATE FORECASTING REASON CODE
1.
2.
3.
4.
Navigate to myLabor| Human Resources | Admin | Reason Codes
Select Forecasting and click Select
Click Add from the top menu bar
Enter the name of the Reason Code and specify the Reason Category (see
below) from the drop-down list
5. Save
CREATE FORECASTING REASON CATEGORY
If no Forecasting Reason Categories exist, follow the instructions below:
1. Navigate to myLabor | Human Resources | Admin | Reason Codes
2. Select Forecasting and click Select
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Reason Codes
3. Select the Reason Categories
4. Click Add and enter the name of the reason category
5. Save
These Forecasting Reason Categories will appear in the Forecasting Reason Code
drop-down list.
CREATE OTHER PAY TYPE REASON CODE
1. Navigate to myLabor | Human Resouces | Admin | Reason Codes
2. Select Other Pay Type and then click Select from the top menu bar
3. Select Add from the top menu bar
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Employee Change Tracking
4. Enter the name of the Other Pay Type reason code and enable the check boxes
next to the appropriate options
5. Save
Employee
Change Tracking
Employee Change Tracking is used to monitor changes made to employee records.
When employee information is modified, a record is generated and is used to
populate a report. This report details the change itself, as well as the date of the
change and the individual who made the change.
This feature can be used in many situations. For instance, Chrissy Smith has
recently married and decided to take her new husband’s last name of Peters. The
manager accesses the record, but accidentally updates Christy Smith’s last name. If
changes to last name are being monitered, then the report will show the update to
Christy Smith’s record rather than Chrissy’s Smith’s record. Another example of
when this may be useful is if a disgruntled manager accesses the system with the
intent of destroying human resources information, like social security numbers or
banking information. If these fields are being monitered, then a record of the
change is preserved. The data can be reverted back to its accurate state.
This information will be viewable on the Employee Change Tracking Report.
Within the Employee Change Tracking Module, you will be required to select a
table, or “category”, as well as specify what the field name from that table will be.
Table/Category options include:
Š Job Rate
Š Employee
Š POS Configuration
A number of field names exist for the Tables listed above. For the list of available
options for the tables, please refer to “Appendix B: Employee Change Tracking
Options” .
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Employee Change Tracking
INACTIVE EMPLOYEE CHANGE TRACKING RECORDS
There are three states for Employee Change Tracking records: (1) Active, (2)
Deleted, or (3) Inactive. If an Employee Change Tracking record is tracking
modifications, then it is considered Active. If an Employee Change Tracking record
has never collected information, nor posted that information to the database, then
that Employee Change Tracking record may be deleted using the Delete option
from the top menu bar. However, once an Employee Change Tracking record has
posted any type of information to the database, the record may only be set to
Inactive.
To see Inactive records, you may push the Toggle Display Inactive Records button.
Otherwise, the overview page will only display Active records.
Screen Overview Below is an example of how the typical Employee Change Tracking screen will
appear:
Note
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If you elect to edit an existing Change Code, you will only be
able to update the name; table and field name become
uneditable fields.
Field
Description
Change Code
Displays the “code” or “common description” of the
component being monitered.
36-character alphanumeric limit
Table
Displays the name of the table or category of fields
is being monitored
Options include Job Rates, Employee, or POS
Configuration
Field Name
Displays the field name or the component being
monitored
Options are dependent on selected table
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Skill Levels
Field
Description
Inactive Date
Displays the inactive date of the employee change
tracking record (if any)
Toggle Display
Inactive Records
Push this button to view any inactive records
Enabling ESTABLISH AN EMPLOYEE CHANGE TRACKING RECORD
1.
2.
3.
4.
5.
6.
Skill Levels
Navigate to myLabor | Human Resources | Admin | Employee Change Tracking
Select Add from the top menu bar
Enter a Change Code
Select a Table (category)
Select a Field Name (component) to be monitored
Select Save from the top menu bar
Skill Levels rate how well an employee performs at job. Employee advancement is
often based on attainment of a particular job skill level.Skill Levels are assigned to
employees during Employee Configuration to rate an employee’s proficiency at a
particular job.
For example, skill levels might be Trainee, Novice, Proficient, Expert. Within those
categories there may be sub-categories of 10-1, 10 being the least proficient and 1
being expert. Therefore, it’s possible to have a Level 1 Novice whose next
“promotion” would be a Level 10 Proficient.
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Job Definitions
Enabling DEFINE A RESTAURANT’S SKILL LEVELS
1.
2.
3.
4.
5.
6.
Navigate to myLabor | Human Resources | Admin | Skill Level
Click Add from the top menu bar
Enter a name for the Skill Level
Enter an integer for the Skill Level (1-10)
Define a Skill Level Value
Save
MODIFY AN EXISTING EMPLOYEE’S SKILL LEVEL
The following procedure is used when configuring employees from within the
Human Resources Employee Configuration screen. Further information on this step
may be found in the myLabor User Manual.
1.
2.
3.
4.
5.
6.
Job Definitions
Navigate to myLabor | Human Resources | Employee Configuration
Search for and select the appropriate employee
Navigate to the Location Configuration Tab | Job Rates Sub Tab
Select the correct Job Code Name from the drop-down list
Select the new Skill Level from the Skill Level drop-down list
Save
Jobs are defined in the Employee Administration module and assigned to
employees in Employee Configuration. Each employee is assigned one or more
jobs and have one primary job per location.
A job is an accounting entity that enables the system to track the labor activity of a
group of employees by their work category. Jobs are used for linking hourly
employees to a specific wage rate when they are clocked in, and for grouping labor
hours and costs into job categories for reports on labor cost analysis.
At this time, users are required to specify the revenue center when creating job
definitions. If revenue center were permitted to be left blank, then, when myLabor
totals are synched to the RES database, a mismatch would exist and . To resolve
this, revenue center specification is mandatory.
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Job Definitions
Job Types
Hourly jobs are paid by the hour, typically at the prevailing minimum wage or
above. Salaried jobs provide employees with pay that does not fluctuate regardless
of how many hours the employee works. For example, a dishwasher earning $9.50/
hr who works an 35 hours a week will make $332.50, whereas a manager who
makes a salary of $29,000/yr. will make $557.69 a week, regardless if he/she works
10 hours or 50 hours.
Pay Rates These options allow for the setting of the appropriate pay rates for the job. For
example, the minimum wage for a hostess might be $5.75/hr. in the state of
Maryland. However, a location may choose to set the default pay rate at $7.50,
which means that starting hostesses will always make $1.75 more than the
Maryland minimum wage.
Assign to Locations
After jobs are created, they should be assigned to locations. Since not every
location may have the same needs, not all jobs necessarily need to be assigned to all
locations. This is, however, always an option to assign job rates on a total
organizational level.
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Job Definitions
For example, a small chain of restaurants offering alcoholic beverages is unable to
acquire a liquor license at one of their locations, so the owners decide to install a
coffee bar instead. The organization can therefore choose to not have the jobs of
bartender, bar back, or cocktail waitress assigned to the location without the liquor
license and can create and substitute a job like “baristas” (a.k.a. coffee bar server).
Since none of the other restaurants have this coffee bar, it seems unlikely that the
other locations would want to assign the job role of barista. Therefore, the job role
of barista only exists at the one, special location.
Also, jobs can be configured by location, which means that default specifications
need not necessarily be applied. For instance, two locations may both have the job
of “line cook”. At one location, the age requirement for line cook is 16 years and
the pay rate is $6.00/hr. At another location, the age requirement for the same line
cook is 18 years and the pay rate is $6.50/hr. Both of these locations use the same
enterprise-wide job definition, line cook, but configure it differently at their
locations.
When assigning certain jobs to locations, special pay rates for hourly employees
may also be assigned. Like the example of our liquor-less coffee bar above, baristas
might not require the same amount of experience versus that of a well-trained
bartender; therefore, the owners may decide that the barista should only make $7/
hr. as opposed to the liquor bartenders who make $9/hr.
Screen Description GENERAL TAB
On the General Tab, you will establish the Job Name, the Job Category, the Labor
Category, if there is an Overriding Employee Class, define a Revenue Center,
determine Clock-In Privilege, as well as specify the minimum age required to
perform this job.
You will also specify how the employee will declare their tips, if the position is a
tipped position.
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Job Definitions
Field
Description
Job Name
Each job is identified by the name (ex. Salaried Manager,
Bartender, Hostess, Line Cook, etc.).
Job Category
This field provides a means for grouping several jobs
together for reporting purposes. For example, dishwashers,
chefs and cooks may be grouped together in a job category
called Kitchen Staff. Job Categories are uploaded from the
POS.
Labor
Category
This field of for the labor category for reporting the hours
worked at this job (ex. Tipped Employees, Non-Tipped
Employees).
Overriding
Employee
Class
This field allows you to select an employee class whose
privileges will override an employee’s normal class when
working this job. Options for this field are uploaded from
mymicros.
For example, Maggie, the assistant manager is off on
Monday evenings. Chris, the head waiter, works as the
assistant manager on those nights. Christ is a member of
the “Waiters” employee class, which allows him a limited
set of privileges. On Monday evenings though, Chris
clocks in and selects the job “Asst Mgr”. When he does,
that job overrides his employee class and links him to the
employee class “Managers”. As long as he is clocked in as
Asst Mgr, Chris is able to use the privileges of theManager
employee class
Revenue
Center
This field is the Revenue Center in which the job is
effective.
Clock-In
Privilege
This is the privilege that an employee must have in order to
clock-in for this position. Clock-in privileges are assigned
to employee classes in Employee Configuration module in
the POS Configuration section under the Location
Configuration Tab.
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Job Definitions
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Field
Description
Minimum
Age
If there is a minimum age require for this job (ex. bartender
must be 21 years old to pour alcohol), then it should be
entered here. Entering it here will restrict the job from
being assigned to employees who are not old enough to
perform those tasks.
Check Box
Options
Declare direct tips on clock out - this option applies if this
job requires declaration of direct tips on clock out.
Employees working this job will be prompted to declare
their direct tips when clocking out. Direct tips are tips
received from guests.
Declare indirect tips on clock out - this option applies if
the job requires declaration of indirect tips on clock out.
Employees in this job will be prompted to declare their
indirect tips when clockout out. Indirect tips are tips
received from other employees.
Allow early or late clock out - this option allows
employees working this job to clock out early or late, even
when their employee class is not privileged to do so.
Print tips declared on clock out - this option causes a tips
declared chit to print when an employee working this job
clocks out. The chit shows the total amount of tips declared
by the employee for that shift.
Subject to Tipped Credit - this option defines tipped jobs
for calculating the tip credit. Select this option if an
employee in this job receives direct or indirect tips.
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Job Definitions
TYPE TAB
New jobs must be associated with a job type. On this tab you will specify whether
the job is hourly or salary. If the job is hourly, the rates should be entered. Overtime
levels as well as effectivity dates are also established in this module.
HOURLY RATES
Š Default Regular Rate - the default pay rate is the normal starting pay for this
Š
Š
Š
position. This can be overridden by the override regular rate. Pay rate changes
apply to future time clock entries. Current and past time clock entries remain at
the rates that were in effect when the occurred.
Minimum Regular Rate - this field defines the minimum pay rate. It is the
lowest starting pay for this position.
Maximum Overtime Rate - this field defines the maximum overtime rate. It is
the highest overtime pay for this position.
Maximum Regular Rate - this field defines the maximum pay rate. It is the
highest non-overtime pay for this position.
OVERTIME LEVELS
These options are used to determine which overtime levels apply toward this job. A
location may have up to four overtime levels.
Note
These labels can and will change as overtime levels are
defined. For example, if you create overtime level 1 and call
it “Time and a Half”, then the label “Time and a Half” will
appear next to these check boxes.
Enabling CREATE A JOB DEFINITION
1. Navigate to myLabor | Human Resources | Admin | Job Definitions
2. Click Add
3. On the General Tab:
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Š (Required) Enter the job name, job category, and labor category
Š (Optional) Specify overriding employee class, revenue center, minimum
age, clock-in privilege, and any checkbox options
4. On the Type Tab:
Š (Required) Specify Hourly/Salary and enter an effectivity date (if Hourly,
Š
enter default regular rate)
(Optional) Specify Overtime Levels and/or any other rate information
(Hourly only)
ASSIGN TO A LOCATION
1. Navigate to myLabor | Human Resources | Admin | Job Definitions
2. Search for and select the jobs to be assigned and click Assign to Location from
the top bar menu
3. Select the location(s) where the Job will be assigned from the left pane and
specify minimum age, effectivity dates, overtime levels, and/or rate changes
that may override the default enterprise level settings on the right
4. Save
Note
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This task can only be performed after jobs have been created.
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Child Labor Laws
Child Labor
Laws
When accessing the Child Labor Laws module, you are able to add a child labor
law by clicking Add from the top menu bar. The page you are directed to has three
tabs: General, Overtime, and Work Restrictions. On these tabs, you can set up
multiple age ranges (ex. 14-15, 16-17) using the minimum and maximum age fields
to parallel the laws of your state. These tabs also allow you to define the maximum
consecutive days that a minor is allowed to work, assign overtime rules, exclude
minors from Sunday work, and require a Work Permit and/or Age Certificate.
Screen Description GENERAL TAB
On the General Tab, the functions include entering the name of the Child Labor
Law, setting minimum and maximum ages, requiring Work Permit and/or Age
Certificate, enabling the Sunday exclusion, as well as setting effectivity dates for
the Child Labor Law.
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Work Permits & Age Certificates
Some jurisdictions require a Work Permit and/or Age Certificate for each minor
that is employed. Although Work Permits & Age Certificates vary from jurisdiction
to jurisdiction, generally they are issued by a representative of local government
(ex. school official, high school guidance counselor, etc.). These permits/
certificates validate the minor’s age and delineate the scope of duties that the
employee may (or may not) be allowed to perform. Age requirements may also
differ between jurisdictions. For example, some stores may require any employee
under the age of 18 to possess a Work Permit and/or Age Certificate, while others
may require permits/certificates for only 16 and under.
Since Work Permits & Age Certificates apply only toward some employees,
configuring the Work Permit requirement occurs on the General Tab of the Child
Labor Laws module. If this option is selected, the Work Permit number and
expiration date must be entered the Employee Configuration module for any
employee whose birth date (which is also entered in Employee Configuration) falls
within the age range.
OVERTIME TAB
On the Overtime Tab, you can specify which Overtime Pay Rules apply to the
Child Labor Law being created. Only Overtime Pay Rules specifically created for
minor employees or employees subject to work restriction will appear on this page
Overtime Rules
Overtime rules define when and how much overtime pay an employee receives. For
example, state labor law may require that employees be paid time-and-a-half for
working over 40 hours a week. Overtime rules are defined in the Payroll
Administration portion of the myLabor Application. However, they are assigned to
Child Labor Laws in the Child Labor Laws module.
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WORK RESTRICTIONS TAB
Use this tab to specify any restrictions that apply to work arrival and departure
times, maximum daily and weekly hours, and maximum days per week for
employees who are affected by Child Labor Laws. These restrictions may be
extended further to include non-school days vs. school days.
Enabling DEFINE A CHILD LABOR LAW
1. Navigate to myLabor | Human Resources | Admin | Child Labor Laws
2. Click Add from the top menu bar
3. On the General Tab:
Enter the name for the Child Labor Law (ex. Kentucky Child Labor Law)
Specify Minimum and Maximum Age Ranges
Enable the Age Certificate Reqd option (to require an Age Certificate)
Enable the Work Permit Reqd option (to require a Work Permit)
Enable Sunday Exclusion (if minor employee is not eligible to work
Sundays)
Š Assign Effectivity Dates (you do not necessary need an end date)
4. On the Overtime Rules Tab, enable any/all overtime rules that have been
created for this Labor Laws
5. On the Work Restrictions Tab, use the available drop-downs to establish
arrival/departure times, min/max hours per day and per week, and max
consecutive days of work for both school and non-school days (if applicable)
6. Save
Š
Š
Š
Š
Š
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Wage and Tip Laws
Wage and Tip
Laws
Wage and Tip Laws define the parameters that reflect the requirements pertaining
to minimum wages and tip credits. Use Wage & Tip Law options to ensure
compliance with federal and state laws when hiring, scheduling, or calculating
employee pay.
Note
Minimum Wage
Tip Credit
Child Labor Laws are configured in a separate module of the
myLabor Application. Child Labor Laws are labor laws in
the general sense of the term; however, they have been
broken out to ensure proper attention is given to them.
Overtime Pay Rules are defined in the Payroll
Administration portion of the myLabor Application.
The prevailing state or federal minimum wage law that favors the employee
becomes the basis for wages throughout myLabor. When the minimum wage is
changed in this module, all wages that fall below the new minimum wage will be
updated. This applies to the job rate and employee override functionality.
Tip credit is a percentage or monetary amount (set by federal or state law) that may
be deducted from the minimum wage of a tipped employee (i.e., employees who
receive tips). The law that favors the employee is honored.
For example, in one state, the allowed tip credit is 50% or $3.09. This means that an
employee may pay an employee $3.08/hr. (rather than the $6.15 minimum wage) as
long as the employee receives enough tips during a payroll period to earn the
minimum wage for each hour worked. If the employee’s combined earnings (i.e.,
wage, as adjusted by the tip credit, plus tips) average out to below minimum wage,
the employer must make up the difference. A Tip Exception report may be run to
show any employees whose wages and declared tips are less than minimum wage.
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Wage and Tip Laws
Since tip credits are determined on a state-by-state basis, it is necessary to refer to
relevant state documentation on this issue, or you may refer to the Department of
Labor Website information regarding tip credits at www.dol.gov.
Screen Description There are only two screens in the Wage & Tip Credit module, and it is relatively
straight forward. The first tab is an overview page. The second screen is the add/
edit screen.
On the Add/Edit Wage & Tip Law tab, you will be required to enter a name as well
as the minimum wage in the entry field labeled “Minimum Wage”. Other fields are
optional, and your needs will determine which fields should have data in them.
Please notice the red arrows next to the names of the Wage & Tip Names:
When clicked, the Wage & Tip Name will expand showing more detail:
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Employee Availability
Enabling SET MINIMUM WAGE AND/OR TIP CREDITS
1. Navigate to myLabor | Human Resources | Admin | Wage & Tip Credit
2. Click Add from the top menu bar
3. On the General Tab:
Š Enter Name in the field provided (suggested)
Š (Required) Enter a Minimum Wage in the field provided
Š (Optional) Enter a Maximum Tip Credit Amount in the field provided
(refer to state requirements)
Š (Optional) Enter a Maximum Tip Credit Percentage in the field provided
(refer to state requirements)
Š Enter Effectivity Dates (only “From” is required)
4. Save
Employee
Availability
myLabor Human Resources provides an area in which to configure employee
availability. Availability works hand-in-hand with the Scheduling Application for
the generation of schedules. When accurate employee availability exists, the
Scheduling Application is able to take the data in the system and create a
comprehensive schedule at the click of a button. Availability is based on both the
employee’s provided availability, as well as the organization’s work hours and work
rules applicable to that location.
Availability is classified by one of three categories (labeled as Time Segments in
the UI):
1. Preferred Time - the times/shifts the employee has requested to work
2. Unavailable Time - the times/shifts the employee will not work and has
designated as unable to work
3. On Call Time - the times/shifts the employee will not typically work, but is
available for scheduling is need be
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Employee Availability
For employees who have regimented schedules for various reasons, like needing
the coincide with child care or other jobs, the Employee Availability feature helps
to alleviate the stress surrounding schedules. Employee Availability, which has
traditionally been provided to scheduling managers on scraps of paper, is a
potentially error filled job. Since myLabor is able to save availability, creating a
schedule is simpler, quicker, and a lot less stressful.
.Availability times do not need to be configured for every minute of every day. If
nothing has been entered for that employee, then that employee will neither be
considered available or unavailable for certain shifts and will be scheduled
randomly.
Availability “Time Segments” for Preferred Time and On Call Time must not
overlap Unavailable Time. If an overlapping time is entered into the system, an
error message will appear and the data will not be saved. For example, an employee
may not have a Preferred Time set as Monday 4:00 PM until 9:59 PM and an
Unavailable Time configured as Monday 12:00 PM until 4:59 PM
Screen Description The following describes the various screen elements on Employee Availability
screen:
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Employee Availability
The Employee Availability screen has two panes:
1. Employee Work Rules
2. Employee Availability
EMPLOYEE WORK RULES
As mentioned, work rules also play a part in determining an employee’s schedule.
Work rules, which can be configured in myLabor | Payroll Preprocessing | Admin |
Work Rules, create guidelines for number of hours worked per day and per week.
However, on the Employee Availability screen, these values are meant solely as a
guideline. If, an employee needs to work more hours or less hours per day/week,
then those updates can be made on this page and saved for that individual
employee.
EMPLOYEE AVAILABILITY
The following table describes the fields on the right side of the screen:
Field
Description
Add Button
Click this button to add a new availability
record for the employee
Delete Button
Highlight a row to be deleted and click this
button
Cancel Button
Click this button to delete any newly added
rows that do not have values specified
Time Segment
Select the category of employee availability
(Preferred Time, Unavailable Time, On Call
Time)
Start Day of Week
Specify the start day for this employee’s time
segment
From Time
Specify the start time for this employee’s time
segment
End Day of Week
Specify the end day for this employee’s time
segment
To Time
Specify the end time for this employee’s time
segment
Enabling CONFIGURE EMPLOYEE AVAILABILITY
1. Navigate to myLabor | Human Resources | Admin | Employee Availability
2. Search for and select the employee to be configured
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Employee Availability
3. Click the Add button to reveal the drop-down lists for availability configuration
4. Use the drop-down lists to specify Time Segment, Start Day of Week, From
Time, End Day of Week, To Time - all fields are required
5. Click Add to add the next record and repeat step 4 for all other employee
availability specifications
6. Save
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Store Work Hours
Store Work
Hours
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The Store Work Hours module allows you to set up and enter the hours and days of
operation for you restaurant. Not all locations in an organization might have the
exact same hours. For example, a stand alone coffee shop might stay open until
9:00 PM, but a coffee shop in an office building might close at 4:000 PM.
Therefore, in this area, you can establish all the store hours necessary, days of
operation (some stores might be closed for special holidays or Sundays), and
organize them by location.
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Store Work Hours
Screen Description GENERAL TAB
The General Tab is relatively straight forward. On this tab, you use the drop-down
lists to establish start and end times for the organization for each day of the week.
You will also be required to enter a name for the work hours.
ASSIGN LOCATIONS TAB
On the Assign Locations Tab, you can select the locations where the store hours
that have been configured will be assigned. At only these locations will this feature
take effect.
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School Districts
Enabling SETUP STORE WORK HOURS
1.
2.
3.
4.
Navigate to myLabor | Human Resources | Admin | Store Work Hours
Click Add from the top menu bar
Enter a name for the Store Work Hours
Use the drop-down lists provided to specify start/end times for every day of the
week
5. Save
ASSIGN STORE WORK HOURS TO LOCATIONS
1.
2.
3.
4.
5.
School Districts
Navigate to myLabor | Human Resources | Admin | Store Work Hours
Select the Store Work Hours to be assigned and click Edit
Select the Assign to Locations Tab
Use the checkboxes to select the location(s)
Click Save from the top menu bar
School Districts can be entered into the myLabor Application to track the districts
that employees may live in or attend school. By tracking school districts, managers
know what tax rules are associated with each district. School districts are displayed
in the Employee Configuration module where managers can link employees to
them.
Just like Job Definitions, School Districts can be assigned to a location. Unless an
organization is a 1-2 location store, not all school districts will apply to all
locations.
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School Districts
Also, a School District Calendar is available to help determine work availability for
employees who are enrolled in high schools in and around the vicinity of the
establishment. The information is used toward generating Scheduling restrictions in
bulk for all students during regular school hours, rather than on an individual basis.
For example, if a school calendar is known, then any employee who is a student in
that district will be unavailable during typical school hours, such as Monday Friday 7:30AM until 3:30 PM. In addition to standard school hours, calendar
information may help reveal when students are not in session for holidays, like
Christmas, Spring Break, or Veteran’s Day. Since school districts vary, usually on a
county-by-county or state-by-state basis, this information can be extremely
valuable toward achieving the goal of having a well staffed restaurant.
Screen Description GENERAL TAB
You will enter the enter the name, county, state and country for the School District
on the General Tab.
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School Districts
ASSIGN LOCATIONS TAB
On the Assign Locations Tab, you have the option of selecting specific locations for
this feature to be assigned to. At only these locations will this feature take effect.
SCHOOL DISTRICT CALENDARS
Establish a school district calendars for every possible school district created.
School calendars can be used toward the generation of accurate schedules. Once a
school calendar is established, various vacation days can be entered into that school
calendar.
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School Districts
Enabling ENTER A SCHOOL DISTRICT
1.
2.
3.
4.
Navigate to myLabor | Human Resources | Admin | School Districts
Click Add from the top menu bar
Enter the Name, County, State, and Country of the School
Click Save
ASSIGN A SCHOOL DISTRICT TO A LOCATION
1. Navigate to myLabor | Human Resources | Admin | School Districts
2. Select the School District and click Edit
3. On the Assign to Locations Tab, enable the checkboxes next to the location
names where this School District will be in effect
4. Save
Note
This step can only be performed after the school districts and
location have been created.
This step can be completed in conjunction with creating a
new school district.
CREATE A SCHOOL CALENDAR
1.
2.
3.
4.
5.
6.
7.
Navigate to myLabor | Human Resources | Admin | School Districts
Select a school district and click Edit from the top menu bar
Select the School District Calendars tab
Click Add from the top menu bar
Enter the name for the school district calendar
Enter a School Year Start Date and a School Year End Date (mandatory)
Enter School Day Start Time and a School Day End Time (optional)
8. Save
Note
This step can only be performed after the school districts
have been created.
This step can be completed in conjunction with creating a
new school district.
ADD A VACATION DAY TO A SCHOOL CALENDAR
1.
2.
3.
4.
5.
Navigate to myLabor | Human Resources | Admin | School Districts
Select a school district and click Edit from the top menu bar
Select the School District Calendars tab
Select a School District Calendar and click Edit
Select the Vacation Days tab and click Add from the top menu bar
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6. Enter a Name for the Vacation Day (Ex. Winter Break, Columbus Day)
7. Enter a Vacation Start Date and a Vacation End Date (mandatory)
8. Enter a Vacation Start Time and a Vacation End Time (optional)
9. Save
Note
This step can only be performed after the school districts
have been created.
This step can be completed in conjunction with creating a
school district calendar.
LINK A SCHOOL DISTRICT TO AN EMPLOYEE
1.
2.
3.
4.
5.
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Navigate to myLabor | Human Resources | Employee
Search for and select the appropriate employee
Navigate to the Contact Information Tab
Select the appropriate school district from the School District drop-down list
Save
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Human Resources Administration
Payroll Banks
Payroll Banks
The Payroll Bank feature allows you to enter information about banks that
employees will use for direct deposit. This feature can speed up the overall paper
work involved in setting up direct deposit for employees. Usually, direct deposit is
reserved for salaried employees; however, an organization may choose to provide
this service for their employees.
Configuring Payroll Banks is very similar to configuring School Districts, in that
after the Bank is set up, it can then be assigned to the appropriate locations. Again,
a small-town bank in Garden City, Kansas probably wouldn’t need to be available
to any employees in a Milwaukee, Wisconsin location.
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Payroll Banks
Screen Description GENERAL TAB
On this tab, you should enter, at a minimum, the name, state/province, postal code,
and country for the banking institution. Keep in mind that the more specific you
are, the more organized and concise your records will be.
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Field
Description
Name
Enter the name of the banking institution
Address Line 1-2
Enter the address for the bank in these fields
City
Enter the city for the bank in this field
County
Enter the county for this bank in this field
State/Province
Use the drop-down list to specify the state or
province for this bank
Postal Code
Enter the postal code for the bank in this field
Country
Enter the country for this bank in the field
Building Society
Roll Number
Enter the Building Society Roll Number for this
banking institution in this field.
A building society is afinancial institution, owned by
its members, that offers banking and financial
services. This field is generally reserved for
individuals in the United Kingdom. It acts similarly
to a bank routing number in the United States
Alpha-Numeric
Field
Use this field for any additional alpha/numeric
information that might be relevant
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Payroll Banks
ASSIGN TO LOCATIONS TAB
The Assign to Locations tab acts the same as all other Assign to Locations tabs, in
that you will select the location(s) that the banking institution will be linked to and
click Save:
Enabling CREATE PAYROLL BANKS
1.
2.
3.
4.
Navigate to myLabor | Human Resources | Admin | Payroll Banks
Click Add from the top menu bar
(Mandatory) Enter the Name of the banking institution
(Optional) Enter Address 1, Address 2, City, County, State/Province, Postal
Code, Country, Building Society Roll Number, and/or Alpha Numeric field
5. Save
ASSIGN A PAYROLL BANK TO LOCATION
1. Navigate to myLabor | Human Resources | Admin | Payroll Banks
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Job Category Master
2. Select a Banking Institution and click Edit
3. On the Assign Locations Tab, select the checkboxes next to the locations where
these payroll banks will be in effect
4. Save
Note
This step may only occur after locations and payroll banks
have been configured.
This step can be completed in conjunction with creating
payroll banks.
LINK AN EMPLOYEE TO A PAYROLL BANK
The following procedure is used when configuring employees from within the
Human Resources Employee Configuration screen. Further information on this step
may be found in the myLabor User Manual.
1.
2.
3.
4.
5.
Navigate to myLabor | Human Resources | Employee
Search for and select the appropriate employee
Navigate to the Payroll Information Tab
Select the Banking Institution from the drop-down list
Enter any additional information necessary (account number, routing number,
etc.)
6. Save
Job Category
Master
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Job categories are any user-defined grouping, such as service, operational, or
management. When job categories are selected in the Scheduling application, the
manager has the option to select a job within the category to schedule employees.
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Job Category Master
Job categories are established and linked to jobs. They are used to categorize the
different jobs in the restaurant. Job categories let managers create schedules and
report on certain areas of the restaurant. For example, servers, bartenders, and hosts
might fall in the Front of House job category. A manager can then schedule the
Front of House separate from the Kitchen.
By selecting a job category in the Scheduling application, only the jobs that fall into
the selected category display in the job field. Managers can then schedule all
employees in the selected job category or they can narrow the selection by selecting
a job and schedule employees within the job.
Screen Description One tab exists in Job Master Categories for establishing a Job Master Category.
Field
Description
Name
Enter the name of the job category master
Report
Enable this option if the job category is to be used
to reporting purposes
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Job Category Master
Field
Description
Active
Enable this option if the job category is to be
considered active (as opposed to inactive)
Enterprise
Managed
Enable this option if the job category is subject to
Enterprise Management
POS REFERENCE NUMBERS
On the Job Category overview page, you will see a field labeled POS Reference.
This field is not modifiable. In the past, POS Reference numbers were generated
from the POS Level and added to these categories. When Categories are created
using the myLabor Application, the POS Reference number is automatically
assigned.
Enabling CREATE JOB CATEGORY
1.
2.
3.
4.
Login as Sys Admin
Navigate to myLabor | Employees | Admin | Job Category Master
Click Add from the top menu bar
Enter the name of the Category and enable the options as needed
LINK A JOB CATEGORY TO A JOB DEFINITION
1. Login as Sys Admin
2. Navigate to myLabor | Employees | Admin | Job Definition
3. Search for and select the appropriate employee and click Edit from the top
menu bar
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Labor Category Master
4. On the General Tab, use the Job Category drop-down list to specify the
appropriate values
Note
Job Categories are often assigned at the same time as Labor
Categories. You may use the Labor Category drop-down list
at this time. For more information on Labor Categories,
please see the Labor Category Master section (below).
5. Make any other necessary modifications
6. Save
Labor Category
Master
Labor Categories are used for reporting the number of hours worked and the
associated labor costs. For example, separate categories can be established for
tipped and non-tipped employees to track and analyze the impact of tip credit upon
labor costs. Within the “Tipped” Labor Category, Job Definitions like server,
bartender, food runner, and bus boy might be included. Job Definitions like hostess,
line cook, dishwasher, and food prep might be included in the “Non-Tipped” Labor
Category. Note how for both Tipped and Non-Tipped, the category included
employees from both front of house and back of house.
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Labor Category Master
Labor Category Masters usually tend to be more “generic” than Job Category
Masters in order to encompass as many differ Job Definitions as possible. However,
it is up to the enterprise to determine how Labor Categories should collect
employees.
Screen Description One tab exists in Labor Master Categories for establishing a Labor Master
Category.
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Field
Description
Name
Enter the name of the labor category master
Report
Enable this option if the labor category is to be
used to reporting purposes
Active
Enable this option if the labor category is to be
considered active (as opposed to inactive)
Enterprise
Managed
Enable this option if the labor category is subject
to Enterprise Management
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Labor Category Master
POS REFERENCE NUMBERS
On the Labor Category overview page, you will see a field labeled POS Reference.
This field is not modifiable. In the past, POS Reference numbers were generated
from the POS Level and added to these categories. When Categories are created
using the myLabor Application, the POS Reference number is automatically
assigned.
Enabling CREATE A LABOR CATEGORY
1.
2.
3.
4.
Login as Sys Admin
Navigate to myLabor | Employees | Admin | Labor Category Master
Click Add from the top menu bar
Enter the name of the Category and enable the options as needed
LINK A LABOR CATEGORY
1. Login as Sys Admin
2. Navigate to myLabor | Employees | Admin | Job Definition
3. Search for and select the appropriate employee and click Edit from the top
menu bar
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Labor Category Master
4. On the General Tab, use the Labor Category drop-down list to specify the
appropriate values
Note
Labor Categories are often assigned at the same time as Job
Categories. You may use the Job Category drop-down list at
this time. For more information on Job Categories, please
see the Job Category Master section (above).
5. Make any other necessary modifications
6. Save
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Human Resources Configuration
Description
Human Resources Configuration
Description
Employee Configuration is one of the most powerful tools the myLabor
Application has to offer. In this area of the User Interface (UI), all human resource
information pertaining to employees can be maintained on an enterprise level.
Availability to users is determined by specifying user roles (ex. Sys Admin, Store
Manager, etc.). Human Resources maintains vital data about each employee and
defines individual tax, wage/salary, performance, related skill levels, and
scheduling availability information.
Configuring employees is a standard task performed, typically carried out
whenever a new employee is hired. It may also be used for updating existing
employees. It is important that all possible users of this user interface are properly
trained. It is generally carried out at the store level; however, higher level users
have the ability to access the employees and make modifications as necessary.
Because if its nature, store managers and other users with similar privilege levels
should be able to enter and configure employees as they are hired or terminated, as
well as if changes in any of their personal information were to take place. For
example, an employee who recently marries should not have to contact the System
Administrator for a change in their exemption status. It seems more likely that these
types of changes would be handled within the store.
Human Resource information is used by and affected by settings configured in
other sections of the myLabor application. For example, the pay rate for an
employee’s position, although assigned to the employee in these screens, is
configured elsewhere in myLabor. Likewise, banking institutions, payroll
deductions, employee privileges, etc., are all created and defined elsewhere.
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Human Resources Configuration
Searching for Employees
Searching for
Employees
Employee Records can easily be located by accessing the first employee
configuration screen. This search function offers a number of criteria by which to
search, including employee name (first or last), payroll ID number, home store, etc.
You may also determine how specific the search criteria needs to be (starts with,
equals, contains). You may search by multiple search functions by using the Add
button. The page functionality is dependent on both the Find and Cancel buttons as
well as the top menu bar:.
You will click Add from the top menu bar to enter a new employee’s HR
information, or you will search for an existing employee and click the Edit button
from the top menu bar.
Employee
Configuration
Overview
Employee Configuration forms maintain critical information for each employee.
Setting up an employee is a multi-step process and a good amount of information is
gathered during the configuration. Standard information is entered and used
throughout the myLabor application. There are seven tabs on the myLabor
Employee Configuration screen.
Š
Š
Š
Š
General Information
Contact Information
I9 Information
Š Payroll Information
Š Status
Š Location Configuration
Exemption
General Tab The General Tab is where typical HR information is entered. General human
resource information like name, age, social security number, etc. will be entered in
these fields.
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Employee Configuration Overview
SCREEN DESCRIPTION
The following is the screen description of all the fields on the General Tab:
Field
Description
Prefix
Select an appropriate prefix (ex. Mr., Mrs., etc.) from
the drop-down list (optional)
First Name
Enter the first name of the employee
Middle Name
Enter the middle name of the employee
Last Name
Enter the name of the employee
Check Name
Enter the name of the employee that will appear on all
checks
SSN
Enter the employee’s social security number
DOB
Enter the employee’s date of birth
If DOB qualifies the employee for minor status, the
Work Permit and Age Certificate fields become active
Gender
Specify whether the employee is male or female
Ethnicity
Specify the employee’s ethnicity based on the options
provided in the drop-down list (optional)
Minor
Enable this option if the employee is a minor - this
allows the employee to be searched for by that criteria
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Field
Description
Exclude from EU
Directives
Enable this option of the employee will be excluded
from European Union Directives
Veteran/Disabled
Enable this option if the employee is a veteran and/or
disabled individual
Registered
Disabled Number
Enter the Registered Disabled Number for the
employee (non-US only); this field will only become
active if you have enabled the Veteran/Disabled
option.
Allow Sub
Minimum Wage
Enable this option if the employee will be eligible for
wages less than the minimum wage standard
Payroll ID
Enter the employee’s existing payroll ID in this field.
This field will not be present for all organizations. It is
an option for organizations who already have payroll
IDs established for their employees. If you see this
field, then you must enter the employee’s payroll ID. If
you do not see this field, then the system will autogenerate an employee ID.
Language
Assign the language for this employee in the dropdown list. This assignment dictates the language
format of the Time Clock Application for the
employee
By default, the language value will be set to the default
language of the organization, i.e., for the United States,
France, and Portugal, the default languages will be US
English, French, and Portugese, respectively.
OT Exempt
Enable this option if the employee will be exempt from
overtime work/pay
Is Salaried
Enable this option if the employee is salaried (not
hourly)
Age Certificate
Information
If, when the DOB is entered, it triggers the need for
minor employee information, enter the Age Certificate
information in the corresponding fields
Work Permit
Information
If, when the DOB is entered, it triggers the need for
minor employee information, enter the Age Certificate
information in the corresponding fields.
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Field
Description
User Alpha 1-5
Use these optional fields for any alpha-values for
reporting
User Numeric 1-5
Use these optional fields for any numeric values for
reporting
Contact Information Employee contact information (address, phone number, emergency contact person)
Tab will be entered on the Contact Information Tab.
SCREEN DESCRIPTION
The following is the screen description of all the fields on the Contact Information
Tab:
Field
Description
Address Line 1 - 2
Use these fields to specify the employee’s street
address
City
Enter the name of the city of residence for the
employee
Country
Enter the country of residence for the employee
State
This field is dependent on the Country field.
Depending on what country is specified with either
limit the possible options in a drop-down list or
provide an input box for entering the state/province
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Employee Configuration Overview
Field
Description
County
Enter the county of residence for the employee
Postal Code
Enter the postal code for the employee’s street
address
School District
Specify the school district in which the employee
resides based on the options available from the
drop-down list
In City Limits
Enable this option if the employee’s address falls
within the city limits
Lives on Property
Enable this option if the employee’s address is
where he/she physically resides (i.e., not a post
office box)
Phone Number
Enter the employee’s phone number
Extension
Enter the extension at which the employee can be
reached at the specified phone number
Unlisted
Enable this option if the employee’s phone number
is to be omitted from the Employee Phone List
Report
Fax Number
Enter the fax number for the employee
Other Number
Enter any alternate numbers where the employee
might be reached (cell, pager, etc.)
Email
Enter the employee’s email address
Emergency Contact Information Fields
I9 Information Tab
Emergency Name
Enter the name of the employee’s emergency
contact person
Emergency Address
Enter the address form the employee’s emergency
contact person
Emergency Number
Enter the phone number for the employee’s
emergency contact person
Emergency Contact
Relation
Specify the relationship between the employee and
the emergency contact person (mother, father, etc.)
This tab contains information about an employee’s citizenship or immigration
status, including details about documentation that is required to prove legal status
to work in the United States of America.
Note
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The contents in this tab may or may not apply to
organizations outside the United States of America.
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Acceptable document types are continually updated. MICROS has done its best to
ensure the most recent and up-to-date documentation options are available in the
provided drop-down lists. To ensure your organization is using the most current
information, please refer to the United States Citizenship and Immigration Services
list of acceptable documents which can be found by navigating to www.uscis.gov.
To configure an employee for I9 Information, you will be required to specify the
INS Status (Citizen, Alien, Permanent Resident), as well as enter the expiration
dates for any INS or Alien Admission Numbers. Then, select the document types
the employee has provided to prove work eligibility. You may select None, List A,
or List B and List C. Depending on which option is selected, the input boxes will
become active. Additionally, the options in the Document Type drop-down lists is
dependent on List A, B, C selection.
SCREEN DESCRIPTION
The following is the screen description of all the fields on the I9 Information Tab:
Field
Description
INS Status
Specify the employee’s INS Status (Alien, Citizen,
Permanent Resident)
Expiration Date
If Alien or Permanent Resident is selected as INS
Status, enter the expiration date of their document
Alien Admission
Number
If Alien or Permanent Resident is selected as INS
Status, enter the Alien Admission Number
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Exemptions Tab
Field
Description
Document Type
Specify the document type. For more information on
acceptable document types, please refer to the most
recent list of acceptable employment documents.
List A - C
Enter the necessary information in the provided
fields for all document types provided.
This tab contains information about an employee’s marital status, tax exemptions,
withholding, and other tax data. Fields are available for Federal, State, County, and
City information (if applicable).
SCREEN DESCRIPTION
The following is the screen description of all the fields on the Exemptions Tab:
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Field
Description
Federal
Specify marital status, exemptions, whether the
employee is tax exempt, any additional
withholdings, or if employee is eligible for earned
income credit
State
Specify marital status, exemptions, whether the
employee is tax exempt, or any additional
withholdings
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Field
Description
City
Specify any additional withholdings and whether
the employee is tax exempt (optional)
County
Specify any additional withholdings and whether
the employee is tax exempt (optional)
Payroll Information The Payroll Information Tab gives users the ability to deposit payroll funds directly
Tab to a bank account and assign one-time and recurring payroll deductions to
employee.
Configuring Payroll Banks and Payroll Deductions are typically considered
administrative functions, therefore only adequately privileged users will be able to
access the area required to perform these tasks. Payroll Deductions can be created
by navigating to Payroll Preprocessing | Admin | Payroll Deductions. The setup of
banks and deductions can be examined in greater detail in the Payroll Preprocessing
Administration section of this document.
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Please note, when you click on Add under Payroll Deductions, new fields will
display with default values; these fields are editable. The following is the screen
description of all the fields on the Payroll Information Tab:
Field
Description
Bank Location
Specify the location of the bank.
Employees may have up to 2 banks assigned to
them.
Account Type
Specify the type of account (checking, savings,
etc.)
Account Number
Enter the employee’s account number
Routing Number
Enter the bank’s routing number that corresponds
the employee’s account number
Amount Type
Determine whether a dollar amount or percentage
amount will be directly deposited into the
employee’s account
Amount
Specify what amount will be directly deposited into
the employee’s account (100% or $35.00)
Balance
Specify if any balance will be leftover after the
direct deposit takes effect
Payroll Deductions Fields
Add
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Click this button to add a new recurring deduction
(health insurance, garnished wages, etc.)
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Field
Description
Edit
Select an existing payroll deduction to edit and
click this button
Delete
Select an existing payroll deduction to delete and
click this button
Name
Select a payroll deduction from the drop-down list
Type
Depending on what type of deduction is selected in
the Name drop-down list, this field will display
either Amount or Percentage
Deduction Type
Use the drop-down list to specify deduction type,
either “One Time” or “Recurring”
Amount/Percentage
This field will display the default value for the
payroll deduction selected. You may edit the field.
Effective From/To
Denotes the range by which the deduction will be
effective - Effective From date is a mandatory field
Status Tab The Status Tab contains information on the employee’s current working status, such
as hired, terminated, or leave of absence (LOA) as well as whether or not the
employee is full time or part time. This information determines which employees
appear on which reports.
Please note that if Termination or Leave of Absence is selected as a Hire Status,
then additional fields will display.
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SCREEN DESCRIPTION
The following is the screen description of all the fields on the Status Tab:
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Field
Description
Hire Date
Enter the date the employee was hired or use the
calendar button provided to open an interactive
calendar from which you can select a date
Temporary
Enable this option if the employee is only working on a
temporary basis (ex. seasonal work, summer vacation,
etc.)
Part Time
Enable this option if the employee is part time
Rehire Date
If the employee is rehired, then a rehire date will be
listed here
Hire Status
Specify the employee’s status:
Š Hired
Š Terminated
Š Leave of Absence
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Field
Description
Termination
Fields
If Terminated is selected as the hire status, additional
fields will be displayed; you will need to enter
Termination Date, whether the employee is Eligible for
Rehire, Termination Status (quit, fired, etc.), and a
termination note:
Leave of Absence
Fields
If Leave of Absence is selected as the hire status,
additional fields will be displayed; you will need to
enter Star Date, End Date, Reason (maternity, death in
the family, etc.) and a leave of absence note
Location This tab allows an employee to be configured on a “by location” basis. An
Configuration Tab employee could conceivably be a salaried manager at one location and an hourly
chef at another location. Depending on where the employee is clocked in will
determine what and how he will be paid. On the Location Configuration screen, the
following settings may be configured:
the store(s)/location(s) the employee works
the job(s) the employee works at those store(s)
how much the employee is paid for the job(s)
location-specific POS settings
EMPLOYEE STORES
Š
Š
Š
Š
Employees may be assigned to work at more than one location. Regardless of how
many locations the employee may be permitted to work, the employee must have
one and only one home store.
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EMPLOYEE JOBS
Employees may have more than one job assigned to them. Jobs may include hourly
or salary jobs, depending on the needs of the employee. Jobs may vary from
location to location. For instance, an employee may be a salaried employee at one
location and a bartender at another location. Employees must have one and only
one primary job per location.
EMPLOYEE PAY RATES
Although most job definitions have default pay rates, pay rates may nonetheless be
configured per employee. For example, the default hourly rate for a hostess if
$6.25. However, a hostess with multiple years of employment at the same
establishment may be making $9.25/hr. It is in these fields where an override rate
may be entered.
Rate information must be entered for both hourly and salary employees. The
information required, though is different. For hourly employees, management must
decide if the employee will receive the Default Pay Rate or if an Override Rate will
be applied. For salary employees, one of either hourly, daily, weekly, 4 weeks,
monthly, or annual rate must be entered; the blank fields will automatically update
with rates based on the value entered in any one of the fields.
POS CONFIGURATION
On the POS Configuration Tab, settings regarding the employees location-specific
POS security settings can be established. These settings include Employee Class,
cashier settings, Employee Privileges, etc. For example, an employee who is a
manager at one location and is a line cook at another location will have different
needs. As a manager, the employee may need access to cash drawers, but as a
bartender, the same employee does not need those privileges.
Typically, these settings would be performed at the POS. However, once an
organization migrates to myLabor, these options will no longer be available at the
POS.
There are two different classifications of security settings:
1. Classic
2. Enhanced
At this time, security type is determined by a RES setting. Currently, only Classic
Security is fully supported.
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SCREEN DESCRIPTION
The Location Configuration screen fields change based on the selections made
from within that screen.
The first page on the Location Configuration page looks similar to the following:
Field
Description
Assign Employee to
Another Location
Use this button to display a drop-down list of other
locations where the employee may be assigned to
work
Filter by Location
Shows the location(s) where the employee works
Home Store
A check mark will be displayed next to the
employee’s home store
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The Location Configuration has two sub-tabs:
1. Jobs Rates
2. POS Configuration
JOB RATES TAB
Field
Description
Upper Portion of Job Rates Tab
Add Job Rates
Click this button to add a new job rate to the
employee
Hide Inactive
Click this button to not show any jobs that the
employee is not listed as “active” for
Show All
Click this button to show all jobs, both active and
inactive
Lower Portion of Job Rates Tab
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Update List
Click this button once all configuration on the Job
Rates tab has been completed
Cancel
Click this button to quit your current action; your
updates will not be saved
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Field
Description
Location Name
Use the drop-down list to specify the location for
the job rate the employee has been assigned
Job Code Name
Use the drop-down list to specify the job code name
(server, cashier, dishwasher) for the employee at
that location
Seeing “H” after a job code denotes an hourly job.
Seeing “S” after a job code denotes a salaried job.
Skill Level
Use this drop-down list to assign the employee’s
skill level for the job code being added
Effective From/To
Displays the date range this job code is effective for
the employee at that location
Pay Rate
Shows the pay rate for the job code for that
employee at that location
Primary Job
A check mark in this column will specify if that job
code is the employee’s primary job at that location;
you may not have more than 1 primary job per
location.
Enable this option if the job rate being added is the
employee’s primary job at that location
Inactive
A check mark in this column will denote that the
job code is inactive for the employee at that location
Enable this option if the job rate being added is a
job that the employee will be considered inactive
for.
Exclude from Staff
Requirements
Enable this option if the employee will be excluded
from staff requirements per this job code
Hourly Job Rates Information
Default Pay Rate
Applies
Enable this option if the employee will be subject to
the default pay rate for this hourly job.
Override Pay Rate
If you do not enable Default Pay Rate Applies, you
will be required to enter the Override Pay Rate in
this field
Minimum Regular
Rate
Displays the minimum regular rate for the job code
selected
Maximum Regular
Rate
Displays the maximum regular rate for the job code
selected
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Field
Description
Default Regular
Rate
Displays the default regular rate for the job code
selected
Overtime Level 1-4
Rate
Displays any applicable overtime levels for the job
code selected
Salary Job Rates Information
Although all fields are required, entering a value in any one of the six fields
will cause the other fields to auto-populate.
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Hourly Rate
Enter the employee’s hourly rate
Daily Rate
Enter the employee’s daily rate
Weekly Rate
Enter the employee’s weekly rate
4 Weeks Rate
Enter the employee’s rate for every 4 weeks
Monthly Rate
Enter the employee’s monthly rate
Annual Rate
Enter the employee’s annual rate
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POS CONFIGURATION TAB
You can only set POS Configuration for an employee at a location. You must first
have specified the location(s) where the employee works.
Field
Description
Update List
When configurations are complete, click this
button to update the information
Cancel
If you decide to cancel and quit your current
action, click this button; your edits will not be
saved
Location Name
Specify the location name where the employee’s
POS configuration will be effective (Classic)
PC Application
Password
Enter the PC Application Password the employee
will use (Classic)
Employee Class
Select the employee class (Classic)
Choices for this field are uploaded from
Definitions. There is no place in the portal to
configure these. Enterprises must have installed
mymicros in order for this data to populate.
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Configuring Employees
Configuring
Employees
Field
Description
Back Office Class
Select the back office class (Classic)
Choices for this field are uploaded from
Definitions. There is no place in the portal to
configure these. Enterprises must have installed
mymicros in order for this data to populate.
Employee Privilege
Select the Employee Privilege level at the POS
(Classic)
Cashier
Select whether the employee has cashier
functionality (Classic)
Cash Drawer
Select the cash drawer where the employee will
have accessibility (“None” is the default, which
specified no cash drawer) (Classic)
LDS ID
Enter the liquor dispensing ID number (if
applicable) (Classic)
User ID
Enter the user ID (Enhanced)
Password
Enter the password the employee will be using to
access the POS (Enhanced)
Confirm Password
Confirm the password the employee will be using
to access the POS (Enhanced)
User Account
Disabled
Enable this option if the user’s account will be
disabled (Enhanced)
HTML
Displays any HTML page that is associated with
the user’s login to the POS (Enhanced)
Magnetic Card
Number
Swipe the card with the magnetic number to be
assigned to this employee through the mag card
reader. The number encoded on the back of the
card will now be associated to the employee.
User Alpha 6-8
Use these fields to specify any additional alpha
values (Enhanced)
User Numeric 6-8
Use these fields to specify any additional numeric
values (Enhanced)
The following steps are some common tasks when configuring employees. Some
typical tasks include:
Š Entering a New Employee
Š Configuring a Transferred Employee
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Š Updating an Employee’s Hire Status
Š Updating an Employee’s Job Codes and Pay Rates
ENTER A NEW EMPLOYEE
This procedure will most likely be the most often performed function throughout
the myLabor Employee Configuration screens. Please note that not all steps are
required in order to successfully enter an employee into the myLabor Application.
1. Navigate to myLabor | Human Resources | Add
2. Select a Home Store from the home store drop-down list
3. On the General Tab, enter:
Š Employee Name (first, last, and check name)
Š SSN
Š DOB
Š Gender
Š Payroll ID (if applicable)
Š All other fields are optional
4. On the Contact Information Tab, all fields are options, however MICROS
recommends entering as much information as known.
5. On the I9 Information Tab:
a. Select INS Status: Alien, Citizen, or Permanent Resident
b. Enter Expiration Date and Alien Admission Number (if applicable)
c. Select a Document Type
d. Use List A or List B and List C boxes to identify the Document Types,
Document ID Numbers, and Expiration Dates.
6. On the Exemptions Tab, specify Federal, State, City, and/or County
Exemptions
7. On the Payroll Information Tab, enter banking information for the employee,
including account number, account type, amount to be deposited, etc.
8. On the Status Tab:
a. Enter the hire date
b. Specify temporary/part time
c. Ensure Hire Status is set to Hired
9. On the Location Configuration Tab:
a. On the Job Rates Tab, click Add Job Rate
b. Specify the Location Name, Job Code Name, Effectivity From date
c. Fill out the remaining fields based on the hourly/salary job code selection
d. Click Update List
e. Select the POS Configuration Tab
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f. Select the Location Name - note the Location Name field will automatically
update
g. Configure the remaining fields on the POS Configuration Tab, including the
Employe Security information fields
10. Click Save from the top menu bar
ENTER A TRANSFERRED/BORROWED EMPLOYEE
Since transferred or borrowed employees should already be in the system, you will
only need to update their store location information. If, when you search for the
employee and are unsuccessful, you will need to follow the same steps as outlined
in the Enter a New Employee step.
1. Navigate to myLabor | Human Resources | Employees
2. Search for the appropriate employee and select Edit from the top menu bar
3. Select the Location Configuration Tab
a. Click the Assign Employee to Another Store button - a drop-down list will
appear from which an alternate location may be selected
b. Select the new/updated store from the Select Store drop-down
3. Select the Job Rates Sub-Tab:
a. Click Add Job Rate
b. Use the drop-down list to select the new location from the Location Name
field
c. Fill out the remaining fields based on the hourly/salary job code selection
d. Click Update List
4. Select the POS Configuration Sub-Tab
a. Select the Location Name - note the Location Name field will automatically
update
b. Configure the remaining fields on the POS Configuration Tab, including the
Employe Security information fields
c. Click Update List
5. Click Save from the top menu bar
UPDATE AN EMPLOYEE’S HIRE STATUS
There are three hire status classifications that an employee may be classified as:
1. Hired
2. Terminated
3. Leave of Absence
When an employee is initially hired, the status will equal Hired. However,
throughout the course of employment, employee status may change. The following
procedures detail how to modify employee status.
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Terminated Employee
1. Navigate to myLabor | Human Resources | Employee
2. Search for the appropriate employee and select Edit from the top menu bar
3. On the Status Tab, set Hire Status to Terminated - the Termination box will
become active
4. In the Termination Box:
a. Enter the termination date
b. Select a Termination Reason (optional) from the drop-down lists provided
c. Define whether the employee is eligible for rehire - employee’s set to No
may be rehired with a system administrator override.
d. Select a termination status
e. Add a termination note (optional)
5. Click Save from the top menu bar
Leave of Absence (LOA) Employee
1. Navigate to myLabor | Human Resources | Employee
2. Search for the appropriate employee and select Edit from the top menu bar
3. On the Status Tab, set Hire Status to Leave of Absence - the Leave of Absence
box will become active
4. In the Leave of Absence Box:
a. Enter the LOA start/end dates
Note
Leave of Absence reasons have pre-specified periods of time
allotted to them. For instance, if bereavement is 5 days, and
the start and end dates are beyond the range (6 days), the
LOA will not be accepted.
b. Select a leave reason
c. Add a LOA note (optional)
5. Click Save from the top menu bar
Rehire a Terminated Employee
Only employees whose status has been set to Eligible for Rehire = Yes will be able
to be rehired, unless authorized approval is given. At this time, a System
Administrator is required to enter the application and decide to permit and
ineligible employee for reinstatement.
1. Navigate to myLabor | Human Resources | Employee
2. Search for the appropriate employee and select Edit from the top menu bar
3. Click Rehire from the top menu bar
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4. Update any information necessary on the various Employee Configuration
pages
5. Click Save from the top menu bar
UPDATE EMPLOYEE JOB CODES AND PAY RATES
Employees may have multiple jobs and job codes. The longer an employee works
for an organization, the more apt he or she is likely to need more than one job code.
The following details how a manager might perform this update:
1.
2.
3.
4.
Navigate to myLabor | Human Resources | Employee
Search for the appropriate employee and select Edit from the top menu bar
Select the Location Configuration Tab
Select the Job Rates Sub-Tab:
a. Click Add Job Rate
b. Use the drop-down list to select the new location from the Location Name
field
c. Fill out the remaining fields based on the hourly/salary job code selection
d. Click Update List
5. Select the POS Configuration Sub-Tab
a. Select the Location Name - note the Location Name field will automatically
update
b. Configure the remaining fields on the POS Configuration Tab, including the
Employe Security information fields
c. Click Update List
6. Click Save from the top menu bar
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Human Resources Interface
Description
Human Resources Interface
Description
The Human Resources (HR) Interface is where employee information can be
entered in to a template an uploaded into the Data Warehouse of the myLabor
Application. The HR Import allows you to take all your employee data, enter it into
an easy-to-use Excel spreadsheet, and convert it all into the myLabor eBusiness
Product. This significantly reduces the amount of time it would take to review
multiple employee HR information and manually enter each and every employee
into the myLabor UI.
Typically, this is a one-time only procedure; however, it can be repeated if need be.
MICROS suggests uploading all employee data in one action, but, if an
organization decides to enter employee data one location at a time, the import
process would remain the same.
Note
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Depending on User Rights and Privileges the topics in this
section may be unavailable to you. If you have questions,
please see your System Administrator for more information
on these topics.
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Human Resources Interface
Description
The HR Import process gives you the opportunity to download a simple
spreadsheet, enter the data at your leisure, and upload it when you are ready. You
can easily store a “work-in-progress” spreadsheet on your own PC and, when
complete, transfer all the data into myLabor.
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Human Resources Interface
Screen Description
Screen
Description
The HR Import screen is simple to use. Instructions pertaining to how to download
the template exist within the screen itself:
You will need to specify the path to where you want the template to be downloaded.
You may use the browse button to open an Windows Explorer to locate an
appropriate folder on your hard drive.
There are multiple pages within the Excel spreadsheet that are available when you
download the template. The information found on the spreadsheet mirrors the
information you would enter in to the HR Configuration screens. After the
information is entered into the spreadsheet and uploaded in to myLabor, the data
entered will populate the HR Configuration screens on a per employee basis.
Note
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For more information on the definition of the fields
mentioned below, please refer to the myLabor Human
Resources Configuration section of this document.
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Human Resources Interface
Screen Description
Screen Description OPTIONS PAGE
This page briefly describes the details of the other pages in the spreadsheet. It
specifies that currently, you will be accumulating employee data for an initial
upload. There are two Execution Modes:
1. Mode 1 - for inserting employees and configuring POS and job rates
information
2. Mode 2 - for updating employees
EMPLOYEES PAGE
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Screen Description
On this page you will be required to enter the following information:
Š
Š
Š
Š
Š
Š
Š
Š
Š
Payroll ID/Data
Home Store
SSN
Last Name
First Name
Gender
Date of Birth
Hire Date
Ethnicity
Middle Name is an optional field.
Note
This type of information may be derived from existing HR
materials.Further instructions exist within the page of the
spreadsheet.
JOB RATES PAGE
On this page you will be required to enter the following information:
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Screen Description
Š
Š
Š
Š
Š
Š
Payroll ID/Data
Location
Job
Regular Rate
Effective From Date
Primary Job
Effective To Date is an optional field.
Note
Some fields only require a 0 (zero) or a 1 (one) to be valid.
Further instructions exist within the page of the spreadsheet.
POS CFG PAGE
On this page, you will be required to enter the following information:
Š
Š
Š
Š
Š
Š
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Payroll ID/Data
Location
Employee Class
Employee Back Office Class
Cashier
Cash Drawer
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The POS Password and PC Application Password are optional fields.
Note
Much of this information may be derived from settings
defined in the POS.Further instructions exist within the page
of the spreadsheet.
Download/Upload the 1. Navigate to myLabor | HR Interface
Employee Enterprise 2. Save the Excel Spread Sheet to your hard drive (be sure to change the file
Template
extension to .xls)
3. Enter all appropriate Enterprise Employee Information and save the spread
sheet
4. Navigate to myLabor | HR Interface (if not already there)
5. Click Browse
6. Search for the appropriate Excel spread sheet
7. Click Import
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Payroll Preprocessing Administration
Description
Payroll Preprocessing Administration
Description
In the Payroll Preprocessing Administration module, the rules that govern time
cards and payroll for employees are configured. From break laws, pay rules, and
payroll deductions, this module is where all the payroll configurations occur.
These settings are considered “one-time” configurations and are usuallyestablished
by the System Administrator. However, as the rules that govern payroll and time
card distribution change, the System Administrator reserves the right to modify and
tweak existing rules as needed. It is generally recommended that these
configurations be the responsibility of an experienced user(s).
Note
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Depending on User Rights and Privileges, the topics in this
section may be unavailable to you. If you have questions, please
see your System Administrator for more information on these
topics.
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Payroll Preprocessing Administration
Features
Features
Payroll Pre-processing Administration includes a number of tasks that should be
configured in order to experience the extensive reach of the myLabor Product:
Š Organization Configuration
Š Employee Privilege
Š Labor Pay Rules
Š Labor Pay Overtime Rules
Š Premium Pay
Š Location Assignment
Š Location Configuration
Š Premuim Pay Rule Location
Š Pay Period Calendars
Š Break Rule Administration
Š Break Rule Location
Š Work Rules
Š Payroll Deductions
Š Payroll Deduction Assignment
Assignment
Administration
Assignment
The following sections detail these features.
Organization
Configuration
In the Organization Configuration module of Payroll Administration, you can
determine whether or not some optional fields will display on the Employee Add/
Edit Time Card screens. You can also determine what labels will be displayed on
certain reports by specifying new information in the Overtime Hour Levels 1-4 and
Overtime Pay Levels 1-4.
Note
If you have enterprise labor, then you must have something in
the Overtime Pay & Hours Labels 1-4. By default these fields
are filled. You may modify them, but you may not leave them
blank.
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Organization Configuration
It may be necessary to have some of these fields available for table service
restaurants, whereas some quick service restaurants. For instance, a QSR will does
not typically need tip prompts.
Screen Description The Organization Configuration screen is composed of a number of options and
text fields for the entering Overtime Hour Labels 1-4 and Overtime Pay Labels 1-4.
The text entered into these fields will be displayed on the Employee Time Card
Add/Edit screen:
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Field
Description
Hide Cash Sales
Prompt
Disable this option if you wish to be able to specify
cash sales in the Employee Time Card Add/Edit
screens
Hide Charge Sales
Prompt
Disable this option if you wish to be able to specify
charge sales in the Employee Time Card Add/Edit
screens
Hide Commission
Total Prompt
Disable this option if you wish to be able to specify
commission totals in the Employee Time Card Add/
Edit screens
Hide Service Charge
Pay Prompt
Disable this option if you wish to be able to specify
charge tips in the Employee Time Card Add/Edit
screens
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Labor Pay Rules
Field
Description
Hide Charge Tips
Prompt
Disable this option if you wish to be able to specify
service charges pay in the Employee Time Card
Add/Edit screens
Hide Indirect Tips
Prompt
Disable this option if you wish to be able to specify
cash tips in the Employee Time Card Add/Edit
screens
Hide Cash Tips
Prompt
Disable this option if you wish to be able to specify
indirect tips in the Employee Time Card Add/Edit
screens
Enabling CONFIGURE THE ORGANIZATION FOR PAYROLL
1. Navigate to myLabor | Payroll | Admin | Organization Configuration
2. Enable/Disable any of the fields
3. Enter appropriate information in the Overtime Hour Levels 1-4 and Overtime
Pay Levels 1-4 fields
Note
If you update these fields, you must log out and log back in to
see the changes on the Time Card Add/Edit screen.
4. Save
Labor Pay Rules
Labor Pay Rules define the circumstances under which an employee is paid. For
example, not all locations might be required to pay the same amount in hourly
wages. For example, California law dictates that wait staff must receive the state
minimum wage of $6.75/hour and that their wages may not be offset by any tip
credit. However, in other states, where employers are able to take a tip offset into
consideration, minimum wage can be anywhere between the $2.00 - $4.00 range.
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Labor Pay Rules
Because of situations like these, myLabor has provided the ability to create Labor
Pay Rules that can be assigned on a location-by-location basis. Certainly,
organizations may find that creating one labor law works for them and therefore
they can assign it to all locations.
Weighted Average For some states, specifically California and New Jersey, overtime must be
Overtime calculated differently than the standard “after ‘x’ hours per day/week/pay period,
the employee receives some amount over their standard pay rate”. Some states
require a Weighted Average Rate (WAR) calculation. Basically, overtime pay is
determined by average pay rates when employees have more than one pay rate. For
individuals with only one pay rate, the need to calculate the average is irrelevant the average will always be whatever the standard pay rate is designated to be.
The best way to explain this is by offering an example. Let’s say that Chris worked
10 hours as a bartender and 32 hours as a Cook for a total of 42 hours in a week.
The overtime wage multiplier is 1.5 times his pay rate. His regular rate of pay for
both positions is:
Š Bartender = $10/hr
Š Cook = $12/hr
At this rate, Chris will receive $100.00 for his bartending shifts ($10/hr x 10 hours
= $100) and $386.00 for his kitchen shifts ($12/hr x 32 hours = $386). Therefore,
for the entire week, Chris grossed $486.00. But since he has worked overtime by
two hours, the system will need to calculate exactly how much more to give him in
order to ensure he is fully compensated for his hard work. To calculate the WAR,
we should divide the total pay by the total number of hours worked:
Total Pay / Total Hours = WAR
$486.00 / 42 = $11.57
This give us an average hourly pay rate is $11.57. To determine the overtime
calculation, we should plug in $11.57 into our formula:
[WAR x (wage multiplier - 1)] = overtime calculation
[11.57] x (1.5 - 1)] = $5.79
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Since the employee worked 42 hours with 2 hours of OT, you will then multiply the
overtime calculation by 2:
5.79hr x 2 hrs = 11.58
He should receive an additional $11.58. Therefore, the following should be true:
$486.00 Reg Pay + $11.58 OT Pay = $497.58 Total Pay.
Luckily for users of myLabor, this calculation can be configured to automatically
run so that mulling through these equations is avoided and more time can be spent
on customer service and guest satisfaction.
Weighted Average Many employees who are tipped are subject to a tip credit. Briefly, a tip credit is a
Overtime for Tipped monetary or percentage amount (established by US Federal or state government)
Employees that may be deducted from the minimum wage. This is because many tipped
employees primarily make their income on tips. However, when tipped employees
work more than one job at more than one pay rate, and the organization uses
weighted overtime averages to determine overtime rates, the organization must use
the minimum wage before any applicable tip credits.
For example, Beth works as a server and a bartender. Her server hourly wage is
$2.38 per hour and her bartender wage is $11.00 per hour. The state minimum wage
is $5.15 and at her job, anything more than 40 hours per week is considered
overtime. She works as a server during the week, and as a bartender every Sunday
afternoon (the last day of the week). If Beth works 35 hours as a server and 5 hours
as a bartender, then (1) she is not eligible for overtime and (2) her weekly pay can
be determined as follows:
(hourly rate 1 x hrs worked) + (hourly rate 2 x hrs worked) =
total pay
($2.38 x 35 hrs) + ($11.00 x 5 hrs) = (83.30) + (55) = 138.30
However, if Beth works 38 hours serving and 7 hours behind the bar, she has
accumulated 5 overtime hours. Therefore, if the organization uses weighted
average rates to determine overtime wages, Beth’s pay can be calculated as follows:
Regular Pay + Overtime Pay = Total Pay.
Regular Pay
(hourly rate 1 x hrs worked) + (hourly rate 2 x hrs worked) =
regular pay
($2.38 x 38 hrs) + ($11.00 x 7 hrs) = (90.44 + 77.00) = 167.44
Overtime Rate
[(minimum wage x hrs worked) + (hourly rate 2 x hrs worked)] / Total Hours =
Weighted Average Overtime
Since $2.38 is lower than the minimum wage, $5.15 will be substituted.
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[($5.15 x 38 hrs) + ($11.00 x 7 hrs) = (195.70 + 77.00)] / 45
= $6.06
After the weighted average overtime is calculated, it is that value (in our example,
$6.06), which is applied to the overtime hours to determine a fair overtime wage.
(# of OT hrs worked) x (weighted average overtime) = OT pay
(5 hrs) x ($6.06) = 30.30
Therefore, to determine Beth’s entire weekly pay:
Regular Pay + Overtime Pay = Total Pay
167.44 + 30.30 = 197.74
Screen Description When attempting to add or edit an existing Labor Pay Rule, a System Administrator
will find a screen with 2 tabs, the Main tab and the Overtime Rules tab.
MAIN TAB
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Field
Description
Name
Enter the name of the Labor Pay Rule
Exclude Daily from
Weekly Overtime
Enable this option if this Labor Pay Rule will be
excluded from weekly overtime rules
Enable Weighted
Average
Enable this option if the Labor Pay Rule will be
omitted from weighted averages
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Field
Description
Require Salaried
Employees to Clock In
Enable this option if salaried employees will
need to clock in and their hours worked will be
tracked
Include Salaried
Employees in Labor
Costs
Enable this option if salaried employees work
hours and pay will be included when calculating
labor costs
Number of Hours is
Salaried Week
Enter the number of hours a salaried employee
will be required to work, at a minimum.
Minimum Interval
Between Clock-Out and
Clock-In
Specify the number of hours/minutes from the
drop-down list an employee must wait between
clocking out and clocking back in
Ex: If an organization has a 6 hour minimum
between shifts and an employee clocks out at
2:00AM, the employee may not clock back in for
another shift until after 8:00AM.
If an employee attempts to clock in before the
minimum number of hours has passed, manager
authorization will be required to complete the
clock in.
Allocate to Clock-in
Labor Date
Enable this option if overtime will be applied to
the date the employee clocked in.
For instance, as in our example above, an
employee works from 5:00 PM until 2:03 AM; if
this option is enabled, all labor hours will be
allocated to the Tuesday Shift.
“End OT Accumulated At The End Of Labor
Week” will be enabled by default. You may
disable this selection if desired
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Field
Description
Allocate to Clock-in
Actual Date
Enable this option if overtime will be calculated
based on the actual date the employee worked.
For instance, as our example above, an employee
works from 5:00 PM until 2:03 AM; if this
option is enabled, the the 5:00 PM until 1:00 AM
shift will be allocated to Tuesday’s shift and the
1:00 AM to 2:03 AM portion of the shift will be
allocated to Wednesday’s shift.
Both the “End OT Accumulated At The End Of
Labor Day” and the “End OT Accumulated At
The End Of Labor Week” options will be
enabled by default. You will not be able to
deselect them
End OT Accumulated at
the End of Labor Day
This option signifies that overtime is calculated
on a daily basis
End OT Accumulated at
the End of Labor Week
This option signifies that overtime is calculated
on a weekly basis
Effective From/To
Specify the dates of effectivity of this labor pay
rule
OVERTIME RULES TAB
Use this screen to select which Overtime Rules will be associated and applied
toward the active Labor Pay Rules. Overtime Rules are configured at myLabor |
Payroll | Admin | Labor Pay Overtime Rules.
Enabling CREATE A LABOR PAY RULE & ASSIGN AN OVERTIME RULE
1. Navigate to myLabor | Payroll Preprocessing | Admin| Labor Pay Rules | Add
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Labor Pay Rules
2. On the Main Tab, enter/modify all the fields according to the information
provided in the table
3. On the Overtime Rules Tab, select the Overtime Rule(s) that will be in effect
for the Labor Pay Rule
4. Click Save
CONFIGURE AN LABOR PAY OVERTIME RULE
The following procedure discussed in greater detail in the Labor Pay Overtime
Rules section of this document.
1.
2.
3.
4.
Navigate to myLabor | Payroll | Admin | Labor Pay Overtime Rules | Add
Enter Name, Overtime Rate, and Overtime Multiplier
Modify any other fields as necessary
Click Save
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Labor Pay Overtime Rules
Labor Pay
Overtime Rules
Labor Pay Overtime Rules define how an employee will be paid after they have
exceeded the number of normal work hours/consecutive days, etc. and have crossed
the threshold into overtime pay. Overtime pay is generally mandated by either state
or federal law and can be configured a number of different ways. It is up to the
organization to determine how they will adhere to regulations and configure the
Labor Pay Overtime Rules appropriately.
One Labor Pay Overtime Rules are configured, they may be assigned to specific
Child Labor Laws and in the Employee Administration module.
Consecutive Days Enterprises may require individuals to work a certain number of hours per week
Overtime and a certain number of consecutive days within that week before being eligible for
overtime pay.
For example, an organization may state that the overtime rule requires and
individual to work 40 hours per week and 3 consecutive days. Therefore, if an
employee works 15 hours between shifts on Monday and Tuesday, skips
Wednesday, but then accumulates 30 hours amongst his Friday, Saturday, and
Sunday shifts, he qualifies for overtime because [a] he has worked over 40 hours
(15 + 30 = 45) and [b] he has worked at least 3 consecutive days in a row (Friday,
Saturday, and Sunday).
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Labor Pay Overtime Rules
Another method of configuration is as follows: an enterprise specifies that
employee overtime is only eligible after 3 consecutive days per week are worked
and must work at least 20 hours per week. So, an employee works Monday,
Tuesday, and Wednesday, but only accumulates 10 hours (slow week). He has off
on Thursday, and works 12 hours on Friday. According to the setup, he is eligible
for 2 hours of overtime, starting the end of his shift on Friday, because he [a]
worked 3 consecutive days (Mon, Tues, Wed) and [b] has accumulated more than
20 hours (10 + 12 = 22). Therefore, the 2 hours he has worked above the 20-hour
threshold are his eligible overtime hours.
Note
Remember! Labor Pay Overtime Rules must be linked to
Labor Pay Rules and Labor Pay Rules must be assigned to
locations
Screen Description You will be able to see all existing Labor Pay Overtime Rules, as well as their
specifications on the first page.
On the Add/Edit pages, you will be able to create new Labor Pay Overtime Rules
and/or make modifications to existing Labor Pay Overtime Rules.
Field
Description
Name
Enter the name of the Labor Pay Overtime Rule
Overtime Rate
Use this drop-down list to specify the rate by which
overtime will be calculated
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Labor Pay Overtime Rules
Field
Description
Overtime Multiplier
Enter the amount by which the starting hourly wage
will be multiplied by in order to calculate the
overtime wage
Number of Hours
Before Overtime
Enter the number of hours the employee must work in
order to be eligible for overtime pay
Number of Days In
Week Before
Overtime
Enter the number of days in one week an employee
must work in order to be eligible for overtime pay
Number of
Consecutive Days
Before Overtime
Enter the number of consecutive days in one week an
employee must work in order to be eligible for
overtime pay
Hours in a Day
before Consecutive
Overtime
Enter the number of hours and employee must work
in a day before employee is eligible for overtime pay
Sun - Sat Hours
Before Overtime
Enter the number of hours an employee must work
each day (Sun, Mon, Tues, etc.) before overtime
kicks in for that day. Ex. Monday - Thursday: after 8
hours clocked in, employee is eligible for overtime
pay; Saturday and Sunday: after 10 hours clocked in,
employee is eligible for overtime pay
Minor Rule
Displays/Specify whether or not the Labor Pay
Overtime Rule applies to minor employees
Enabling CREATE A LABOR PAY OVERTIME RULE
1.
2.
3.
4.
Navigate to myLabor | Payroll | Admin | Labor Pay Overtime Rules
Click Add or select an existing Overtime Rule and click Edit
Modify the fields according to the information provided above
Save
LINK A LABOR PAY OVERTIME RULE TO A LABOR PAY RULE
The following procedure is discussed in greater detail in the Labor Pay Rules
section of this document.
1. After the Labor Pay Overtime Rule has been set up, navigate to myLabor |
Payroll | Admin | Labor Pay Rule
2. Create a new or select an existing Labor Pay Rule
3. On the Overtime Rules Tab, select the Labor Pay Overtime Rule that will apply
toward the Labor Pay Rule
4. Save
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Premium Pay
Premium Pay
Premium Pay Types
Premium Pay is additional pay that is administered at a higher rate. Premium Pay
can be considered many things, from overnight work to holiday pay. For example,
an employee who agrees to work Easter Sunday or Thanksgiving Day may earn pay
at a rate that is higher than his or her normal pay rate.
Premium Pay Types are used to define the format by which pay will be issued.
There are three classifications of Premium Pay:
1. Amount
2. Hourly
3. Split Shift
AMOUNT
An Amount is a flat hourly rate amount or percentage of minimum wage, primary
job, highest clocked in rate, or current clocked in rate may be awarded to the
employee. If you select this type, MICROS recommends entering a Start and End
Time. Also, you will need to specify the method by which hourly rates are
increased. You may select a flat amount or a percentage increase.
For example, an employee who is working on December 25 may receive an extra
$50 in compensation for Holiday Work. This would be a Flat Amount.
If you select Flat Amount, you will need to enter the amount by which to pay the
employee. If you select Percentage, you will first need to identify the percentage of
increase/decrease and then specify the basis of the increase/decrease, i.e., what
existing rate is being increased/decreased by the percentage.
HOURS
Selecting the Hours type denotes that employees will be paid for the hours they
worked and at a flat hourly rate amount or percentage of an existing wage. If you
select this option, you will be required to specify how many additional hours will
be paid at a premium rate. Additionally, you will be required to define how the
premium pay will be administered - a flat amount or a percentage of an existing pay
rate.
SPLIT SHIFT
State law may require that an employee be paid for an extra hour of work if the
employee is scheduled to work two shifts in a day that are more than 1 hour apart.
This extra hour is paid to the employee, but may not be included in overtime hours.
If you select Split Shift, MICROS recommends entering the minimum and
maximum number of hours between shifts that must pass before premium pay is
eligible. For example, some states may have laws that dictate that if an employee is
schedule to work a split shift, and the shifts are more than one hour apart, the
employee must be compensated for that hour.
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Premium Pay
In the same fashion as both the Amount and Hourly Premium Pay Types, you will
be asked to specify how the premium pay will be administered - flat amount or
percentage of existing pay rate.
Screen Description The Premium Pay configuration screens are made up of two separate tabs:
Š General Tab
Š Type Tab
GENERAL TAB
Configure the parameters by which the Premium Pay will be administered:
Field
Description
Name
Enter the name for the Premium Pay (ex.
Holiday, Overnight, etc.)
Description
Enter a brief description for the Premium Pay
Include in Labor Costs
Enable this option if Premium Pay will be
included when calculating labor costs
Include Minor
Select this option for the premium pay to be
available for minors
Effective Days
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Premium Pay
Field
Description
Days of Week
Select this option if Premium Pay is only
available on certain days.
Enable the eligible days of the week (All,
Sunday, Monday, etc.)
Calendar Day
Select this option if Premium Pay if only
available on a certain day of the year (ex. July 4,
December 25, etc.)
You will be required so specify both the month
and day.
Calendar Day Range
Select this option if Premium Pay is only
available for a certain calendar range. (ex.
Thanksgiving Weekend)
Š From Time - Select the start “time” for
Calendar Day Range by specifying month
and day.
Š To Time - Select the end “time” for Calendar
Day Range by specifying month and day.
Effective From/To
Enter any effectivity dates which would affect
these Premium Pay dates and/or ranges.
Effective From is required.
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Premium Pay
TYPE TAB
Define the Premium Pay Type:
Field
Description
Premium Pay Type
Select the Premium Pay Type.
Options include Amount, Hours, or Split
Shift. Type selected determines hidden fields
on screen.
Start/End Time
Specify the start and end times for the
Premium Pay Types.
Depending on what Premium Pay Type is selected, additional fields will appear
below the Start/End Times.
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Premium Pay
If Amount is selected, then the following will display below Start/End Times:
Field
Description
Increase by Hourly
Rate
Specify how the hourly rate will be increased.
Š Flat Rate - enter the hourly rate of the premium
pay. For example, if default wage is $8/hr, then
the premium pay would be something like $10/
hr; 10 would be entered in this field
Š Percentage of Rate - enter a percentage of an
existing wage. For example, premium pay rate is
based on the default wage, then the premium pay
rate would be something like
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Premium Pay
If Hours is selected, then the following will display below Start/End Times:
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Field
Description
Additional Hours
Enter the number of additional hours that will
be paid to an employee if the premium pay
conditions are met
Include additional hours
in overtime calculations
Enable this option to include any additional
premium pay hours in the overtime
calculations
Pay Rate for Additional
Hours
Specify the amount for an employee’s hourly
rate to be increased for the premium pay.
Options Include: Flat Amount (required
additional configuration), Minimum Wage
Rate, Primary Job Rate, Highest Clocked In
Rate, and Current Clocked In Rate
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Premium Pay
If Split Shift is selected, then hidden fields will appear both above and below Start/
End Times. The fields that appear below the Start/End Times area are the same
fields that appear when Hours is selected as the Premium Pay Type.
Field
Description
Minimum Hours
Between Shifts
Enter the minimum number of hours between
each shift
Maximum Hours
Between Shifts
Enter the maximum number of hours between
each shift
Additional Hours
Enter the number of additional hours that will
be paid to an employee if the premium pay
conditions are met
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Premium Pay
Field
Description
Include additional
hours in overtime
calculations
Enable this option to include any additional
premium pay hours in the overtime
calculations
Pay Rate for Additional
Hours
Specify the amount for an employee’s hourly
rate to be increased for the premium pay.
Options Include: Flat Amount (required
additional configuration), Minimum Wage
Rate, Primary Job Rate, Highest Clocked In
Rate, and Current Clocked In Rate
Enabling DEFINE PREMIUM PAY
1. Navigate to myLabor | Payroll Preprocessing | Premium Pay Rule
2. Select Add from the top menu bar
3. On the General Tab, provide a name for the Premium Pay Rule and define
Effective Days
4. On the Type Tab, select a Premium Pay Type (Amount, Hourly, or Split Shift)
5. Enter the Start/End Times and the fields required based on the Premium Pay
Type selecting in Step 4.
6. Save
ASSIGN TO LOCATIONS
For more information on assigning Premium Pay Rules to locations, please refer to
“Premium Pay Rule Location Assignment” on page 135.
1. Navigate to Payroll Preprocessing | Admin | Premium Pay Rule Location
Assignment
2. Select the location(s) to have the Premium Pay Rule assigned
3. Select the Job Code Name from the drop-down list
4. Select a Premium Pay Rule from the drop-down list
5. Enter any effectivity dates (Effective From is required)
6. Save
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Pay Period Calendars
Pay Period
Calendars
Pay Period Calendars allow the user to specify the pay period cycles, or when pay
periods begin and end. Pay Periods may vary, depending on organization, from
weekly, bi-weekly, monthly, etc., and can be configured to operate on a weekly (biweekly, monthly, etc.) format for a determined period of time. Pay Periods may also
be assigned to an enterprise as a whole, or on a location-by-location basis. Some
locations of an organization may fall under different regulations, and therefore may
be required to offer pay periods that differ from the enterprise standard.
Screen Description Configuring a Pay Period Calendar is rather simple. All fields are easy to
understand and provide a simple approach to establishing a pay period.
Field
Description
Name
Enter/Displays the name of the Pay Period Calendar
Start Date
Enter/Displays the start date of the pay period cycle
End date
Enter/Specify the end date of the pay period cycle
Frequency
Use the drop-down list to specify the frequency at
which payroll periods will execute (weekly, bi-weekly,
etc.)
Enabling CREATE A PAY PERIOD CALENDAR
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Break Rules Administration
1.
2.
3.
4.
Break Rules
Administration
Navigate to myLabor | Payroll | Admin | Pay Period Calendars
Click Add
Enter a Name, Start and End Dates, and Frequency
Save
Managers can schedule break categories, like lunch or a coffee break. Breaks are
defined and configured within the Payroll Administration module and can be any
duration of time (ex. 15 minutes, 30 minutes, etc.) and can be paid or unpaid,
depending on what suits your organization’s.
Breaks Rules can be assigned to any location. For example, if a coffee bar location
is only open from 5:30 AM until 11:00 AM, then creating a lunch break would be
pointless. However, if that same organization also has a location that opens at 5:30
AM and doesn’t close until 6:00 PM, then a lunch break might be necessary for
their employees.
Break Rules may also be automatically or manually entered into the Scheduling
Application. Users may assign a Break Rule to be available for Manual Scheduling,
so that when the scheduling manager sits down to create the following week’s
schedule, this Break Rule is available to him to enter into employee’s shifts as
necessary. If the Break Rule is to be assigned automatically, then when the
scheduling manager generates the automatic schedule, the Break Rules will be
applied accordingly.
By law, employers are required to ensure that employees are given breaks at
specified times during their shift. If these breaks are not taken, or are taken but not
within the time that has been defined by law, a serious fine can be levied against the
employer. Use of this function can help control this situation.
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Break Rules Administration
Screen Description You will be able to see all existing Break Rules as well as their specifications on the
first page of the Break Rule Administration page. you will be able to create new
Break Rules and/or make modifications to existing Break Rules on the Add/Edit
pages.
Field
Description
Name
The name of the Break Rule
Break Duration
Enter the amount of time in minutes for the break
Paid Break
Enable this option if the break will be paid; leaving it
unchecked denotes unpaid break
Minor
Enable this option if the break rule applies to minor
employees
Grace In
Enter/Displays the number of minutes before and
after the break start the employee may clock in for
the break
Grace Out
Enter/Displays the number of minutes before and
after the break end time the employee may clock out
of the break
Auto-Schedule
Breaks
Enable this option if the break rule will be eligible
for auto-scheduling within the Scheduling
Application
Available for
Manual Schedule
Enable this option if the break rule will be eligible
for manual scheduling in the Scheduling Application
MICROS recommends always enabling this option.
Minimum Duration
before Break
This is the minimum amount of time in minutes the
employee must work before eligible for a break
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Break Rules Location Assignment
Field
Description
Maximum Duration
before Break
This is the maximum amount of time in minutes the
employee can work before a break is needed
Duration before
Repeatable Pattern
For breaks that are repeated throughout the day, you
may set a period of time that must be fulfilled before
the repeated break will/can be scheduled again.
Enabling CREATE A BREAK RULE
1.
2.
3.
4.
Break Rules
Location
Assignment
Navigate to myLabor | Payroll | Admin | Break Rule Administration
Click Add or select an existing Break Rule and click Edit
Modify the fields according to the information provided above
Save
Break Rules must be associated to a location. When an employee clocks out, the
Rule can be configured to prompt the employee for a reason for the clock out.
These prompts can be applies toward both paid and unpaid breaks - it all depends
on how the organization wishes to configure the Break Rule by location.
By law, employers are required to ensure that employees are given breaks at
specified times during their shift. If these breaks are not taken, or are taken but not
within the time that has been defined by law, a serious fine can be levied against the
employer. Use of this function can help control this situation.
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Break Rules Location Assignment
Screen Description There are two panes on the Break Rules Location Assignment page. On the left, a
location selection box exists from which all or some locations may be selected at
where the Break Rule will be applicable. In the right pane, there are two tabs:
1. Rules
2. Config
On the Rules tab, you will specify the rule you are assigning to the location. On the
Config tab, you will determine the settings that will be in effect at the location(s)
selected.
RULES TAB
Field
Description
Add Break Rule
Click this button to display a new row for
break rule specification
Add Minor Break Rule
Click this button to display a new row for
minor break rule specification
Cancel
Click this button to cancel any discard any
updates without saving
Break Rule
Use the drop-down list to specify the needed
break rule
Minor Break Rule
Use the drop-down list to specify the needed
minor break rule (if applicable)
Effective From/To
Enter the effectivity dates for this Break Rule
(required for Effective From)
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Break Rules Location Assignment
CONFIG TAB
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Field
Description
Enforce Schedule
Break
Enabling this will ensure the employee is required
to take his/her break when it is scheduled
Prompt for Break
Enabling this option will make the employee
answer the “are you taking a break” message at the
POS
Prompt for Break
Name
Enabling this option will make the employee
specify what type of break he/she is taking (if more
than one exists)
Authorization
Required for Early
from Paid Break
If enabled, employees need management
authorization for early clock in from a paid break.
Only available of the option Prompt for Break is
enabled
Authorization
Required for Late
from Paid Break
If enabled, employees need management
authorization for Late clock in from a paid break.
Only available of the option Prompt for Break is
enabled
Authorization
Required for Early
from Unpaid Break
If enabled, employees need management
authorization for early clock in from an unpaid
break. Only available of the option Prompt for
Break is enabled
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Break Rules Location Assignment
Field
Description
Authorization
Required for Late
from Unpaid Break
If enabled, employees need management
authorization for Late clock in from an unpaid
break. Only available of the option Prompt for
Break is enabled
Authorization
Required for Early to
Paid Break
If enabled, employees need management
authorization for early clock out to an paid break.
Only available of the option Prompt for Break is
enabled
Authorization
Required for Late to
Paid Break
If enabled, employees need management
authorization for late clock out to an paid break.
Only available of the option Prompt for Break is
enabled
Authorization
Required for Early to
Unpaid Break
If enabled, employees need management
authorization for early clock out to an unpaid
break. Only available of the option Prompt for
Break is enabled
Authorization
Required for Late to
Unpaid Break
If enabled, employees need management
authorization for late clock out to an unpaid break.
Only available of the option Prompt for Break is
enabled
Enabling ASSIGN A BREAK RULE TO A LOCATION
1. Navigate to myLabor | Payroll | Admin | Break Rule Location Assignment
2. In the left pane, select the organization level(s) or location(s) to configure
3. On the Rules Tab of the right pane, select the Add Break Rule button; a group
of drop-down lists will appea
4. Use the drop-down lists to select the Break Rule and establish an Effective
From date
5. Select the Config Tab and specify the options for Break Rules at the location
Note
The settings on the Config Tab are for the selected
organization level/location. They do not need to be
configured every time a new break rule is assigned.
6. Save
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Employee Privilege Administration
Employee
Privilege
Administration
Within myLabor, the ability to configure time clock privileges to employees based
on employee privilege levels exist. This eliminates the need to assign a time clock
privilege to each employee, and, rather, it allows employees to be grouped in
privilege levels that control when an employee can and cannot clock in. Privilege
groups can be set up as collectives within which employees fall, like Front of the
House or Back of the House. Therefore, the Privilege Group is assigned to the
employees.
Screen Description The following fields are available to be configured via the Employee Privilege
Administration screen:
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Field
Description
Name
Enter the name of the Employee Role to whom the
Employee Privileges will apply
Clock In/Out
Outside Schedule
Enable this option to allow employees in this class to
clock in or out outside the times set in the time clock
schedule.
Employee Groups with this privilege will be able to
clock in/out users outside of their schedule who
cannot clock in/out outside of their schedule for
themselves.
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Employee Privilege Administration
Field
Description
Override Clock In/
Out Grace
Enable this option to allow employees in this class to
override the established grace period for clocking in
or out and authorize non-privileged employees to do
the same.
Employee Groups with this privilege will be able to
override clock in/out grace periods for users who
cannot override clock in/out grace periods for
themselves
Override Scheduled
Jobs
Enable this option to allow employees in the selected
class to clock into a job which they were not
scheduled to perform. If this option is not selected,
when an employee attempts to clock in to a job they
were not scheduled to perform, a authorization is
required.
Employee Groups with this privilege will be able to
override scheduled jobs for users who cannot
override scheduled jobs for themselves.
Authorize Clock Ins
Select a privilege level for employees in this class for
authorizing clock in. This checks against the Clock in
Privilege level assigned to the job the employee is
clocking in for. Valid options are 0-3, with 0 being
the lowest.
Perform Clock In
Select a privilege level for employees in this class for
clocking in to the system. This checks against the
Clock in Privilege level assigned to the job the
employee is clocking in for. Valid options are 0-3,
with 0 being the lowest.
Authorize ID
Assignment
Enable this option to allow this employee group the
ability to assign an magnetic card (magCard) to an
employee
Clock Out with
Open Checks
Enable this option if the employee will be permitted
to clock out while having open checks without
authorization.
Employee Groups with this privilege will be able to
clock out users who cannot clock out with open
checks for themselves.
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Employee Privilege Administration
Field
Description
Clock Out with
Open Tills
Enable this option if the employee will be permitted
to clock out while having open tills without
authorization.
Employee Groups with this privilege will be able to
clock out users who cannot clock out with open tills
for themselves.
Reprint Time Card
Enable this option if the employee will be able to
reprint his/her time card.
Employee Groups with this privilege will be able to
reprint time cards for users who cannot reprint time
cards for themselves.
Authorize Clock
Out with Open
Checks
Enable this option if the employee will be able to
clock out while having open checks with proper
authorization/permission.
Authorize Clock
Out with Open Tills
Enable this option if the employee will be able to
clock out while having open tills with proper
authorization/permission.
Authorize Clock In
Out Outside
Schedule
Enable this option if the employee will be able to
clock in/out outside of his/her scheduled shift with
proper authorization/permission.
Enabling CREATE EMPLOYEE PRIVILEGES
1.
2.
3.
4.
5.
Navigate to myLabor | Payroll | Admin | Employee Privilege Administration
Select Add
Enter an employee role/position in the Name field
Select the appropriate privileges for that name
Save
ASSIGN EMPLOYEE PRIVILEGE GROUP TO AN EMPLOYEE
The following procedure is used when configuring employees from within the
Human Resources Employee Configuration screen. Further information on this step
may be found in the myLabor User Manual.
1.
2.
3.
4.
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Navigate to myLabor | Human Resources | Employees
Create a new employee or search for and select an existing employee
Navigate to the Location Configuration Tab
Select the POS Configuration Sub-Tab
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Location Assignment
5. Use the Employee Privilege drop-down list to select the Employee Privilege
Group to which this employee will belong
6. Click Update List from within the POS Configuration Sub-Tab
7. Click Save from the top menu bar
Location
Assignment
Restrictions and rules that govern specific locations may be configured within the
Location Assignment module. From here, you can assign regulations that will apply
toward all or some of an organization’s location. Within this module, you can
assign the following parameters:
1.
2.
3.
4.
5.
6.
7.
8.
Work Rules
Labor Week Start Day
Forecast Week Start Day
Store Work Hours
Labor Share Level
Schedule Week Start Day
Start Business Day Fixed Period
Start Labor Hour
Some of the options in the drop-down lists are established in other areas of the
myLabor Application. Work Rules may be configured via myLabor | Payroll
Preprocessing | Admin | Work Rules. Store Work Hours may be configured via
myLabor | Human Resources | Admin | Store Work Hours.
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Location Assignment
Screen Description The screen shown above allows the user to select the locations from the left pane
and use the various drop-down lists to determine which rules, levels, etc. will be
applicable at those selected locations.
Field
Description
Work Rules
Specify the work rules that apply at this location.
Work Rules are the number of hours an employee
can work per day/week.
Labor Week Start Day
Use this drop-down to specify the start days for
labor week for the selected location(s)
This field is required.
Forecast Start Week
Day
Use this drop-down to specify the start days for
forecast week for the selected location(s)
Store Work Hours
Specify the work hours (the established “open”
hours for the business) from this drop down.
Labor Share Levels
Use this drop-down to specify the Labor Share
Levels that will take affect at the selected
location(s)
Schedule Start Week
Day
Use this drop-down to specify the start days for
schedule week for the selected location(s)
Start Business Day
Fixed Period
Use this drop-down to specify the start time for the
business fixed period for the selected location(s)
This field is required.
Start Labor Hour
Specify the time the daily labor cycle will begin.
For example, if the start labor hour = 4:00AM, then
if someone clocks in at 1:00AM Tuesday morning,
that labor (from 1AM - 4AM) will be associated
with Monday’s pay. Anyone clocking in then
anyone clocking in at 4:30 Tuesday morning will be
associated with Tuesday’s labor. This field is
required.
Enabling ASSIGN LOCATIONS USING LOCATION ASSIGNMENT
1. Navigate to myLabor | Payroll | Admin | Location Assignment
2. Select the location(s) that will be configured
3. Use the various drop-down lists to select the appropriate information that will
be applied toward the selected location(s)
4. Save
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Location Configuration
Location
Configuration
Within the Location Configuration module, you are modifying and assigning the
various “time sensitive attributes” that will be enforced at specified locations.
These laws and rules are essentially only in effect for a certain time period. This
feature allows you to only assign that which is necessary to the appropriate
locations. This helps clearly organize which locations are governed by local, state,
and federal laws and regulations.
For example a Pay Period Calendar may be configured for the year 2008 and
established on a bi-weekly cycle. However, days “bleed” over from 2007 and into
2009; the last few days of 2007 may show up on the first pay cycle of 2008 and the
last few days of 2008 might overlap into 2009. Therefore, when the Par Period
Calendar expires, another one will need to be established.
A Child Labor Law is another example of a time sensitive attribute in that, if an
employee is bound by a child labor law, eventually he or she will reach an age
where the law is no longer applicable. If a child labor law only affects individuals
aged 15-17, then, when the employee turns 18, the law no longer applies. Within
this module, you have the ability to determine which locations will be affected by
which laws.
Other time sensitive attributes include Labor Pay Rules and Wage and Tip Laws.
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Location Configuration
Screen Description The Location Configuration screen is relatively straightforward and works
similarly to a typical Assign to Locations page. You will select the locations on the
left side of the page and then select the various laws and regulations that will be
effect at those locations from the drop-down lists provided and specify applicable
effectivity dates. As you enable the check boxes next to the law name, the
corresponding fields become required.
All of the time sensitive attributes on this page are configured elsewhere in the
myLabor Application. Labor Pay Rules can be configured at myLabor | Payroll
Preprocessing | Admin | Labor Pay Rules. Pay Period Calendars may be configured
at myLabor | Payroll Preprocessing | Admin | Pay Period Calendars. Wage and Tip
Laws can be configured at myLabor | Human Resources | Admin | Wage and Tip
Laws. Child Labor Laws may be configured at myLabor | Human Resources |
Admin | Child Labor Laws.
You may only have one Labor Pay Rules, Pay Period Calendars, and Wage and Tip
Laws per location. You may have more than one Child Labor Law per location.
Enabling ASSIGN A TIME SENSITIVE ATTRIBUTE TO A LOCATION
1. Navigate to myLabor | Payroll Preprocessing | Admin | Location Configuration
2. Select a location(s) from the left side of the page
3. Enable the checkboxes next to the laws/rules to be assigned to the selected
location(s)
4. Use the drop-down lists to specify the necessary laws/rules
5. Enter any appropriate effectivity dates
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Work Rules
6. Save
Work Rules
General Work Rules, which determine default availability and work hours, can be
configured in the system. This is to help limit the number of hours employees can
work, for whatever reason. An organization may decide that an employee should
not work more than 6 hours a day and nomore than 40 hours a week. These settings
will then carry over into the Employee Availability screens as a scheduling
guideline, as well as into the Scheduling Application to help limit the number of
hours employees are scheduled.
Screen Description On the Work Rules screen, you will be expected to configure the following:
Field
Description
Name
Enter the name of the Work Rules
Min Hours Per Week
Specify the minimum number of hours per week an
employee may work (0-168)
Max Hours Per
Week
Specify the maximum number of hours per week an
employee may work (0-168)
Min Hours Per Day
Specify the minimum number of hours per day the
employee may work (0-24)
Max Hours Per Day
Specify the minimum number of hours per day the
employee may work (0-24)
Enabling ASSIGN WORK RULES TO A LOCATION
1. Navigate to myLabor | Payroll Preprocessing | Admin | Work Rules | Add
2. Enter the name of the Work Rules
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Premium Pay Rule Location Assignment
3. Enter values in the Min Hours Per Week, Max Hours Per Week, Min Hours Per
Day, and Max Hours Per Day
4. Click Save
Premium Pay
Rule Location
Assignment
Premium Pay Rules are to be assigned to locations. This screen behaves similarly to
other “Assign to Locations” pages. You will be required to specify the location(s) in
the left pane and then select and apply the Premium Pay Rules on the pane to the
right.
Premium Pay Rules are configured via Payroll Preprocessing | Admin | Premium
Pay. For more information on configuring Premium Pay Rules, please refer to
“Premium Pay” on page 112.
Screen Description The following screen shot displays how a typical Premium Pay Rule Location
Assignment screen looks:
Field
Description
Job Code Name
Select the Job Code name that will be governed by
the Premium Pay
Premium Pay Rule
Select the Premium Pay Rule to be applied to the
Job Code at this location.
Effective From/To
Enter effectivity dates
Effective From is required.
Enabling ASSIGN A PREMIUM PAY RULE TO A LOCATION
1. Navigate to Payroll Preprocessing | Admin | Premium Pay Rule Location
Assignment
2. Select the location(s) to have the Premium Pay Rule assigned
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Payroll Preprocessing Administration
Payroll Deductions
3.
4.
5.
6.
Payroll
Deductions
Select the Job Code Name from the drop-down list
Select a Premium Pay Rule from the drop-down list
Enter any effectivity dates (Effective From is required)
Save
Deductions allow you to specify what is being deducted from an employee’s
payroll and why it is being deducted. Deductions can be anything, like employee
meals, health benefits, or 401ks. This feature allows organizations to accurately
account for what employees are to be receiving, as well as what is to be allocated
elsewhere.
Deductions can be based on two separate calculations:
1. Percentage or
2. Amount
If using percentage, you will enter a percentage that will be deducted from the
salary/hourly pay. As pay is increased or decreased, the percentage amount will
adjust accordingly. For example, an employee has 3% of his weekly paycheck
deducted toward his 401k. His current weekly paycheck is $1250.00, before taxes.
Therefore, every week, $37.50 is removed from his paycheck and applied directly
toward his 401k. The employee has recently received a pay increase and now
makes $1375.00 weekly, before taxes. When the percentage recalculates, the
employee has $41.25 deducted from his weekly paycheck and applies toward his
401k.
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Payroll Deductions
If using the amount method, you will specify a certain monetary amount that will
be deducted from salary/hourly with every pay cycle. As pay is increased or
decreased, the deduction amount will always stay the same. For example, the same
employee from above also has health benefits through the organization. Every
week, the employee has $52.93 deducted from his paycheck, which goes toward his
health benefits. When the employee’s salary is increased from $1250.00 weekly to
$1375.00 weekly, the same amount, $52.93, is deducted.
Or, perhaps an enterprise requires new hires to purchase their uniform. The uniform
price can be configured as a one-time deduction from the new hire’s first pay check.
These scenarios described can be configured as either of the two available
deduction types:
1. One Time
2. Recurring
Although configuring these deductions, whether one-time or recurring, can be
created using the Payroll Deduction module, recurring deductions may only be
assigned to employees in the Human Resources Employee Configuration page.
This can be accomplished by navigating to Human Resources | Employee |
Employee Configuration and selecting the Payroll Information Tab. One time
configurations are set up in the Payroll Preprocessing Payroll Deduction
Assignment page.
Screen Description Recurring Payroll Deductions are simple to create. The user interface is straight
forward.
There is one tab on the Recurring Payroll Deductions configuration screen.
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Field
Description
Name
Enter/Displays the name of the recurring payroll
deduction (ex. vision insurance, employee meal
program)
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Payroll Deduction Assignment
Field
Description
Type
Specifies the type of deduction:
Š Percentage
Š Amount
Default Amount/
Percentage
Enter the default amount or percentage to be
deducted from the paycheck; depending on which
type is selected from the Type drop-down will
determine whether this field displays Default
Amount or Default Percentage
Enabling CREATE A PAYROLL DEDUCTION
1.
2.
3.
4.
Navigate to myLabor | Payroll | Admin | Payroll Deductions | Add
Enter the name of the deduction
Use the drop-down list to specify Percentage or Amount
Enter an appropriate numeric value in the Default Percentage/Default Amount
field
5. Save
Payroll Deduction
Assignment
Now that you have set up payroll deductions, you may assign one-time deductions
to employees using the Payroll Deduction Assignment feature. You will be able to
search for and select employees individually and assign these one-time deductions
on an as needed basis. The steps required to assign a one-time deduction are very
similar to those required for assigning recurring deductions.
Recurring payroll deductions are still assigned in the Human Resources
Administration area.
Screen Description The following is an example of what the Payroll Deduction Assignment overview
page might look like:
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Payroll Deduction Assignment
The overview page displays a list of deductions that have already been assigned to
the employee. In the example above, the employee already has a recurring
deduction associated to him. The recurring deduction data is only displayed for
information purposes; you may not edit recurring deductions in this module. You
can use the Add/Edit/Delete buttons to initiate tasks for new or existing one-time
payroll deductions.
Below is a sample of what the add/edit page for a one-time deduction will look like:
Field
Description
Save
Select this button after you have specified the onetime deduction
Cancel
Select this button to cancel and discard changes to
this form
Name
Use the drop-down list to select from preconfigured payroll deductions
Type
This field displays the “type” of deduction - amount
or percentage
Amount/Percentage
Enter the value in the appropriate format to be
deducted from the employee’s pay
Effective Date
Specify an effectivity date for this one-time
deduction
Pay Period
Displays the pay period from which the one-time
deduction will be withdrawn.
Enabling ASSIGN A ONE-TIME PAYROLL DEDUCTION
1. Login as Sys Admin
2. Navigate to Payroll Preprocessing | Admin | Payroll Deduction Assignment
3. Search for the employee who will be assigned the deduction and click Edit
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Payroll Deduction Assignment
4. Click the Add button
Note
Recurring Deductions are displayed at the bottom of the page
for information purposes only. You may not edit these.
5. Select the payroll deduction to be assigned, update the value in the Amount/
Percentage field (if necessary), and enter an effectivity date
6. Click the Save button - not the Save button in the top menu bar
7. When you have finished all assignments, then select Save from the top menu
bar
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Payroll Preprocessing
Description
Payroll Preprocessing
Description
Payroll Preprocessing allows managers to view, modify, and create detailed payroll
information. It is composed of two general categories:
1. Employee Time Cards - this includes reviewing and modifying existing time
cards and viewing time card summary information
2. Labor Pay Periods - this includes opening and closing pay periods as required
Payroll Preprocessing is a simple-to-use tool. It gives users the ability to make
corrections to existing time cards as well as monitor for any time card abuse. With
easy, one-click actions, Payroll Pre-processing quickly and efficiently minimizes
the amount of man-hours lost calculating the payroll information that inevitably
needs to be transferred to the payroll department.
Time Cards
Employee Time Cards allows the user to create new time cards and to modify
existing POS time card “punches”. Employee Time Cards also displays an
employee’s hours, pay sales, and tips.
Note
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Time clock records cannot be added to a closed pay period,
nor can adjustments be made. However, pay periods can be
reopened if necessary.
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Time Cards
For example, use the Time Cards module to make an adjustment if an employee
forgot to clock in/out or clocked in late from a break.
After searching for an employee whose time card must be adjusted, the Time Card
Detail page for that employee appears. On this screen, an overview of all the
employee’s time card information for the current pay period can be seen. From
there, three functions that can be performed on these screens:
1. Edit Existing Time Card Entry
2. Add Time Card
3. Add Other Pay - adding other pay allows a user to enable a different job code
for the employee that is governed by a different set of pay rules
Screen Description The Time Card Detail page for the employee has a number of fields on it. Similar
fields are found on both the Edit Time Card screen as well as the Add Time Card
screen. The Add Other Pay screen has different fields.
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Time Cards
TIME CARD DETAIL PAGE
There are a few different types of hours listed in the hours section of this detail
page:
Š Total Hours - Displays all total hours worked (regular + overtime)
Š Regular Hours - Displays all regular hours worked
Š OTH1 - Displays all hours worked at the first level of overtime hours; this label
Š
is configurable and can be modified via Payroll Preprocessing | Admin |
Organization Configuration.
OTH2 - Displays all hours worked at the second level of overtime hours; this
label is configurable and can be modified via Payroll Preprocessing | Admin |
Organization Configuration.
There are a few different types of pay listed in the pay section of this detail page:
Š Regular $- Displays all regular pay earned
Š OTP1 - Displays all pay earned at the first level of overtime hours; this label is
configurable and can be modified via Payroll Preprocessing | Admin |
Organization Configuration.
Š OTP2 - Displays all pay earned at the second level of overtime hours; this label
is configurable and can be modified via Payroll Preprocessing | Admin |
Organization Configuration.
Š Delinquent Status - If the employee has a time card record that could be
considered delinquent, then a red check mark will appear in this column.
ADD/EDIT TIME CARD
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Time Cards
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Field
Description
Employee Name
Displays the employee name for whom the time card
record is being added/edited
Location
Select the location where the employee worked that
time card record from the drop-down list
Revenue Center
Select the revenue center for where the employee
worked from the drop-down list
Job Name
Select the job name worked for that time card record
for that employee from the drop-down list
Clock In Date
Specify the date of activity
Clock In Time
Specify the clock-in time for this time card entry
from the drop-down list
Clock Out Time
Specify the clock-out time for this time card entry
from the drop-down list
Clock In Status
Specify the clock in status (late, early, etc.) for this
time card entry
Clock Out Status
Specify the clock out status (late, early, etc.) for this
time card entry
Reason
This field is only available if you are editing an
existing time card. You are required to enter a reason
for the revisions, such as late from break, forgot to
clock out, etc.
When time cards are edited, a record is made on the
time card itself that specifies the date the time card
was modified, who modified it, the reason given,
clock in/out date and time, the job name, and the
revenue center affected. This is to ensure proper time
keeping is kept and that those capable of changing
time cards are kept accountable.
Reason Codes are created in the Payroll
Administration | Reason Codes module.
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Time Cards
If the employee is a tipped employee, you may find additional fields on the Add/
Edit Time Card screen:
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Field
Description
Direct Tips
Enter all direct tips for the employee in this field.
This field is mandatory; no entry will result in a
zero (0) value.
Indirect Tips
Enter all indirect tips for the employee in this field.
This field is mandatory; no entry will result in a
zero (0) value.
Charged Tips
Enter all charge tips for the employee in this field.
This field is mandatory; no entry will result in a
zero (0) value.
Total Tips
Displays all total tips for the employee; this field
will calculate based on the values entered in the
direct, indirect, and charge tips fields
Cash Sales
Enter all cash sales for the employee in this field.
This field is mandatory; no entry will result in a
zero (0) value.
Gross Sales
Enter all gross sales for the employee in this field.
This field is mandatory; no entry will result in a
zero (0) value.
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Field
Description
Charged Sales
Enter all charge sales for the employee in this field.
This field is mandatory; no entry will result in a
zero (0) value.
Service Charges
Enter all service charges for the employee in this
field. This field is mandatory; no entry will result
in a zero (0) value.
Commission Pay
Enter all commission pay for the employee in this
field. This field is mandatory; no entry will result
in a zero (0) value.
ADD OTHER PAY
Use this option to enter information about other pay, such as salary or non-clock
pay for meetings, vacation, sick pay, etc.
In order to add another pay to the employee, you will need to specify the location
where the other pay will be effective (only locations available to the employee will
be visible in the drop-down list), the job name (only jobs available to the employee
will be visible in the drop-down list), a brief description, the date of effectivity, as
well as pay hours, pay amount, pay rate.
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Field
Description
Employee
Displays the name of the employee who is having
other pay added to him/her
Location
Select the location where the other pay will apply
from the drop-down list provided
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Time Cards
Field
Description
Job Name
Select the job name the other pay will apply
towards from the drop-down list provided
Description
Provide a brief description of why the employee is
receiving other pay
Date
Specify the date of the activity which requires the
other pay
Pay Hours
Enter the number of hours by which the employee
should be paid at the other pay
Pay Amount
Enter the amount by the employee should receive
based on the hours worked at the other pay
Pay Rate
Enter the pay rate the employee is receiving for all
hours worked at other pay
This can be useful if an employee stops by the location to pick up their pay check,
but when he gets there, he is asked to go to another location to acquire a product
that their home store has run out of. The payroll manager can enter a miscellaneous
job code for the employee so that he gets paid for his time.
Enabling EDIT AN EXISTING TIME CARD
1.
2.
3.
4.
Navigate to myLabor | Payroll Preprocessing | Time Cards
Search for and select the appropriate employee
Select a time card record and click Edit
Make all the necessary modifications (revenue center, job name, clock-out
time, etc.)
5. Enter a Reason
6. Save
ADD A NEW TIME CARD
1. Navigate to myLabor | Payroll Preprocessing | Time Cards
2. Search for and select the appropriate employee
3. Click Add Time Card from the top menu bar
4. Make all the necessary modifications (revenue center, job name, clock-out
time, etc.)
5. Save
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Time Card Summary
ADD OTHER PAY
1. Navigate to myLabor | Payroll Preprocessing | Time Cards
2. Search for and select the appropriate employee
3. Click Add Other Pay from the top menu bar
4. Make all the necessary modifications (location, description, pay rate, etc.)
5. Save
Time Card
Summary
Time Card Summary allows a user to view worked hours by employees sorted by
date and location. This is different from the Employee Time Card in that you are
looking at the location and/or organization as a whole. From the first page of the
Time Card Summary you are able to drill-down in one of two directions. You may
either drill-down on the date, which would show you any and all employees who
worked on that date at that location, or you may drill-down on the location itself
and view every single employee who has a valid, open time card at that location.
Time Card Summary consolidates and summarizes payroll information for a single
pay period by employee and by job (ex. hourly, salary, and non-clock jobs). It
displays the employee’s total and overtime hours and pay.,
Drilling-down on any of the employee’s names will allow you to edit their time
card. This same task is accomplished through the Employee Time Card module.
Screen Description Screen Elements on these pages are relatively straight forward:
Š Location - displays the location where time cards exist
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Close Labor Period
Š Total Hours - displays total hours of all employees at that location
Š Regular Hours - displays all regular hours worked by all employees at that
Š
Š
Š
Š
location
OTH1/OTH2 - displays all overtime hours worked by all employees at
overtime hours level 1 and 2 at that location
Total $- displays all salaries earned to all employees at that location
Reg $ - displays all regular salaries earned to employees at that location
OTP1/OTP2 - displays all overtime salaries earned by employees at overtime
pay levels 1 and 2 at that location
The drill-down reports will display the same information, but include extra
information, like the employee’s job name and clock in/out times.
Enabling There are no configurations that take place in this module. This module is meant to
view current, existing time card summaries across locations and organizations.
However, if you drill-down into an employee’s name, you will be taken to the Add/
Edit Employee Time Card page. For information on how to add or edit an existing
time card, please refer to the Employee Time Card portion of this Feature
Reference Manual.
Close Labor
Period
The Close Labor Period feature allows a user the ability to close an open or existing
labor period. Depending on how many locations need the labor period closed, you
may have to specify the locations.
Screen Description The Close Labor Period screen displays any and all open labor periods. You may
select a location and then close it out.
The screen shows Pay Periods and Pay Period Calendars.
Enabling CLOSE A LABOR PERIOD
1.
2.
3.
4.
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Navigate to myLabor | Payroll Preprocessing | Close Labor Period
Select a labor period to reveal the locations
Select the location(s) for which this labor period will be closed
Click Close Period(s)
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Reopen Closed Labor Period
Reopen Closed
Labor Period
Reopen Labor Period allows a user to reopen a previously closed labor period. This
is useful for when updates or changes need to be made to a closed labor periods. No
modifications may be performed on a closed labor period - you will first need to
reopen it. Time Cards may only be updated for open and existing pay periods. You
may only reopen and update the latest pay period.
Screen Description The Reopen Closed Labor Period screen displays any and all closed labor periods.
You may select a labor period and reopen it.
The screen shows Pay Periods and Pay Period Calendars.
Enabling REOPEN A CLOSE LABOR PERIOD
1.
2.
3.
4.
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Navigate to myLabor | Payroll | Reopen Closed Labor Period
Select the Labor Period to reveal the locations
Specify which locations will have this labor period reopened for them
Click Reopen Period(s)
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Enterprise Time Clock Application
Description
Enterprise Time Clock Application
Description
The Enterprise Time Clock Application (TCA) is one of the most revolutionary
items in the myLabor Product. The Enterprise Time Clock communicates directly
to the online myLabor Application. When the employee clocks-in at the POS, the
information is immediately uploaded to the web services application. Payroll and
Time Keeping is quickly and efficiently handled with data transfers.
An organization also has the option of using an in-store cache. This will allow
clock-in/out information be stored, and inevitably upload it to the myLabor
application. The diagram below shows how the Enterprise Time Clock will use the
cache in order to transfer the information to the web services:
In the event of clock-in/out information not reaching the cache, the system will
open an Internet connection and transfer the information directly. The information
stored in the cache consists of typical time clock transactional data like employee
name/number, job codes, schedules, day punches, clock in/out times, tips, sales,
etc. This data will be uploaded to the web services when the Internet connection is
restored.
Note
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Depending on User Rights and Privileges, the topics in this
section may be unavailable to you. If you have questions, please
see your System Administrator for more information on these
topics.
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Download the TCA
The Employee Clock will retain the similar
look and feel that current POS users are
already familiar with; it is its behind the scenes
functionality that has been altered.
Download the
TCA
The Enterprise Time Clock Application must be downloaded to the site.This
enables the TCA to be accessed at the POS. Until this step is performed, your
organization will be unable to use any of the TCA functions.
In order to perform this task, you will need your Restaurant ID and Restaurnat
Password. The ID and Password are the same ID and Password that was sent during
the initial download and installation of the RTA and provided via the Installation
Email from the mymicros.net Implementation Group. If you have lost or forgotten
your Restaurant ID and/or Password, you may refer to the Download Report. The
Download Report may be accessed via Reports | More Reports... | Admin Reports |
Download Report.
1. Login to the portal as Sys Admin
2. Navigate to myLabor | TCA Download
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Download the TCA
3. Enter the Restaurant ID and Restaurant Password in the fields provided and
click Next
4. Verify the correct site name is displayed on the following page
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TCA Portal Setup & Configuration
5. If the site information is correctly, click the Download MICROS Timeclock
link to begin the download process
TCA Portal Setup
& Configuration
TCA POS
Configuration
The POS must be configured in order to support and launch the Time Clock
Application. Depending on whether or not a location is using Enterprise
Maintenance (EM), procedures will vary.
POS Configuration The following configuration steps outline the process for supporting the TCA for
for Non-EM Non-EM Locations.
Locations SETTING UP THE POS KEYS
Note
Although these steps are similar to the steps for EM
locations, there are some distinct differences. Please pay
close attention to the steps listed here.
1. In POS Configurator, navigate to Systems | External Programs
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2. Insert a new External Program named myLabor Time Clock
3. Set the Working Directory to the directory where the TimeClock.exe is located
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4. Set the Command Line to the executable file TimeClock.exe
Note
Š The Working Directory should be set as the directory
Š
Š
where the time clock executable file is located.
The Command line should be set to the time clock
executable
No User Interface or Run Style are required.
5. Click the green check to save your configuration
Note
MICROS recommends using MICROS Macros to set your
directory; this ensures that, if you have Windows CE clients,
all directory paths will be the same.
Neither User Interface nor Run Style are required.
6. In POS Configurator, navigate to Devices | Touchscreen Designer | Sign In
Touchscreen
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7. For the clock in/out button, update the Category to External Program and
Program to the myLabor Time Clock
8. Repeat Step 6 for all other screens with clock in/out functionality
ADD AN EXIT TIME CLOCK BUTTON
You can add the additional button for Exit Time Clock to allow you to close the
Timeclock.exe if a problem arises.
1. Repeat steps 1 -2 above and set the Working Directory as the directory where
the time clock executable file is located
2. In the Command line, add a /e to the end of the time clock executable file
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Example: TimeClock.exe /e
3. Create a new button on the Touchscreen to correspond with this new function
4. Click the green check to save updatesRepeat for all additional screens with
clock in/out functionality.
REMOVING ACCESS TO AREAS MANAGED BY MYLABOR
The functionality of myLabor requires some areas in the POS to be turned over for
myLabor access.
1. In the POS Configurator, navigate to Employees | Employee Access
2. For every employee class, configure No Privileges for the following forms:
a. Employees
b. Jobs
c. Time and Attendance
d. Time Clock Schedule
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e. Overtime Levels
3. In POS Configurator | Employees | Back Office Classes
4. Set the following options to None for all employee classes:
a. Employee Maintenance
b. Payroll Processing
c. Scheduling
d. Forecasting
e. System Configuration | Labor
f. System Configuration | LM Security & Privileges
g. System Configuration | Forecasting
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h. System Configuration | Restaurant & Regional Settings | School Districts
5. In the POS Configurator, navigate to System | Restaurant | Options and enable
the Suppress changes in RVC Clk Out/In option
5. When all updates have been made, click the green check mark at the top of the
page to save your changes
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TCA POS Configuration
POS Configuration The following configuration steps outline the process for supporting the TCA for
for EM Locations EM Locations.
UNSUBSCRIBE FROM MICROS ENTERPRISE CONFIGURATION UTILITY
(MECU)
1. Navigate to Start | Programs | MICROS Applications | EM | Enterprise
Management and login
2. Select the Subscription Section
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3. Select the Product Item Labor Management Subscription
4. Use the drop-down list to select a store
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5. Under Labor Management, be sure Forecasting, States and Countries, and User
Defined Domains are unsubscribed; click Apply to save changes
6. Under Employee, be sure Labor Change Tracking and Employee are
unsubscribed; click Apply to save changes
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7. Under Labor Settings, be sure School Districts and Work Rules are
unsubscribed; click Apply to save changes
8. Under Payroll, be sure Payroll Banks and Deductions are unsubscribed; click
Apply to save changes
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9. Under Scheduling, be sure Breaks are unsubscribed; click Apply to save
changes
10. When you have completed all the steps, exit MECU
SETTING UP THE POS KEYS
Note
Although these steps are similar to the steps for non-EM
locations, there are some distinct differences. Please pay
close attention to the steps listed here.
1. In POS Configurator for Enterprise Maintenance, navigate to Systems |
External Programs
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2. Insert a new External Program named myLabor Time Clock
3. Set the Working Directory to the directory where the TimeClock.exe is located
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4. Set the Command Line to the executable file TimeClock.exe
Note
Š The Working Directory should be set as the directory
Š
Š
where the time clock executable file is located.
The Command line should be set to the time clock
executable
No User Interface or Run Style are required.
5. Click the green check to save
Note
MICROS recommends using MICROS Macros to set your
directory; this ensures that, if you have Windows CE clients,
all directory paths will be the same.
Neither User Interface nor Run Style are required.
6. From the EM POS Configurator, navigate to Devices | Touchscreen Designer |
Sign In Touchscreens
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7. Click the Version folder icon and create a new version of that screen for
myLabor
8. For the clock in/out button, update the Category to External Program and
Program to the myLabor Time Clock
9. Repeat Step 7 for all other screens with clock in/out functionality
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ADD AN EXIT TIME CLOCK BUTTON
You can add the additional button for Exit Time Clock to allow you to close the
Timeclock.exe if a problem arises.
1. Repeat steps 1 -2 above and set the Working Directory as the directory where
the time clock executable file is located
2. In the Command line, add a /e to the end of the time clock executable file
Example: TimeClock.exe /e
3. Create a new button on the Touchscreen to correspond with this new function
4. Click the green check to save updatesRepeat for all additional screens with
clock in/out functionality. Repeat for all additional screens with clock in/out
functionality.
REMOVING ACCESS TO AREAS MANAGED BY MYLABOR
The functionality of myLabor requires some areas in the POS to be turned over for
myLabor access.
1. In the POS Configurator for Enterprise Maintenance, navigate to Employees |
Employee Access
2. For every employee class, configure No Privileges for the following forms:
a. Employees
b. Jobs
c. Time and Attendance
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d. Time Clock Schedule
e. Overtime Levels
Note
To prevent these changes from affecting non-myLabor sites,
some additional configuration is required. Please refer to
“Preventing Updates to Non-myLabor Sites” on page 172.
3. In POS Configurator for Enterprise Maintenance, navigate to Employees | Back
Office Classes
4. Set the following options to None for all employee classes:
a. Employee Maintenance
b. Payroll Processing
c. Scheduling
d. Forecasting
e. System Configuration | Labor
f. System Configuration | LM Security & Privileges
g. System Configuration | Forecasting
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h. System Configuration | Restaurant & Regional Settings | School Districts
Note
To prevent these changes from affecting non-myLabor sites,
some additional configuration is required. Please refer to
“Preventing Updates to Non-myLabor Sites” on page 172.
5. In the POS Configurator for Enterprise Maintenance, navigate to System |
Restaurant | Options and enable the Suppress changes in RVC Clk Out/In
option
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5. When all updates have been made, click the green check mark at the top of the
page to save your changes
Note
To prevent these changes from affecting non-myLabor sites,
some additional configuration is required. Please refer to
“Preventing Updates to Non-myLabor Sites” on page 172.
Preventing Updates To prevent Non-myLabor sites from receiving changes that are specific to
to Non-myLabor myLabor, the UCTConf.exe can be configured to prevent these updates from being
Sites received at the Non-myLabor sites. For the areas dropped, no future updates will be
receive from the specified tables.
PREVENT UPDATES TO NON-MYLABOR SITES
1. Navigate to the UTCConf.exe file on the EM Server. This file is located in the
\micros\RES\EM\BIN directory
2. Select the Create New Configuration option or, if you have an existing
configuration in use at both myLabor and non-myLabor sites, Copy
Configuration
3. For the following areas, perform the functions on the tables as listed below:
a. Back Office Classes: drop the table EMP_BO_CLASS_DEF
b. Configurator Access: drop the table EMP_CLASSS_CONFIG_ACCESS in
Labor Management
c. External Programs: leave as is
d. Suppress changes in RVC Clk Out/In: drop by selected drop column for
ob_supress_rvc_clk_out from Core Technologies | REST_DEF
Note
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If you intend to use this feature at all sites, then there is no
need to drop this column
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Enterprise Time Clock Application
Program the TCA Printer for RES 3700
Program the TCA
Printer for RES
3700
POS Printers must be configured to support the myLabor Enterprise Time Clock
Application (TCA).
The following instructions detail the steps required to create a printer for the TCA
for RES 3700. Follow the steps below to configure the RES 3700 Printer to use
myLabor.
Enabling CONFIGURE THE PRINTER
1. Access POS Configurator and navigate to Devices | Devices
2. On the General Tab, select the blue plus sign to add a device for the myLabor
Printer with the following specifications:
Š
Š
Š
Š
Name: myLabor Printer
Device Type: PosAPI Web Service
Network Node: 99 Server (set to network node of the server)
Leave all other Tabs/Fields blank
3. Click the green check mark to save the Printer
ASSIGN THE MYLABOR PRINTER
1. In POS Configurator, navigate to Devices | User Workstations | General Tab
2. Select the blue plus symbol to add a new device
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Program the TCA Printer for RES 3700
3. Select the recently created myLabor Printer from the drop-down list
4. Leave all other fields blank
Note
No License Code is needed to use the myLabor Printer.
5. Click the green check mark to save the changes
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Program the TCA Printer for RES 3700
UPDATE THE TIME CHITS
By default, time chits will print to the device selected for the Time Chit Printer.
Therefore, if someone clocks in or out on PCWS01, the time chit will print on
Epson Thermal 1.
However, if you need the chit to print on a different printer, change the Time Chit
Printer to the desired device.
1. Navigate to Devices | User Workstations | Printer Tab
2. Select an alternate printer from the Time Chit Printer drop-down list (shown
above)
3. Click the green check mark to save your updates.
SPECIFY THE TRANSACTION CODE
For organizations running RES 3.2, a Transaction Services code is required for
printing purpose. Conversely, RES 4.0 and later users will not need this code.
1. In License Manager, navigate to POS 3700 Tab | Product / Features Tab
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Enterprise TCA Functions
2. Enter the Transaction Services code in the Transaction Services field:
Enterprise TCA
Functions
The following functions can be performed at the TCA:
Š Clock In/Out (for shifts and breaks)
Š Assign Mag Card
Š Declaring Tips
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Forecasting
Description
Forecasting
Description
Forecasting is a “forecast generation” application that will create and produce
accurate forecasts based on historical data, such as Gross and Net Sales, Discounts,
Sales Quantities, etc., from a location and will apply defined algorithms to arrive at
the values of that Forecast. Forecasts can be especially helpful when dealing with
inventory and labor management.
For example, a typical weekend dinner shift at a busy restaurant may require the
need for 8 servers, 2 bartenders, and 2 hostesses for the front of the house.
However, the restaurant is facing a holiday weekend. Based on previous years’ net
sales for that same holiday weekend, Forecasting can generate a helpful suggestion
that the restaurant will need 10 servers, 3 bartenders, and 3 hostesses in order to
survive the projected busy weekend. Forecasting then takes this information and
applies it toward the generation of staff requirements as well as toward the
administration of the Scheduling Application.
With respect to inventory, suppose our same restaurant sells an average of 25
hamburgers, 14 salmon dinners, and 22 grilled chicken entrees on a typical
weekend dinner shift. But, when historical sales are reviewed, they show an
increase of 25% for all of those menu items. Forecasting can generate a report to
tell the kitchen staff to prep 32 hamburgers, 18 salmon filets, and 28 chicken
breasts to compensate for the increased sale of those menu items. If calibrated
correctly, inventory projections can be made for every area of the enterprise, from
bar sales to the amount of paper towels will need to be ordered to stock the rest
rooms.
Note
It is critical that Day Parts be set up to cover all hours of every
day for the Forecasting Module to accurately generate
Forecasts.
To configure Day Parts, please navigate to Admin | Warehouse
| Miscellaneous | Day Parts.
There are three areas in the Forecasting module:
1. Forecast Administration
2. Forecast Functionality
3. Events
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Forecast Administration
Forecast
Administration
Administer Forecasting specifications using this module. You will be able to set up
and configure Forecast Profiles which can be used as the basis for generating
accurate and correct forecasts for locations and revenue centers. You will be able to
establish variance margins for forecasts, as well as for users, in this area.
Note
Depending on User Rights and Privileges, the features and
functionality of Forecasting may be unavailable to you. If you
have questions, please see your System Administrator for
more information on these topics.
Features The Forecasting Administration module is divided into three sections:
1. Forecast Configuration - develop complex algorithms upon which
comprehensive and complete forecasts may be generated; choose for what type
of information will be more heavily weighted toward generating forecasts
2. Performance Configuration - specify the amount of variance and ratings that
will be permitted forecasts before requiring an explanation; this module can be
considered “checks and balances”
3. Forecast Edit Restrictions
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Forecast Administration
Forecast In Forecast Configuration, users have the ability to create forecast profiles which
Configuration can then be assigned to locations and revenue centers. This is useful since not all
locations are subject to the same rules and operating procedures.
From a revenue center point of view, often times there are organizations with many
locations who do not share the same types of revenue centers. Therefore, it would
be unnecessary to have all locations possessing all locations, and generating
forecasts for those non-existent revenue centers. For instance, perhaps some
locations have full-service bars, other locations have retail shops, and even some
others offer “curb-side carry-out”. All three of these revenue centers could have its
own Forecast Profile created to define it and assigned only to those locations who
needed it.
Each location and revenue center may have up to four profiles assigned to them.
For more on this, refer to “Assignment to Organization Level” on page 187.
Forecast Configuration is divided into two sections:
1. Forecast Profiles
2. Assignment to Organization Level
Create Forecast Profiles and then assign the profile to the levels across the
organization.
Forecast Profiles A Forecast Profile is a collection of definitions which can be applied to one or
many locations/revenue centers. It can, from one perspective, be compared to a
template. All locations/revenue centers with this template assigned to it will
generate forecasts with the same weights and percentages applied to its various
components. Typically, Forecast Profiles are created and developed for
organizational levels that behave in a similar fashion.
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Forecast Administration
When you select the Forecast Profiles module, the first page you will see is the
Forecast Profiles List. This is a list of any existing forecast profiles:
SCREEN DESCRIPTION
There are three sections to the Add/Edit Forecast Profile page:
1. Workflow Behavior
2. Forecast Algorithm
3. Forecast Components
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Forecast Administration
You may enter the Profile Name, a brief Profile Description, and specify whether
the profile will be the default profile for the entire enterprise in the top banner of
the page. Although you may only have one default profile per location, you may
update or change the default profile at any time.
Since this page contains a great deal of information, we will examine the page
section-by-section
WORKFLOW BEHAVIOR
A Workflow is a set of forecast related rules. Essentially, the rules listed within the
workflow govern how forecasts will be generated. Depending on the needs of the
organization, it may be necessary to select one, none, or any of the options. Options
include:
Š
Š
Š
Š
Enable Auto Submit
Enable Auto Approval
Enable Manual Forecast to Overwrite Auto-Generated Forecast
Enable Partial Forecast Generation If Enable Partial Forecast Generation, then
the system will calculate the forecast based on whatever past data is available.
If the system identifies complete data, it will still generate a complete forecast.
However, incomplete data will not stop the forecast from generating, based on
the available information. For example, if Number of Past Weeks Average =
10, but only 6 weeks of actual data exists, the forecast to be generated based on
that 6 weeks, or “partial” information.
The following specifications may be established in workflow:
If you do not select any options, you will need to manually submit and approve
forecasts for every period.
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Forecast Administration
Field
Description
Enable Auto
Submit
Automatically submit generated forecasts without
authorization
Ex: the manager is out, and a forecast needs to be
generated; the system will automatically generate a
forecast.
If this option is enabled, you will be required to
specify the number of hours before the start of the
next business week to auto-submit the forecast.
Enable Auto
Approval
Automatically approve submitted forecasts without
authorization
Ex: the approving manager is out, and the forecast
needs to be approved; the system will automatically
approve the forecast.
If this option is enabled, you will be required to
specify the number of hours before the start of the
next business week to auto-approve the forecast.
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Enable Manual
Forecast to
Overwrite AutoGenerated Forecast
Enable this option to allow an individual to overwrite
an auto-generated forecast manually.
Enable Partial
Forecast
Generation
Enable this option to generate partial forecasts. If not
enough weeks of past week's average exist (see
Number of Past Weeks to Average field below), then
the forecast will be generated based on the amount of
available data.
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Forecast Administration
FORECAST ALGORITHM
Forecast Algorithms are mathematical formulas that are used to generate forecasts.
These forecasts are based on both historical data, as well as information input
directly into the system. Users may decide the value, or “weight” of historical data
versus input data when generating a forecast.
Moving history allows you to take the “same day last year” data and apply it toward
generating new forecasts. If you decide to enable a moving history, then you will be
required to specify the Moving Percentage Weight. Moving Average is the
percentage of significance of moving history data. For example, if you want 25% of
your data to be determined by last year’s data, then you would enter 25 in the
Moving Percentage Weight field. The remaining 75% of the forecast will be
generated based on the data from the number of weeks specified.
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Field
Description
Moving History
Enable this option to apply “last year's” historical
data toward generating forecasts
Enabling this option will cause the Moving
Percentage Weight field to display
Moving Percentage
Weight
Define the percentage weight of the moving history.
Number of Weeks to
Forecast
Enter the number of weeks to generate a forecast
for. You may forecast for 1-8 weeks in the future.
Number of Past
Weeks to Average
Enter the number of past weeks to use towards
generating forecasts. You may select 1-14 weeks.
Ignore Lowest
Enable this option to drop the lowest weekly data
from the generated forecast
Ignore Highest
Enable this option to drop the highest weekly data
from the generated forecast
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FORECAST COMPONENTS
Forecast Components are the building blocks of the Forecast Profile. Based on the
values generated/entered for the components determines the projected values for
the generated forecasts. In its simplest form, this section of the page works like a
simple matrix. The data entered in one cell directly corresponds to a value in
another cell.
**Note: the image above has been cropped to show greater detail**
There are quite a few Forecast Components that may be updated or modified in
order to create the most accurate forecast possible. Forecast Components include,
but are not limited to, Net Sales, Discounts, Checks, Guest Counts, etc. You may
enter different values in the fields if need be.
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For Forecast Components, there are no mandatory fields. Please note that the
Default View option and the View option are linked. Default View causes the
Forecast Components to automatically be displayed on the View or Adjust Forecast
page. Forecast Components with View status will be accessible on the View or
Adjust Forecast page, however will only be displayed if the Forecast Component
area is expanded. Therefore, if Default View is selected, then the Forecast
Component must also have the View option enabled (this happens automatically).
But, having the status of View does not cause Default View to automatically enable
itself.
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Field
Description
Enable Item Level
Forecast
Enable this option to use Sales Quantity of menu
items for generating forecasts
Enabling this will display the Sales Quantity
field.
View
Enable this option to view these fields in
expanded view of forecast.
Default View
Enable this option to see these fields on a
generated forecast. These fields are displayed
regardless of your “view status”. Any component
enabled with default view will automatically
posses “view” status.
Allow Manual
Adjustment
Enable this option to allow manual adjustments
for this component after it has been generated
Precision
Enter the number of decimal points to display (ex.
2 = 5.99. 3 = 5.999, etc.)
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Field
Description
Auto Adjustment
Linking
If this option is enabled, then, if one component is
modified, any other components will update
accordingly
Forecast Components
Establish relationships amongst forecast components. When adjustments are
made to one component, any “linked” components will also be modified,
depending on the percentage of association. For example, if Net Sales and
Discounts have a 1-to-1 relationship, then if Net Sales are adjusted by 25%,
Discounts will also be adjusted 25%.
Gross
Establish relationships with/for Gross Sales
Net Sales
Establish relationships with/for net sales
Discounts
Establish relationships with/for discounts
Checks
Establish relationships with/for checks
Table Turns
Establish relationships with/for table turns
Average Check
Establish relationships with/for average check
Open Check Guest
Count
Establish relationships with/for open check guest
count
Closed Check Guest
Count
Establish relationships with/for closed check
guest count
Guest Present
Establish relationships with/for guests present
Sales Quantity
Establish relationships with/for sales quantity
Only available if Enable Item Level Forecast is
selected
Enabling CREATE A FORECAST PROFILE
1. Navigate to Forecasting | Admin | Forecast Configuration | Forecast Profiles
2. Click Add
3. Enter a Name, Description, Number of Weeks to Forecast, and Number of Past
Weeks to Average (required)
4. Modify/Enable all other option as needed
5. Save
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Assignment to After Forecast Profiles have been created, they may be assigned to Organization
Organization Levels. Levels may be assigned based on location or on revenue center. This means
Level that an organization could have levels at the location level that are not the same as
the levels assigned to the revenue centers existing within that location. You may
assign up to four levels per location/revenue center. This means that each location
may have at least four Forecast Profiles, and any revenue centers may have up to
four Forecast Profiles each.
For example, enterprise has an organization in Boston. This Boston location has a
Primary Profile of Massachusetts Locations assigned to it. However, it also has the
profile Northeast Division assigned to it. It could also, it need be, have two more
profiles assigned, like US locations or another descriptive profile:
In addition to the Forecast Profiles assigned to the location, any and all revenue
centers may have up to four profiles. Therefore, the bar at this restaurant has both
chairs at the bar and table service; therefore, it could be assuaged a Primary Profile
called “Full Service Bar”. If need be, up to three more profiles could be assigned to
that revenue center.
Note
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You must assign a profile to a location/revenue center. If no
profile is assigned, then no forecast will be generated.
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HISTORICAL SEED DATA
New locations will not have the ability to forecast data based on their data since no
data exists for them. To resolve this issue, Forecasting allows users to assign data
from other stores to be used toward generating accurate forecasts. For example, a
chain of restaurants have free-standing locations and locations within shopping
malls. If they decide to open a new location inside a shopping mall, they can assign
the type of sales and revenue generated from a similar location, i.e., another mall
location, to the new location. The organization will be able to assign as many weeks
necessary until the new location generates enough data to create location-specific
forecasts.
To assign historical seed data, you will be required to specify store providing the
data (Referring Location), number of weeks to apply, and any possible effectivity
dates.
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LINKING
As a profiles is updated, organizations have the ability to update profiles across a
location/revenue center. By selecting the Link icon, when one profile is revised or
updated, all other profiles associated with that location/RVC will be also be
updated. For example, a location has the primary profile of Airport Locations
assigned to it, with a profile 2 as Domestic Locations and has the Linked status
associated to it. Both the Airport Locations profile and the Domestic Locations
profile have been configured to generate forecasts for three weeks. The
organization decides to update the Airport Locations profile to generate forecasts
for only two weeks. When the Airport Locations number of weeks to forecast is
updated, the Domestic Locations profile will also be updated to only generate
forecasts for two weeks.
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SCREEN DESCRIPTION
The following describes the fields and features you will find on the Assignment to
Organization Level screen:
Field
Description
Location Name
Select the location to begin assigning profiles.
Selecting the little red triangle next to the location
name will reveal a drop-down list of any available
revenue centers.
Seed
Click this icon if you would like to assign the data
from another RVC/Location. This data will provide
information for that location to base its forecasts.
This option will typically apply to a new location
that has no existing data.
Link
Enable this option to update all profiles when an
adjustment is made to one profile. For example, if
discounts is updated for Profile 3, all other existing
profiles with discounts will updated respectively.
Primary Profile
Assign a Primary Profile to the RVC/Location
Profile 2-4
Assign a profile to the RVC/Location (optional)
ASSIGN FORECAST PROFILE
1. Navigate to Forecasting | Admin | Forecast Configuration | Assignment to
Organization Level
2. Select the location/revenue center
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3. Use the drop-down lists to specify a Primary Profile
Note
You must assign at least one profile in order for forecasts to
be generated.
4. Assign any other additional profiles (optional)
5. Enable the Link button to link additional profiles (optional)
6. Save
ASSIGN HISTORICAL SEED DATA
1. Navigate to Forecasting | Admin | Forecasting Configuration | Assignment to
Organization Level
2. Click the Seed icon next to the location to receive historical data
3. Click Add from the top menu bar
4. The New Location and Revenue Center will already be listed on the page.
Specify the Referring Location, the Revenue Center (optional), an Effective
From date, and the Number of Historical Weeks To Use
5. Click Save from the top menu bar
Performance Forecast Performance allows users to assign a rating based on the amount of
Configuration forecast variance with respect to actual amounts. Users can then determine that if a
rating below a pre-defined integer exists, an explanation or reason must be
provided.
Depending on what types of issues are most critical to you and your organization,
variances may have any number of possible percentage combinations.
SCREEN DESCRIPTION
The Performance Configuration page is laid out with an area that can be modified
and some instructional text to the right of that input box. There are three columns
and then a “Reason Required” check box which corresponds to every row. This
check box should be enabled if users will be required to provide an explanation as
to why the variance between forecasted totals vs. actuals are outside the range.
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Enabling CONFIGURE FORECAST PERFORMANCE
1. Navigate to Forecasting | Admin | Forecast Performance
2. Enter values in the Minimum Percentage, Maximum Percentage and Rating
fields
3. Enable Reason Required (optional)
4. Click Add to create a new entry row
5. After entering all data, click Save
Forecast Edit Since many users might have the ability to edit a generated forecasts, organizations
Restriction can restrict the degrees to which forecasts may be edited. For example, enterprises
may want their store managers to have limited editing power, whereas a regional or
district manager might need greater editing capabilities.
In Edit Forecast Description, percentages of variance may be established for all
users and user roles. For instance, you may want to assign users who should not
have the ability to edit a forecast the percentage of zero (0), meaning that they will
not be able to edit the forecast at all. However, a percentage of 5% would allow the
user the ability to edit the forecast above and below the generated value by 5%.
Leaving the field blank allows the user role the ability to edit a generated forecast
between -100% to +1000%. Exercise discretion when assigning this privilege.
Enabling EDIT FORECAST DESCRIPTIONS
1. Navigate to Forecasting | Admin | Edit Forecast Descriptions
2. Enter the appropriate percentage to the corresponding user/user role
3. Save
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Now that Forecast Profiles have been set up, generated forecasts based on those
Forecast Profiles will need to be submitted and approved. These tasks can be
accomplished through the Forecasting module.
Note
Depending on User Rights and Privileges, this section may
be unavailable to you. If you have questions, please see your
System Administrator for more information on these topics.
Features Standard functionality module is divided into three sections:
1. View or Adjust Forecast
2. Other Forecast Functions
3. Forecast Approval/Rejection
View or Adjust
Forecast
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You may view or adjust forecast for the current week or for the upcoming week in
the View or Adjust Forecast section. The screen layout for the current week and the
upcoming week are the essentially the same, save for differentiating between
“current” vs. “upcoming” week. Forecasts can be displayed in either Basic View or
Advanced View.
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BASIC VIEW
The basic view allows the most minimal amount of information to be displayed for
a store.
Note
If more than one profile is assigned to location/revenue
center, then the Advanced View must be used.
SCREEN DESCRIPTION - BASIC VIEW
You may use the top menu bar to carry out the following functions (some of the
functions are identical to those in the Advanced View):
Š Submit - select this button to submit the forecast for approval
Š Forecast Information - select this button to view the data used to generate the
Š
Š
Š
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Set Default View - select this button to set the current view as the default view;
this view will be displayed to you every time you access this area
Save - select this button to save the current configuration
Cancel - select this button to cancel/quit your tasks without saving
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Š Help - select this button to launch the help file
The Basic View page is organization in five areas:
1.
2.
3.
4.
5.
Select Parameters
View All Component
Add Adjustments
General Information
Events Log
Due to the amount of information on this page, the Basic View will be examined
based on the sections listed above.
SELECT PARAMETERS
Specify the parameters for the generated forecasts:
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Field
Description
Location
Specify the location for the forecast you would like
to view/adjust
Revenue Center
Specify the revenue center for the forecast you
would like to view/adjust
Week
Specify the week for the forecast you would like to
view/adjust
Display
After all configurations have been made, click this
button to see the generated forecast
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VIEW ALL COMPONENTS
You may use this area to view information for days of the week or day parts:
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Field
Description
Days Tabs
Select the day tabs to see/adjust day-specific
forecast information
Day Part Tabs
Select the day part tabs to see/adjust day partspecific forecast information
Forecast Component
Lists the Forecast Component (ex. Net Sales,
Discounts, etc.)
Forecast
Displays the forecasted values for the forecast
component
Adjusted Forecast
Displays the adjusted forecast (if any)
Cumulative
Adjustment Percent
+/-
Shows the percentage of adjustment. Increases are
shown with a plus (+) symbol; decreases are shown
with a minus (-) symbol.
Cumulative
Adjustment Amount
+/-
Shows the monetary amount of adjustment.
Increases are shown with a plus (+) symbol;
decreases are shown with a minus (-) symbol.
Actual
Displays the actual amount of the forecast
component. (ex. if Net Sales was forecasted as
$5750 and Net Sales was $7,000. $7000 is the
“Actual”)
Rating
Displays the rating, based on the configuration of
percentages in the Forecast Performance section of
Forecasting Admin
Reason
Displays a reason if the rating displayed requires a
reason.
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ADD ADJUSTMENTS
Add adjustments to the generated forecast.
Field
Description
Reason Category
Select a reason category for the adjustment. Reason
categories are configured via Human Resource |
Admin | Forecasting.
The reason category selected will be shown in the
display area.
Reason
Select a reason for the adjustment. Reasons are
configured via Human Resource | Admin |
Forecasting
The reason selected will be shown in the display
area.
Adjustment %
Adjustment
Enter a percentage amount or a monetary amount by
which to adjust the component. Enter a minus sign
before Adjustment %/Adjustment to produce a
decreased forecast
These fields are connected; if you enter a value in
the Adjustment % field, the Adjustment Amount
will update, and vice versa.
Any adjustments will be shown in the display area.
NOTE: If you adjust one component, any components with a linked
relationship will also update; for example, if Net Sales and Discounts have a
1-to-1 relationship, meaning that whatever amount/percentage Net Sales is
adjusted, Discounts will be adjusted by the same, then, when you enter a
15% adjustment for Net Sales, Discounts will also be adjusted by 15%. This
relationship is established in Forecast Profiles. If there is no relationship(s),
then only the one forecast component will update.
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Comment
Enter a comment to explain the adjustment if
necessary.
Any entered comments will be shown in the display
area.
Save
Select this button to save an adjustment to a forecast
component
Component
Displays any forecasting component that has been
updated/adjusted.
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Field
Description
Scope
Displays the date a forecasting component was
updated
Delete
Select this button to delete an adjustment to a
forecast component.
GENERAL INFORMATION
Any information pertaining to forecast generation will appear in this area:
EVENTS LOG
Events information will appear in this area:
Enabling VIEW/ADJUST A FORECAST (BASIC VIEW)
1. Navigate to Forecasting | Forecast | View or Adjust Forecast
2. Select Current Week Forecast or Next Week Forecast
Note
Adjusting a forecast has the same steps for current week and
next week.
3. Use the filters to locate the day/week that needs to have the forecast adjusted
4. Select the forecast component to be adjusted from the View All Components
are
5. Select a Reason Category, Reason, enter Adjustment %/Adjustment and click
Save
6. Select Submit from the top menu bar to wait for Approval
VIEW FORECAST INFORMATION (BASIC VIEW)
1. Navigate to Forecasting | Forecast | View or Adjust Forecast
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2. Select Current or Next Week
3. Modify all the parameters and filters as needed
4. Select Forecast Information from the top menu bar; a page similar to the
following will appear:
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You may select the forecast components to see the data used to generate the
forecast.
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The Advanced view shows more information than the Basic View. On the
Advanced page, you will see
Note
If more than one profile is assigned to location/revenue
center, then the Advanced View must be used.
SCREEN DESCRIPTION - ADVANCED VIEW
You may use the functions on the top menu bar to carry out the following actions
(some of the functions are identical to those in the Basic View):
Š Submit - select this button to submit the forecast for approval
Š Forecast Information - select this button to view the data used to generate the
Š
Š
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Set Default View - select this button to set the current view as the default view;
this view will be displayed to you every time you access this area
Save - select this button to save the current configuration
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Š Revert - select this option to revert back to the original, unedited forecast (ex. if
Š
Š
Š
Š
you update the Discounts component, but then change your mind, you may
select this option to reset the changes back to the original)
View Event - select this option to view any events that will affect the forecast in
a separate pop-up window
Audit Log - select this option to open a log of any audits/changes that may have
been applied to the generated forecast
Cancel - select this button to cancel/quit your tasks without saving
Help - select this button to launch the help file
The Advanced View page is divided into three sections:
1. Select Parameters area
2. Select Filters
3. View All Components
Due to the amount of information on this page, the Basic View will be examined
based on the sections listed above.
SELECT PARAMETERS
Specify the search parameters to locate the desired forecast:
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Field
Description
Week
Enter/Specify the week for the forecast you want
to view/adjust
Location
Select the location for the forecast you want to
view/adjust
Revenue Center
Specify the Revenue Center for the generated
forecast you want to view/adjust
Forecast Profile
Select the Forecast Profile for the generated
forecast you want to view/adjust
Display
After all configurations have been made, click
this button to see the generated forecast
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SELECT FILTERS
Further define the generated forecast you would like to see by selecting filters:
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Field
Description
Forecast Component
Select a forecast component from the drop-down list
(ex. Net Sales, Discounts, etc.)
Order Type
Specify the order type (dine in, carry out, etc.)
Major Group/Family
Group/Menu Item
Specify the Major Group/Family Group/Menu Item
for the generated forecast you would like to view/
adjust
Display
After all configurations have been made, click this
button to see the generated forecast
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VIEW ALL COMPONENTS
You will be able to view/adjust the forecast based on the criteria entered in the
Parameters and Filters section. You may “drill down” on Component Types to see
day parts, hours, and fixed periods:
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Field
Description
Adjust Absolute
Value
Enable this option to edit fields in the forecast
display grid to change/update values. The values in
the fields will be displayed as whole values. You
will be required to save updates when moving from
grid to grid.
Adjust Percentage
Value
Enable this option to edit fields in the forecast
display grid to change/update percentages. The
values in the fields will be displayed in their
percentage format. You will be required to save
updates when moving from grid to grid.
Forecast Component
Displays the name of the forecast component. You
may drill down on the forecast type to reveal day
part, hours, and fixed period information
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Field
Description
Days of the Week
Forecast component information is displayed by day
first. You may drill-down on the forecast
components to see day part, hour, and fixed period
information.
Total
Displays the total for the forecast component for the
entire week.
Enabling VIEW/ADJUST A FORECAST (ADVANCED VIEW)
1. Navigate to Forecasting | Forecast | View or Adjust Forecast
2. Select Current Week Forecast or Next Week Forecast
Note
3.
4.
5.
6.
7.
Adjusting a forecast has the same steps for current week and
next week.
Select the parameters to locate the appropriate generated forecast
Modify the filters to further locate the appropriate generated forecast
Specify Adjust Absolute Value or Adjust Percentage Value
Modify the fields of the forecast as needed
Select Submit from the top menu bar to wait for Approval
VIEW FORECAST INFORMATION
Follow the same steps for View Forecast Information for a Basic View, only select
Advanced View.
Other Forecast
Functions Generate Manual
Forecast
In Other Forecast Functions, you have the ability to manually generate a forecast.
Organization’s may want to enable this option so that in the event of an emergency,
a manual forecast can still be generated.
When a forecast is generated manually, it may only be generated for a 7-day period.
For example, an organization do allows for automatically submitted forecasts, but
does not allow for automatic approval. This same organization permits manual
forecast generation (all these options are configured in Forecast Profiles). The
business week for this location runs from Monday through Sunday, and typically
forecasts for the upcoming business week are generated the Thursday, before the
start of the business week. The manager in charge of generating the forecast has
been sick and the forecast never got approved. On Tuesday, when the manager
returns, he sees that the forecast is in “Generated” status. When the manager
attempts to approve the forecast, he will only be approving the forecast for the
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remaining days of the business week since the business week has already started
and he cannot go back and “un”generate past information. The forecast will only be
manually generated for the remaining days of the business week, Wednesday
through Saturday, overwriting the old auto-generate forecast; therefore, both an
automatic and manual forecast will exist for this week.
Manual forecasts can be generated for any week in the future. For example, a
forecast may be generated manually from March 1, 2012 for 8 weeks. The data
used to generate the forecast, however, will be based on the current available fixed
period data of the business week/day, be if for inventory, staffing, or scheduling
purposes.
SCREEN DESCRIPTION
The following is an overview of the features and functionality you will find on the
Generate Manual Forecast page:
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Field
Description
Location
Select the location to generate a manual forecast
Revenue Center
Select the revenue center to generate a manual
forecast
Number of Weeks to
Generate Forecast for
Enter the number of weeks to generate this manual
forecast
Forecast Start Week
Specify the start week for this manually generated
forecast
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Enabling GENERATE A MANUAL FORECAST
1. Navigate to Forecasting | Forecast | Other Forecast Functions | Generate
Manual Forecast
2. Select the Location, Revenue Center, specify Weeks to Generate For, and the
Forecast Start Week
3. Generate
Forecast Forecast Approval and Rejection is critical to the Forecasting Application. From
Approval/ this section, users will have the ability to review forecasts by status and determine
Rejection whether the forecast should become effective or if it needs to be reviewed and
updated.
There are four possible statuses that can be assigned to a forecast:
1. Generated - a generated forecast is one that has been generated by the system,
but has yet to have been approved/rejected
2. Pending - pending implies that part of the forecast has been approved and the
total approval/rejection is pending, or “almost completed”
3. Approved 4. Rejected Whenever a forecast is approved or rejected for a location, all revenue centers
beneath that location will reflect the same status. If, within an organization,
multiple revenue centers exist and one revenue center’s forecast is approved before
another revenue center’s forecast is approved, then the yet-to-be-approved forecast
will be assigned “Pending” Status.
Users with high privilege levels may have hundreds of locations and RVCs with
forecasts which they must maintain. myLabor has made the process of locating
forecasts which have yet to be reviewed. You can quickly identify forecasts which
need to be addressed since, unless all RVCs under a location level have the same
status assigned, the location’s status will display “Pending”. If a location with
twelve RVCs has nine RVCs “approved” and three “rejected”, manager can quickly
locate these RVCs and inspect them to determine what the possible problem may
be. This means that you will not need to expand every tree level searching for
overlooked forecasts. Rather, you can display the unresolved forecasts quickly and
easily.
The approval/rejection is not available at a forecast component level, nor is it
applicable at an organizational level.
Approved forecasts will be “locked”, meaning it is only able to be edited by an
appropriately privileged user. If this forecast would need to be edited, an
appropriately would need to update the status from Approved to Rejected, and then
edit the forecast as usual through the View or Adjust Forecast option. Once all
updates have been made, the forecast can be re-submitted for approval.
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Rejected forecasts will be “kicked back” so that they may be updated and resubmitted. Use the View or Adjust Forecast option edit the forecast.
SCREEN DESCRIPTION
When you first access the Approve/Reject a Forecast page, depending on your
privileges, you may have the ability to select the date, component, and status.
In the top menu bar, you will see Apply and Save functions. When you are working
with multiple forecasts, it is a good idea to save your updates. When you are ready
to process your Approvals/Rejects, then you should click Apply.
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On the screen shown above, select the component and the status. Possible statuses
include Pending, Approved, or Rejected. Select the Display button to reveal the
following:
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Field
Description
Locations/Revenue
Centers
Displays the names of all locations and revenue
centers; select the red triangle to the left of the
name to expand the location/RVC tree structure.
Only those locations/revenue centers for which the
user has rights will be displayed.
Days of the Week
Displays each day of the week
Weekly Total
Display the weekly total of that location/revenue
center for that component.
Adjust %
Displays the total percentage of adjustment applied
to the weekly total.
Status
Use this drop-down list to assign the appropriate
status to the forecast:
Š Pending
Š Approved
Š Rejected
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Forecasts for locations and RVCs which have had manual adjustments applied to
them may be evaluated on this page as well, . If you ever notice any values next to
the locations/revenue centers which are displayed as links, you may click them to
display adjustments:
Highlighting the row will enable the Edit Adjustment link to the right and direct the
user to the basic forecast view screen where, barring appropriate privilege levels,
he/she may update the forecast.
Enabling APPROVE/REJECT A FORECAST
1. Navigate to Forecasting | Forecast | Forecast Approval/Rejection
2. Use the available filters to locate forecasts in need of approval/rejection
3. Using the drop-down list in the column closes to the right, approve or reject the
forecast:
4. Select Apply from the top menu bar
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Events
Included with the module is a scalable Events tool that allows corporate operations
and marketing managers to plan promotions and events at an enterprise wide level
or for a single location with impact analysis reporting. Events are occurrences that
might affect business trends. By scheduling events, restaurant managers can plan
for and incorporate unique happenings into forecasts to calculate their impact upon
business trends.The Events feature analyzes data from years gone by or from
selected days with the intent of generating an accurate forecast for a non-standard
day.
Events
Features From within Events, you have the ability to establish Event Definitions, as well as
assign those Event Definitions to an Event Calendar:
Event Definition In Event Definition, you are creating the types of events that may affect an
organization. In a way, they are similar to Forecast Profiles. Many times the same
events affect the sales for a location. For example, there is no need to set up a
profile to indicate that New Years Eve suffer from decreased sales every year.
Perhaps a location has decided to have a special New Years Eve celebration and
offers food and drink at a discounted price, with a champagne toast at midnight the Event Definition could be created and applied to all locations offering this
special. Or perhaps a national chain offers free ice cream desserts to kids under 12
for the month of May, with the caveat “at participating locations”. If all the
Pennsylvania locations decide to not offer this promotion, the Event Definition
could be configure to not apply at Pennsylvania locations.
When creating an event definition, event definitions must be classified as one of the
following:
1. Open/Close Location
2. Other
3. Promotional
OPEN/CLOSE LOCATION
Open/Close Location Events are able to identify the amount of revenue a location
may incur based on the opening or closing of another location. For instance, an
organization of quick service restaurants has three locations in a busy metropolitan
area. They decide to open another location, bringing their location to a total of four
restaurants. The Open/Close Location Event Type can be used to forecast the
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amount by which the three existing location’s revenue might decrease as the result
of a new location. This same Event Type can be used for closing locations as well.
For the same organization, they decide to close one of their four restaurants. The
Open/Close Location Event Type can be used to predict the amount by which the
revenue of the remaining new locations may increase.
OTHER
“Other Event Types” has been designed for events that do not tend to be considered
Open/Close or Promotional. Sometimes they can be regular events, like sporting
events or holidays. For example, Christmas Eve, which might have a very busy
early dinner, but tend to drop off early since many families are settling in for the
evening and partaking in traditional Christmas Eve activities, like trimming a
Christmas tree or attending an evening church service. Events like these can
drastically affect what type of sales a location might incur, as well as whether or not
too much (or not enough) labor hours have been accounted for.
Christmas Eve is a regular event and will occur every year on December 24. Of
course, Christmas Eve during the day may account for increased sales, with last
minute shoppers out-and-about, stopping in for a quick bite to eat before continuing
on to finish their shopping. Likewise, generated forecasts can take both the day as
well as the day parts into consideration when trying to create the most accurate
forecast.
PROMOTIONAL
Promotional events can be any type of event the location or the organization is
advocating to bring in business. Promotions include items like coupons, 15% senior
discounts, all you can eat specials, happy hour specials, etc. Organizations and
locations can decide for themselves what types of promotions they will be
supporting. For example, an organization may have recently opened a new location.
As a promotion, the organization has created a coupon that gives a guest 1 free cup
of coffee, regardless of which location he or she goes to for redemption.
Promotions like this can seriously affect forecasts.
CALCULATION TYPES
When creating events, users have the ability to specify how historical or actual data
will affect the outcome of the event. These options are:
Š Use Historical Impact to determine Future Impact
Š Use Historical Impact only if event is same day of week
Š Use Estimated Impact for All Future Events
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These options are located on the Add/Edit page:
USE HISTORICAL IMPACT TO DETERMINE FUTURE IMPACT
This option states that the actuals generated from the first or previous application of
this event should be used to determine the forecast for the “next time” the event is
applied.
For example, a county basketball championship is being played the first week of
March and a pizzeria is running a promotion where attendees of the event can
present their ticket and receive half off on a large pizza. On the first date, March 1,
no modifications are applied to that day’s forecast at the pizzeria. Games ended at
6:00PM; afterward, the pizzeria experienced a significant increase in sales. On
March 3, the Forecasting engine refers to the historical data, i.e., the March 1, to
identify variances between actuals and forecasted data for every forecasted
component. The Forecasting Engine identifies that the forecasted net sales was
$200, but the actual net sales ended up being $240, an impact of +20%. Therefore,
for March 3, the Forecasting Engine “predicts” that net sales will be up 20%. For
the next day, March 7, the Forecasting Engine will apply the same calculations to
generate a forecast. However, for March 3, the forecast will be generated using data
from both March 1 and March 3. If, on March 3, the net sales dropped off a bit;
rather than the forecasted $240, the actuals came in at $228, which is a decrease in
percentage sales by 5%. Therefore, when the Forecasting Engine generates the
forecast for March 3, it will take the March 1 and March 3 and create a forecast
based on both day’s date. Therefore, the forecasted net sales for March 7 would be
$230.
USE HISTORICAL IMPACT ONLY IF EVENT IS SAME DAY OF WEEK
If Use Historical Impact to Determine Future Impact is enabled, users may also
enable Use Historical Impact only if Event is Same Day of Week. This will cause
the event information affect forecasted data, so long as the event shares the same
day of the week. For example, a location may run a promotion during the
summertime offering 2 lb. steamed lobsters for 9.99 every Tuesday. Since
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Events
Historical Impact to Determine Future Impact is enabled, the forecast will always
take the event information and build upon itself to generate as accurate a forecast as
possible.By stipulating “Historical Impact only if Event is Same Day of Week”,
causes forecasted information to only generate increase/decrease in Forecast
Components for Tuesdays, the day the event promotion is configured to run. The
event information will only be applied to those Tuesdays.
USE ESTIMATED IMPACT FOR ALL FUTURE EVENTS
Enabling the Use Estimated Impact for All Future Events gives the user the ability
to estimate and establish the percentage by which selected Forecast Components
will be affected.
This option allows you to specify the percentage of increase/decrease to adjust a
selected Forecast Component. This option ignores historical data and simply
applies the amount entered into the field.
For example, a restaurant defines the net sales component to increase by 10%.
Typical net sales on a Friday night are $2500. The forecasted amount will be the
$2500 plus the 10%, ergo $2750. The restaurant’s actuals for Friday night were
$3000, higher than the forecasted amount. The following week, the restaurant
would like to apply the same 10% fixed amount to the net sales component.
However, this time, although the same 10% is being applied, it is being applied to
the $3000; thus, the projected net sales for the evening is $3300.
This event can be interpreted as a “one time only” event. Although you may
configure and re-apply the event as often as you would like, it is designed to impact
a forecast once and then become inactive. This is why there is no expiration date
associated with the option. Also, you may add/delete as many Forecast
Components as necessary to generate an accurate forecast
SCREEN DESCRIPTION
The first page of the Event Definition module is an overview page. You may use
this page to search for and filter results in order to locate and view Event
Definitions. After clicking Add from the top menu bar or selecting an Event
Definition and clicking Edit, you will be able to input/view detailed information on
the second page of the Event Definition module.
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EVENT DEFINITION OVERVIEW PAGE
EVENT DEFINITION ADD/EDIT PAGE
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Field
Description
Event Name
Enter the name of the event
Description
Enter a brief description of the event
Event Type
Select one of the three event types to classify this
event
Hierarchy
Specify the hierarchy
Options are populated from mymicros.
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Field
Description
Category
Specify the category
Options are populated from mymicros.
Sub Category
Specify the sub-category (optional)
Calculation Type
Specify the calculation type
Use Historical Impact
to determine Future
Impact
Enable this option to use the actual data when this
event was initially launched to calculate the data for
the proposed event
Use Historical Impact
only if event is same
day of week
If you have selected “Use Historical Impact to
determine Future Impact”, you may select this option
to only generate event forecasts for events falling on
the same day of the week.
Expiration Date
Use the calendar icon to enter an expiration date if
“Use Historical Impact only if event is same day of
week” has been selected (optional)
Use Estimated
Impact for All Future
Events
Enable this option to define a percentage of increase/
decrease to components to estimate outcomes
Add
If “Use Estimated Impact for All Future Events” has
been selected, click this button to begin adding
forecast components and their estimated impact
percentage of -100% to +1000.
Delete
Delete Forecast Components assigned using “Use
Estimated Impact for All Future Events”.
This option only appears if there are Forecast
Components that have been modified.
SCHEDULE EVENTS PAGE
The Schedule Events page is used to assign Event Definitions to existing locations
and revenue centers. There are three tabs on the Schedule Events page:
1. Assign to Location
2. Select Dates and Times
3. Events Calendar
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Assign to Locations Tab
You may select the locations to which the Event Definition will be assigned. You
may use the Select View drop-down to view by Locations or Revenue Centers. You
may want to assign a promotion to only a revenue center (ex. Happy Hour in the
“Bar” only):
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Select Dates and Times Tab
After locations/revenue centers have been selected, you may set up the dates and
times for the Event Definition to take place using the Select dates and Times Tab.
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Field
Description
Start/End Time
Specify the start and end times for the Event
Definition to be effective at this location/revenue
center
Start/End Date
Enter a start and end dates for the Event Definition
to be effective at this location/revenue center
Start Date must be some time in the future
All Day Event
Enable this option if the Event Definition will be
effective for the entire day
Recurrence Pattern
Specify the recurrence pattern, or “how often” this
Event Definition will be in effect: Daily, Weekly,
Monthly, Yearly. Depending on recurrence pattern
selected, additional frequency information will
need to be entered.
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EVENTS CALENDAR
You may select the Events Calendar tab to see how the event will appear on a
monthly view calendar. You may save, edit, or delete entries on this calendar. You
may also access the Events Calendar by navigating directly to it using Forecasting |
Events | Event Calendar.
For more information on the Event Calendar, please refer to “Event Calendar” on
page 220.
Enabling CREATE AN EVENT DEFINITION
1. Navigate to Forecasting | Events | Event Definition | Add
2. Enter the Event Name, specify the Event Type, Hierarchy, Category, and
Calculation Type
3. Save
SCHEDULE AN EVENT DEFINITION
You may schedule an existing Event Definition or a newly created Event
Definition. For existing Event Definitions:
1. Navigate to Forecasting | Events | Event Definition
2. Search for and highlight an Event Definition
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3. Click Schedule Event
4. Assign the Event Definition to a Location/Revenue Center and configure the
Frequency information
Note
You may select the Event Calendar tab to view your event in
monthly calendar format.
5. Click Save from the top menu bar
To schedule a new event:
1. Navigate to Forecasting | Events | Event Definition | Add
2. Enter the Event Name, specify the Event Type, Hierarchy, Category, and
Calculation Type
3. Click the Schedule Event button
4. Assign the Event Definition to a Location/Revenue Center and configure the
Frequency information
Note
You may select the Event Calendar tab to view your event in
monthly calendar format.
5. Click Save from the top menu bar
Event Calendar
You can decide how you would like to be able to view your events. Forecasting
offers the ability to view events in a calendar like format or in a list format. When
viewing events via the calendar format, you will be able to see the ranges by which
an event is intended to last.
The Events Calendar offers the user a place to view all regular and promotional
events in a calendar like format. Filters can be used to reduce the number of shown
on the calendar, by giving you the ability to view events by Event Definition. The
Events Calendar provides the ability to glance quickly at an upcoming month and
be able to prepare accordingly.
The Event Calendar may be displayed one of two ways, either creating an Event
Definition, then move to the Event Calendar using the Schedule Button, or
accessing the Events Calendar using the link from the Main Menu. For more
information on scheduling an Event Definition, please refer to “Event Definition”
on page 211.
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Events
Within the Events Calendar feature, you will be able to add new events to the
calendar for you or others to see.
SCREEN DESCRIPTION
On the surface, this calendar looks relatively straightforward. However, you my
perform scheduling tasks to help streamline the Event Forecasting process. There
are two basic section to the Event Calendar screen:
1. Event Filter
2. Days of the Month
EVENT FILTER
In the Event Filter, you can perform simple functions to filter Event Definitions on
the Calendar:
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Field
Description
Event
Use this drop-down list to select only one event to
see
Location/Revenue
Centers
Click the Select button to open a pop-up window
where you can select how you wish to view the
event
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Field
Description
View button
This button becomes active only after you have
filtered your selections. It will display the
location(s) being viewed.
Arrow Buttons
Use these arrow keys to go forward and backward in
the calendar
Action
After selecting events on the calendar, you may use
this drop-down list to edit or delete events
DAYS OF THE MONTH
The days of the month show individual days and the events that occur on them.
You may select events for editing and deletion by checking the box next to the
event name and then selecting Edit (updating start/end time) or Delete from the
Action drop-down list:
Note
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You may only edit one type of Event at a time.
You may delete more than one type of Event at a time.
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Days of the month with many events may not be able to display all events. You may
click the “more...” link to see all events on the day of the week by 15-minute fixed
periods:
**this image has been cropped to show page detail**
Enabling EDIT AN EVENT
You may edit events in either of the two Event Calendar screen layouts. To edit an
event from the month view:
1. Navigate to Forecasting | Events | Event Calendar
2. Select the checkbox next to the event to be edited
Note
Remember! You may only edit one type of event at a time.
3. Specify new start/end times for the event
4. Click Save from the top menu bar from the pop-up window
The Event Definition will be updated with the new times. To edit the Event from a
fixed period screen layout:
1. Navigate to Forecasting | Events | Event Calendar
2. Select the “more...” link to access the fixed periods for that days events
3. Select the checkbox next to the event to be edited
Note
Remember! You may only edit one type of event at a time.
4. Specify new start/end times for the event
5. Click Save from the top menu bar from the pop-up window
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DELETE AN EVENT
You may edit events in either of the two Event Calendar screen layouts. To edit an
event from the month view:
1.
2.
3.
4.
Navigate to Forecasting | Events | Event Calendar
Select the checkbox(es) next to the event(s) to be deleted
Use the Action drop-down list to select delete
Select OK from the confirmation dialog box
The Event Definition will be deleted. To delete the Event from a fixed period
screen layout:
1.
2.
3.
4.
5.
Navigate to Forecasting | Events | Event Calendar
Select the “more...” link to access the fixed periods for that days events
Select the checkbox(es) next to the event(s) to be deleted
Use the Action drop-down list to select delete
Click OK from the confirmation dialog box
USING THE VIEW BUTTON
1. Navigate to Forecasting | Events | Event Calendar
2. Select the Select button next to Location/Revenue Center, a page similar to the
following will appear:
3. Select the view, then select appropriate locations/revenue centers; click Apply
You will then be able to use the View button to see the locations/revenue centers
being displayed on the calendar:
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Staffing
Description
Staffing
Description
Staffing Profiles
Features Within the Staffing Profiles sections, you can define as many staffing profiles as
needed and assign those profiles to the appropriate organization level:
Staffing Profile Creating a complete Staffing Profiles is a 2-step process. Firstly, the profile itself
Creation must be defined. Secondly, jobs must be assigned to the staffing profile.
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Staffing Profiles
SCREEN DESCRIPTION
The following describes the fields and features you will find on the Staffing Profile
Overview screen:
Field
Description
Staffing Profile
Displays the name of the Staffing Profile
When selected, any assigned jobs will be displayed.
Selecting a job will cause different options on the
top menu bar to be displayed.
Description
Displays a breif description of the Staffing Profile
Active
A check in this columns signifies the status of the
Staffing Profile as Active.
Top Menu Bar
The top menu bar on the Staffing Profiles Overview screen has a number of options
that are greyed out, depending on which option is selected. For creating a new
staffing profile, only Add, Edit, Delete, Add Job, Cancel, and Help are available. If
you have highlighted a job, then Add Job, Edit Job, Delete Job, View Job, Cancel,
and Help are available.
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Staffing
Staffing Profiles
The following describes the fields and features you will find on the Add Job, Edit
Job, and View Job screens of the Staffing Profile module. Note the Staffing Profile
information displayed at the right of the screen:.
Field
Description
Job Category
Use this drop-down list to specify the job category
Labor Category
Use this drop-down list to specify the labor category
Method
Use this drop-down list to define the parameters by
which this job’s needs will be determined. Options
include General Step, Productivity, Shift, Fixed
Resource, and Recipe.
Job Code
Use this drop-down list to specify the job code
Labor Description
Enter a brief description of this job with respect to
the Staffing Profile.
Staffing Profile
Details
This information is displays the Staffing Profile
being added/modified
Assign Profile to
Organization Level
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Staffing Administration
SCREEN DESCRIPTION
The following describes the fields and features you will find on the Assignment to
Organization Level screen:
Field
Description
Location Name
Select the location to begin assigning profiles.
Selecting the little red triangle next to the location
name will reveal a drop-down list of any available
revenue centers.
Seed
Click this icon if you would like to assign the data
from another RVC/Location. This data will provide
information for that location to base its forecasts.
This option will typically apply to a new location
that has no existing data.
Link
Enable this option to update all profiles when an
adjustment is made to one profile. For example, if
discounts is updated for Profile 3, all other existing
profiles with discounts will updated respectively.
Primary Profile
Assign a Primary Profile to the RVC/Location
Profile 2-4
Assign a profile to the RVC/Location (optional)
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Administration
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Staffing
Staffing Requirements
Features
Station/Section
Definitions
Assign to
Organization Level
Assign Skill Levels to
Staff Requirements
Staffing
Requirements
Features
General Manual Staff
Requirements
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Staffing Requirements
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myLabor Reports
Overview
myLabor Reports
Overview
myLabor Reports show human resources and general earnings information. Report
availability is dependent on user privilege. For example, a user with system
administrator privilege level could be able to view all employee phone listings from
the Employee Phone List, but a store manager privilege level could see only those
employees who worked at the store where the manager has access.
Generally, all myLabor users have access to myLabor Reports.
myLabor Reports can be accessed and viewed by navigating to Reports | More
Reports... | myLabor Reports.
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Standard myLabor Reports
Employee Phone List
Standard myLabor Reports
Employee Phone
List
This report creates a list of employee phone numbers, but leaves out otherwise
sensitive human resources information, such as Social Security Number or address.
This report displays alphabetically by the employee's last name and only active
employees will be included on the list (i.e., leave of absence status or terminated
employees will not be displayed). This report is sortable by location. An employee
with an unlisted number is displayed by a string of X's.
TEMPLATE
Š EmpPhoneList.xml
EXAMPLE
Employee
Turnover
Field
Description
Payroll ID
Displays the employee payroll identification number
Employee Name
Shows the employee name, last name first, then first
name
Phone Number
Displays the employee phone number - note the X's
where no phone number is entered
Home Store
Location
displays the home store location
This report provides information about employees length of employment as well as
all new hires and terminations. This report can be used by managers to evaluate
turnover rate.
TEMPLATE
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Standard myLabor Reports
Employee Turnover
Š EmpTurnOver.xml
EXAMPLE
Field
Description
Quit
Layoff
Discharged
Transferred
Average Tenure of
Employees
Payroll ID
Employee Name
Primary Job
Hire Date
Rehire Date
Termination Date
Status
Reason
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Standard myLabor Reports
HR Employee Master
HR Employee
Master
The HR Employee Master Report displays an overview of all employee information.
Employees are listed alphabetically by last name as default. The list may be resorted
by using the arrow that appears when hovering the mouse over one of the column
titles.
TEMPLATE
Š HREmpMaster.xml
EXAMPLE
Field
Description
Payroll ID
Employee Name
Phone Number
SSN/SIN
Job Code
Location
Primary Job
HR Employee
Master Pay Rate
This report generates a listing of employees with social security number, payroll ID,
jobs and pay rates.
TEMPLATE
Š HREmpMasterPayRate.xml
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HR Employee Master Pay Rate
EXAMPLE
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Field
Description
Payroll ID
Displays the payroll ID number
Employee Name
Displays the employee name; format: last name,
first name
Phone Number
Displays the employee’s phone number
SSN/SIN
Displays the employee’s social security number or
social insurance number
DOB
Displays the employee’s date of birth
Job Code
Displays all job codes the employee has ever
worked
Location
Displays the location where the employee works;
since multiple locations may be added to one
employee, multiple locations can be shown here
Primary Job
Specifies which job is considered the employee’s
primary job by displaying “Yes”; it is possible for
an employee to have more than 1 primary job if it
is differentiated by location
Regular Pay Rate
Displays the regular pay rate for the employee
Overtime Pay 1
Displays the first level of overtime pay based on
the employee’s regular pay rate
Shown as Time and a Half in example above
Overtime Pay 2
Displays the second level of overtime pay based
on the employee’s regular pay rate
Shown as Doube Time in example above
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Standard myLabor Reports
HR Document Expiration Report
HR Document
Expiration
Report
Field
Description
Overtime Pay 3
Displays the first level of overtime pay based on
the employee’s regular pay rate
Shown as Overtime Pay 3 in example above
Overtime Pay 4
Displays the first level of overtime pay based on
the employee’s regular pay rate
Shown as Overtime Pay 4 in example above
This report is used to anticipate and plan for updating employee I-9 forms, Driver
information, Job Certification, Evaluation, Age Certificate and Work Permit
information. It prints alphabetically by the employee's last name.
TEMPLATE
Š
EXAMPLE
Employee Job
Summary Report
Field
Description
Payroll ID
This field displays the employee payroll ID
number
Name
This field displays the employee’s name
Alien Admission
Number
This field displays the Alien/Admission Number
Expiration Date
This field displays the date the employee’s I-9
information expires
Home Store Location
This field displays the employee's home store
The information on this report allows a user to analyze scheduling and wages of
employees. For example, by reviewing this report, it could be discovered that too
many employees have been scheduled in one labor classification and not enough in
another. This report can be filtered by location, date, and revenue center.
To use this report, you must first select a location for which you want the
information to appear. The maximum number of locations you can search is one.
TEMPLATE
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Employee Job Summary Report
Š EmployeeJobSummary.xml
EXAMPLE
Field
Description
Employee/Job Code
Displays the name and number for the job position
Payroll ID
Displays all regular hours worked for the specified
job code
Hours Worked
Regular Hours
Displays all regular hours worked for the specified
job code
Overtime Hours
Displays all overtime hours worked for the specified
job code
Total Hours
Displays all hours (regular hours + overtime hours)
% of Total Hours
Calculates the percentage of net sales with respect to
the amount spent on labor
Labor Cost
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Regular Pay
Displays all regular pay for regular hours worked
Overtime Pay
Displays all overtime pay for regular hours worked
Total Pay
Displays the total amount the employee was paid
(regular pay + overtime pay)
% of Total Pay
This percentage is the ratio of pay the employee
received with regard to all pay that was distribute by
that location to its employees
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Standard myLabor Reports
Employee Earnings Summary Report
Employee
Earnings
Summary Report
The Employee Earnings Summary report allows managers to view labor information
such as hours worked, labor costs, and commissions by employee on a weekly basis.
TEMPLATE
Š EmpEarningsSummary.xml
EXAMPLE
Job Code
Summary Report
The Job Code Summary report combines all hourly work and labor costs by job
codes. So, rather than sorting employee hours and pay information by employee, this
report organizes its information by the actual job. It also summarizes total along the
bottom of the report.
TEMPLATE
Š JobSummary.xml
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Standard myLabor Reports
Job Code Summary Report
EXAMPLE
Field
Description
Job Code
Displays the name and number for the job
position
Hours Worked
Regular Hours
Displays all regular hours worked for the
specified job code
Overtime Hours
Displays all overtime hours worked for the
specified job code
Total Hours
Displays all hours (regular hours + overtime
hours)
Labor Cost
Regular Pay
Displays all regular pay for regular hours
worked
Overtime Pay
Displays all overtime hpay for regular hours
worked
Total pay
Displays all pay (regular pay + overtime
pay)
% of Total
Calculates the percentage of net sales with
respect to the amount spent on labor
Labor/Sales
Calculates the total pay with respect to the
sales
Avg Hourly Pay
Displays the average hourly pay by job code
Bottom Section
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Net Sales
Displays total net sales for the location(s)
Total labor
Displays the total amount spent on labor for
the location(s)
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Tip Exception Report
Tip Exception
Report
Field
Description
Total Time
Displays the total number of hours worked
by all job codes at the location(s)
Avg Hourly Pay
Displays the overall average hourly pay for
all job codes
Labor Cost (% Net
Sales)
Displays the calculation of amount spent on
labor with respect to net sales
Sales per Labor Hour
Displays how much product was sold in
comparison to all labor hours worked
In restaurants with tipped employees, where combined earnings average out to
below minimum wage during a single payroll period, the employee must make up
the difference. The Tip Exception Report shows instances where the employer must
compensate employees who have fallen below minimum wage.
TEMPLATE
Š TipExceptions.xml
EXAMPLE
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Field
Description
Payroll ID
Displays the employee’s Payroll ID number
Employee/Job Code
Displays the employee name, last name + first
name. Job Code information is displayed below
the employee’s name.
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Standard myLabor Reports
Tip Exception Report
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Field
Description
SSN/SIN
SSN/SIN - Displays the employee’s social
security number. Non-privileged users will see
this field displayed with a series of asterisks (*).
Hours
Shows the number of hours worked per job
Pay
Shows the amount compensated to the employee
for the hours worked
Service Charge
Displays any service charges applicable to the
employee
Tips
Shows how much the employee has claimed in
tips (indirect and direct)
Minimum Wage
Displays the current minimum wage for that
employee for the job code worked
Short
Shows how much “short” the employee is from
earning the equivalent to the minimum wage per
hours worked.
This amount is the amount the employer owes to
the employee.
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Appendix A: Configuration Directory
Basic Administration
Appendix A: Configuration Directory
Search for a myLabor Configuration below. Topics are arranged by module.
Basic Administration
Define myLabor User Privileges .............. 15
Assign Reports .......................................... 17
Human Resources Administration
Configure an Organization........................ 22
Download a Template ............................... 23
Upload a Template .................................... 24
Create a Time Card Adjustment ............... 28
Create an Employee Termination Code.... 29
Create LOA and Days Allowed Reason
Code.................................................... 29
Create Availability Requests..................... 29
Create a Pay Rate Change......................... 30
Create Forecasting Reason Code .............. 30
Create Forecasting Reason Category ........ 30
Create Other Pay Reason Code ................. 31
Establish an Employee Change Tracking
Record................................................. 34
Define a Restaurant’s Skill Levels ........... 35
Modify an Existing Employee’s Skill
Level ................................................... 35
Create a Job Definition ............................. 40
Assign to a Location ................................. 41
Define a Child Labor Law ........................ 44
Set Minimum Wage and/or Tip Credits ... 47
Configure Employee Availability ............. 49
Setup Store Work Hours ........................... 53
Assign Store Work Hours to Locations .... 53
Enter a School District .............................. 56
Assign a School District to a Location ..... 56
Create a School Calendar.......................... 56
Add a Vacation Day to a School
myLabor Feature
Reference Manual
Calendar .............................................. 56
Link a School District to an Employee..... 57
Create Payroll Banks................................. 60
Assign a Payroll Bank to Location ........... 60
Link an Employee to a Payroll Bank ........ 61
Create Job Category .................................. 63
Link a Job Category to a Job
Definition ............................................ 63
Create a Labor Category ........................... 66
Link a Labor Category .............................. 66
Employee Configuration
Enter a New Employee ............................. 88
Enter a Transferred/Borrowed Employee . 89
Update an Employee’s Hire Status ........... 89
Terminated Employee ............................... 90
Leave of Absence (LOA) Employee......... 90
Rehire a Terminated Employee................. 90
Update Employee Job Codes and Pay
Rates.................................................... 91
Human Resources (HR) Interface
Download/Upload the Employee Enterprise
Template ............................................. 98
Payroll Preprocessing Administration
Configure the Organization for Payroll .. 102
Create a Labor Pay Rule & Assign an
Overtime Rule................................... 107
Configure an Labor Pay Overtime Rule . 108
Create a Labor Pay Overtime Rule ......... 111
Link a Labor Pay Overtime Rule to a
Labor Pay Rule ................................. 111
Define Premium Pay ............................... 119
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Appendix A: Configuration Directory
Payroll Preprocessing
Define Premium Pay ............................... 119
Assign to Locations................................. 119
Create a Pay Period Calendar ................. 120
Create a Break Rule ................................ 123
Assign a Break Rule to a Location ......... 126
Create Employee Privileges .................... 129
Assign Employee Privilege Group to an
Employee .......................................... 129
Assign Locations using Location
Assignment ....................................... 131
Assign a Time Sensitive Attribute to a
Location ............................................ 133
Assign Work Rules to a Location ........... 134
Assign a Premium Pay Rule to a
Location ............................................ 135
Create a Payroll Deduction ..................... 138
Assign a One-Time Payroll Deduction... 139
Payroll Preprocessing
Edit an Existing Time Card .................... 147
Add a New Time Card ............................ 147
Add Other Pay......................................... 148
Close a Labor Period............................... 149
Reopen a Close Labor Period ................. 150
Assign the myLabor Printer .................... 173
Update the Time Chits ............................ 175
Specify the Transaction Code ................. 175
Forecasting
Create a Forecast Profile ......................... 186
Assign Forecast Profile ........................... 190
Assign Historical Seed Data ................... 191
Configure Forecast Performance............. 192
Edit Forecast Descriptions ...................... 192
View/Adjust a Forecast (Basic View)..... 198
View Forecast Information (Basic) ......... 198
View/Adjust a Forecast (Advanced) ....... 205
View Forecast Information (Advanced) . 205
Generate a Manual Forecast.................... 207
Approve a Forecast ................................. 210
Create an Event Definition...................... 219
Schedule an Event Definition ................. 219
Event Calendar: Edit an Event ................ 223
Event Calendar: Delete an Event ............ 224
Event Calendar: Using the View Button . 224
Enterprise Time Clock
Setting Up the POS Keys........................ 154
Add an Exit Time Clock Button ............. 157
Removing Access to Areas Managed by
myLabor............................................ 158
Unsubscribe from MICROS Enterprise
Configuration Utility (MECU)......... 161
Setting Up the POS Keys........................ 165
Add an Exit Time Clock Button ............. 169
Removing Access to Areas Managed by
myLabor............................................ 169
Prevent Updates to Non-myLabor Sites . 172
Configure the Printer............................... 173
myLabor Feature
Reference Manual
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Appendix B: Employee Change Tracking Options
Appendix B: Employee Change Tracking
Options
Below is the list of available Field Name options available for selection in the Human Resources
Administration Employee Tracking Options module. You may access the Employee Change Tracking via
Human Resources | Admin | Employee Change Tracking.
Job Rate
Default Pay Rate Applies
Default Regular Rate
Effective From
Effective To
Exclude from Staff Requirements
Job Code ID
Job Code Pay Type
Location ID
Primary Job
Skill Level
POS Configuration
Back Office Class
Back Office Class
Cash Drawer
Cash Drawer
Cashier
Cashier ID
Employee Class
Employee Class Name
Employee POS Configuration ID
Employee Privilege ID
Employee Privilege Name
HTML
LDS ID
Location ID
Location Name
Password
PC Application Password
POS Password
User Account Disabled
User Alpha 6
User Alpha 7
User Alpha 8
User Numeric 6
User Numeric 7
User Numeric 8
Employee
Address Line 1
Address Line 2
Age Certificate Expiration Date
Alien/Admission Number
Allow Sub Minimum Wage
Bank 1 Account Number
myLabor Feature
Reference Manual
Page iii of v
Appendix B: Employee Change Tracking Options
Employee
Bank 1 Account Type
Bank 1 Amount
Bank 1 Amount Type
Bank 1 Balance
Bank 1 Location
Bank 1 Routing Number
Bank 2 Account Number
Bank2 Account Type
Bank 2 Amount
Bank 2 Amount Type
Bank 2 Balance
Bank 2 Location
Bank 2 Routing Number
Certificate Number
City
City Additional Withholdings
City Tax Exempt
Confirm SSN
Country
County
County Additional Withholdings
County Tax Exempt
Date of Birth
Earned Income Credit
Effective From
Effective To
Eligible for Rehire
Email
Emergency Address
Emergency Contact Relation
Emergency Name
Emergency Number
Ethnicity
Exclude from EU Directives
Extension
Fax Number
Federal Additional Withholdings
Federal Exemptions
Federal Tax Exempt
Federal Marital Status
First Name
Full Time Foreign Student
Gender
Hire Date
Hire Status
Home Store ID
Identity Document Type
In City Limits
Inactive From
Inactive Reason Code
Inactive To
NS Expiration Date
INS Status
Is Salaried
Last Name
Leave End Date
Leave of Absence Note
Leave Reason
Leave Start Date
List A/B Document ID
List A/B Document Type
List A/B Document Expiration
Date
List C Document ID
List C Document Type
List C Document Expiration Date
Lives on Property
Middle Name
Minor
OT Exempt
Other Eligible Veteran
Part Time
Part Time Foreign Student
Payroll ID
Payroll ID
Phone Number
Postal Code
Prefix
Registered Disabled Number
Rehire Date
Salary
Salary Type
School District
Special Disabled Person
SSN
State
State Additional Withholdings
State Exemptions
State Marital Status
State Tax Exempt
Suffix
Temporary
Temporary Date
Temporary Note
myLabor Feature
Reference Manual
Page iv of v
Appendix B: Employee Change Tracking Options
Employee
Termination Date
Terminal Note
Termination Reason 1
Termination Reason 2
Termination Reason 3
Termination Reason 4
Termination Status
Transfer from Store
Transfer to Store
Unlisted
User Alpha 1
User Alpha 2
User Alpha 3
User Alpha 4
User Alpha 5
User Alpha 6
User Alpha 7
User Alpha 8
User Numeric 1
User Numeric 2
User Numeric 3
User Numeric 4
User Numeric 5
User Numeric 6
User Numeric 7
User Numeric 8
Veteran/Disabled
Vietnam Era Veteran
Work Permit Expiration Date
Work Permit Number
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myLabor Feature
Reference Manual
Index
Index
B
Basic Administration 4
Forecasting Privileges 13
Human Resources Privileges 11
Payroll Preprocessing Privileges 12
Break Rules Administration 121
Break Rules Location Assignment 123
Config Tab 125
Rules Tab 124
C
Child Labor Laws 42
General Tab 42
Overtime Tab 43
Work Restrictions Tab 44
Close Labor Period 149
Configuring Employees 87
Consecutive Days Overtime 109
E
Edit Forecast Description 192
Employee Availability 47
Employee Availability 49
Employee Work Rules 49
Employee Change Tracking 32
Inactive Employee Change Tracking Records 33
Employee Privilege Administration 127
Enterprise TCA
Program the TCA Printer for RES 3700 173
Enterprise TCA Functions 176
Enterprise Time Clock Application (TCA)
Administration 151
Event Calendar 220
Days of the Month 222
Event Filter 221
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Event Definition
Open/Close Location 211
Other 212
Promotional 212
Use Estimated Impact for All Future Events 214
Use Historical Impact Only if Event is Same Day
of Week 213
Use Historical Impact to determine Future
Impact 213
Events 211
Event Calendar 220
Event Definition 211
F
Forecast Approval/Rejection 207
Forecast Configuration 179
Assignment to Organization Level 187
Forecast Profiles 179
Forecast Profiles
Forecast Algorithm 183
Forecast Components 184
Workflow Behavior 181
Forecasting 193
Add Adjustments (Basic) 197
Basic View 194
Events Log (Basic) 198
General Information (Basic) 198
Select Filters (Advanced) 203
Select Parameters (Advanced) 202
View All Components (Advanced) 204
View All Components (Basic) 196
View or Adjust Forecast 193
Forecasting Administration 177
H
Hourly Rates 40
Human Resources Administration 20
myLabor Feature
Reference Manual
Index
Human Resources Configuration 68
Contact Information Tab 72
Exemptions Tab 75
General Tab 69
I9 Information Tab 73
Location Configuration Tab 80
Payroll Information Tab 76
Status Tab 78
Human Resources Interface 92
Employees Page 95
Job Rates Page 96
Options Page 95
POS Cfg Page 97
M
Minimum Wage 45
myLabor Reports 17
Available Reports 17
O
Organization Configuration 21, 100
Other Forecast Functions 205
Overtime Level 40
Overtime Rules 43
P
J
Job Category Master 61
POS Reference Numbers 63
Job Definitions 35
Assign to Locations 36
General Tab 37
Job Types 36
Pay Rates 36
Type Tab 40
L
Labor Category Master 64
POS Reference Numbers 66
Labor Pay Overtime Rules 109
Labor Pay Rules 102
Main Tab 105
Overtime Rules Tab 107
Location Assignment 130
Location Configuration 132
Employee Jobs 81
Employee Pay Rates 81
Employee Stores 80
Job Rates Tab 83
POS Configuration 81
POS Configuration Tab 86
myLabor Feature
Reference Manual
Pay Period Calendars 120
Payroll Banks 58
Assign to Locations Tab 60
General Tab 59
Payroll Deduction Assignment 138
Payroll Deductions 136
Payroll Preprocessing 141
Payroll Preprocessing Administration 99
Performance Configuration 191
Premium Pay 112
Premium Pay Types 112
Premium Pay Rule Location Assignment 135
Premium Pay Types 112
Amount 112
Hours 112
Split Shift 112
Preventing Updates to Non-myLabor Sites 172
vii
Index
R
Reason Codes 26
Availability Request 27
Employee Termination 27
Forecasting 28
Leave of Absence (LOA) and Days Allowed 27
Other Pay Types 28
Pay Rate Change 28
Time Card Adjustments 26
Reopen Closed Labor Period 150
Weighted Average Overtime for Tipped
Employees 104
Overtime Rate 104
Regular Pay 104
Work Permits & Age Certificates 43
Work Rules 134
S
School Districts 53
Assign Locations Tab 55
General Tab 54
School District Calendars 55
Searching for Employees 69
Skill Levels 34
Store Work Hours 51
Assign Locations Tab 52
General Tab 52
T
TCA Portal Setup & Configuration 154
TCA POS Configuration 154
POS Configuration for EM Locations 161
POS Configuration for Non-EM Locations 154
Template Assignment 24
Template Setup 23
Time Card Summary 148
Time Cards 141
Add Other Pay 146
Add/Edit Time Card 143
Time Card Detail Page 143
Tip Credit 45
W
Wage and Tip Laws 45
Weighted Average Overtime 103
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myLabor Feature
Reference Manual
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