Payouts and pay runs FAQ
Quick answers about locking a week, paying it out and telling staff. Each answer links to the full guide.
When should I lock a week?
Lock a week once its tips and shifts are complete, usually early the following week. Just before you lock, choose Import Timesheets on the tip sheet to pick up any last-minute shift changes. Locking fixes the amounts, and those amounts are what staff are paid. See Lock, pay and unlock a week.
Why can't I lock the week?
Tip Sheet won't lock a week while some card tips aren't placed in a service, while it's still recalculating, or, at a dependent venue, while any of its frontline venues is still in progress. Place the tips in Tip Collection, wait a moment, or lock the frontline venues first. See Lock the week.
When can I mark a week as paid?
You can mark a week as paid once it's locked. Do it after the money has actually gone out: marking a week paid doesn't send any money, it records that you have. The bank file and payroll boxes can also mark the week paid for you. See Pay and mark as paid.
Can I undo a week that's already marked as paid?
Yes. Choose the status button, then Revert to Locked. The week goes back to Locked with the same amounts. To change the amounts, unlock it after that. See Lock, pay and unlock a week.
What happens if I unlock a week?
Unlocking puts the week back to In progress, and Tip Sheet recalculates it, so amounts can change. Payout email links already sent stop working, and tips pushed to Tanda or Humanforce are taken back out. Download the tip sheet first if you need the locked figures. See Unlock a week.
Why can't I unlock the week?
The week is paid, it's in a pay run, a dependent venue has locked the same week, or a department used that week has been deleted. Revert a paid week to Locked first, ask whoever runs pay runs to remove it from the pay run, or unlock the dependent venue first. See Unlock a week.
Why won't the bank (ABA) file download?
Most often, someone who is owed money has no bank details, and Tip Sheet names them: Bank account information missing or incomplete for …. The file also won't download while the week is in progress, or while Total tips earned or Tip points is set in the tip sheet's Filters. Get the missing bank details, clear those filters, and try again. See Pay by bank file.
Why is a staff member missing from the bank file?
They were owed $0 that week, or a department chosen in the tip sheet's Filters narrowed the file to people whose usual department is that one. Staff owed nothing are listed before you download and left out. The download box says when a department filter is on: clear it in Filters to pay everyone. See Pay by bank file.
What should I do if a bank transfer is rejected?
Correct the person's bank details in Staff Management, then pay that person their amount through your bank. Tip Sheet isn't told when a payment bounces; your bank tells you. The amount they're owed is on the locked tip sheet and in their payout summary. See Bank details.
Can we pay tips through payroll instead of a bank file?
Yes, in two ways. A venue set to pay Another way, in its venue profile's Paying tips section, gets no bank file: Tip Sheet still works out each person's share, and you pay it through payroll yourself. Or, if the venue uses Tanda or Humanforce, Push Tips adds each person's tips to their approved timesheet as an allowance, and payroll pays it with their wages. See Paying tips and Pay through Tanda or Humanforce.
Why didn't a staff member get their payout email?
They have no email address in Tip Sheet, they were owed $0 that week, or the email hasn't been sent yet. Check their details in Staff Management, then open the tip sheet's status button and look for the green tick beside Send Payout Email. Ask them to check their junk folder too. See Send the payout emails.
Can I send the payout emails again?
Yes. Choose Send Payout Email again. The new emails replace the old links, so links in earlier emails stop working and staff should use the newest one. See Send the payout emails.
When should I send the payout emails?
Send them after staff have been paid. The subject line is Your tips have been paid out, but Tip Sheet lets you send it as soon as the week is locked. See Send the payout emails.
What's the difference between paying from the tip sheet and a pay run?
Paying from the tip sheet pays one venue's week. A pay run pays several locked weeks together, from one venue or many: one bank file per paying account, one combined payout email per person, and one step that marks them all paid. A week in a pay run should be paid there, not from its tip sheet. See Pay Runs.
Can we pay tips fortnightly or monthly instead of weekly?
Yes, with a pay run. The tip sheet still works week by week, and you lock each week as usual; then a pay run gathers two, four or more locked weeks and pays them in one go. The same works across several venues, so a group can pay every venue's month together. See Pay Runs.
Can we pay several venues in one bank file?
Yes. A pay run combines the locked weeks of several venues into one bank file for each account the money is paid from, and each person gets one payout email covering every venue they worked at. It can also pay a dependent venue's share across from the frontline venues. See Pay Runs.
How do I pay a pay run?
Open the pay run and follow the four steps under Paying it: lock it, download the bank files (or push tips to payroll), email staff, then mark it processed. The next step has a box round it, and each step's undo, such as Unlock or Revert to Locked, sits beside it. See Pay a pay run.
Why can't a week be added to a pay run?
A week can't join a pay run if it isn't locked, is already paid or in another pay run, or someone in it has no bank details. Nor can it if its venue has no account to pay from, or is a withholding venue that holds its tips back. Tip Sheet adds the weeks it can and gives the reason for each one it couldn't. See When a week can't be added.
Which order do frontline and dependent venues lock in?
Frontline venues lock first, then the dependent venues that take a share from them. Unlocking goes the other way: dependent venue first. A dependent venue's share can change until its frontline venues are locked. See Lock, pay and unlock a week.