Pay tips out

Once a week is locked, you can pay it. There are three ways, and your business will usually use the same one every week.

Way	What happens	Where
Bank file	Tip Sheet makes an ABA file. You upload it to your bank, and the bank pays each person.	This venue's tip sheet
Through Tanda or Humanforce	Tip Sheet adds each person's tips to their timesheet. Payroll pays them with their wages.	This venue's tip sheet
Pay run	Several venues or weeks are paid together, usually by payroll.	The admin view: see Pay runs

All of these are in the status button's menu, at the top right of the sheet. On a paid week it looks like this:

A green tick means it's been done before. Point at it to see when, and by whom.

The options you see depend on how your business pays tips. Download ABA File only appears if your business uses bank files, and Push Tips to Tanda (or Humanforce) only if the venue pays through one of them. Until the week is locked, Download ABA File is greyed out with Lock this tip sheet first under it.

Pay by bank file

1. If you've set Total tips earned or Tip points in Filters, clear them first. While either is on, the file won't download: Tip Sheet says Clear the filters first, so the ABA file has everyone in it.

2. Choose the status button, then Download ABA File.

3. Tip Sheet may stop to check something first:

   • If anyone is owed $0, a box headed Download the ABA file without them lists them. They're left out of the file. Choose Download anyway to carry on.
   • If the week is in a pay run, a box headed Download the ABA file anyway warns that staff could be paid twice. See Add the week to a pay run.

4. Check the Download ABA File box.

   

   Field	What it's for
   Description	Shows on the venue's bank statement. Up to 12 characters.
   Reference	Shows on each staff member's bank statement. Up to 18 characters.
   Remember for all future exports	Keeps this description and reference for next time.
   Mark this Tip Sheet as paid	Marks the week paid as the file downloads. Leave it unticked if you'd rather mark it paid once the bank has paid.

   Both fields take letters, numbers, spaces and hyphens. Two shortcuts fill in the week's dates: {week-s} for the first day and {week-e} for the last. The venue's usual wording is filled in for you, from the venue profile.

5. Choose Download, then upload the file to your bank.

If the venue passes a share to a dependent venue, the box can also list those venues under Include payments to the following dependent venues, so the same file pays their share across. Tick each one to include it. This only shows if the venue is set up for it; see Venue profile.

Missing bank details stop the whole file

If anyone who is owed money has no bank details, the file won't download at all. Tip Sheet names each person: Bank account information missing or incomplete for …. Get their details, then try again. See Bank details.

Check the Banking column in Staff Management a few days before you pay, not on the day.

A department filter narrows the file

If you've chosen a department in Filters, the file pays only people whose usual department (on their staff record) is one you chose. The box says so: Only staff in Kitchen are paid in this file, because the department filter is on. Clear it in Filters before you download, unless you meant to pay one department on its own.

A withholding venue, one that doesn't pay its own staff their tips, can't make a bank file. See Venue profile.

Pay through Tanda or Humanforce

If your business pays tips through payroll, and the venue uses Tanda or Humanforce, choose Push Tips to Tanda (or Humanforce) from the status button's menu. Tip Sheet adds each person's tips to their approved timesheet for the week, as an allowance, and payroll pays it with their wages.

A box headed Push Tips to Tanda shows how many employees and the total tips, and which allowance they go into. Tick Mark this Tip Sheet as paid if you want the week marked paid once the tips are safely in, then choose Push to Tanda.

• It's all or nothing. If anyone can't be updated, for example because their shift isn't approved, or their timesheet has already gone to payroll, nothing is added. Tip Sheet lists who and why, so you can fix it and try again.
• Pushing again replaces what was added before; it doesn't add it twice. The button then reads Replace in Tanda.
• Remove Tips from Tanda (or Humanforce) takes them back out.

Which allowance the tips go into is set in the venue's Tanda or Humanforce settings.

Add the week to a pay run

If payroll pays several venues together, choose Add to Pay Run on a locked week. It must be locked, not paid. A box headed Add Tip Sheet to Pay Run asks which pay run; if there isn't one yet, it offers Create New Pay Run. Whoever runs the pay run takes it from there. See Create a pay run.

Once a week is in a pay run, the menu offers Remove from Pay Run instead. Pay the week from the pay run, not here. If you download a bank file, push tips or send payout emails from the tip sheet, Tip Sheet warns you first that staff may be paid or emailed twice: choose Cancel to stop.

Send the payout emails

Once the week is locked, choose Send Payout Email from the status button's menu. Tip Sheet asks first, in a box headed Send payout emails. It says how many people will get an email, and names anyone with tips but no email address. Choose the button that names the count, such as Send to 12 people.

Each person gets an email with a View Tip Summary button, which opens their own breakdown for the week. People owed nothing, or with no email address, are skipped.

Send them after the money has gone

The email's subject is Your tips have been paid out, but Tip Sheet lets you send it as soon as the week is locked. Send it once staff have actually been paid.

• Sending again replaces the links. The box is headed Send payout emails again, and the links in earlier emails stop working, so staff need the newest email.
• Unlocking the week also stops the links working. Send the emails again after you lock.
• What the summary shows is set in the admin view: see Payout email and settings.

Who can do what

To	Permission
Download the bank file, or push tips	Can download aba file from Tip Sheet
Send payout emails	Can send payout email to employees
Add to or remove from a pay run	Manage Pay Runs
Download the spreadsheets	Can export to excel from Tip Sheet