Labor Hours and Pay Reports in TouchBistro
Table Of Contents
Chapter 1. Before You Begin
If you intend to use TouchBistro to calculate the amount you need to pay each staff member, ensure you’ve set up a rate of pay for each staff member.
This is set up by accessing the staff member’s page.
1. Tap Admin | Admin Settings | Staff.
2. Open each staff member.
3. Tap Staff Type.
4. Tap on the Information icon next to the staff member’s assigned staff type.
5. Set a rate of pay.
If you change the rate of pay, TouchBistro will not retroactively recalculate pay for previous shifts. The new rate of pay will be calculated on a go forward basis.
Chapter 2. Clock In/Clock Out
When a staff member clocks in, TouchBistro records the hour, minute, and exact second of the clock in. When a staff member clocks out, TouchBistro records the hour, minute, and exact second of the clock out.
TouchBistro, however, does not display the seconds.
In the example above, Lucy clocked in at 1 pm and clocked out at 10 pm. Her clock out server read indicates she worked for 9 hours (10 pm – 1 pm = 9 hours). However, what you can’t see is Lucy actually clocked in at exactly 1:00:19 pm (that is 1 pm and 19 seconds. She clocked out at exactly 10:00:51 pm (that is 10:00 pm and 51 seconds). Although you can’t see it here, Lucy actually worked 9 hours and 32 seconds. Notice TouchBistro does not round up the 32 seconds to the next full minute.
If you wanted to see the total number of hours, minutes, and seconds a staff member worked for a shift, you could tap Admin | Staff List and tap on the staff member’s name to see a list of his/her shifts. In the example above, we’re looking at Lucy’s shift for Oct 21. We can see, indeed, she worked 9 hours and 32 seconds. Expressed as a decimal that’s 9.008888 hours, exactly. You can see below 9:00:32 TouchBistro expresses that duration in decimal format (9.00 hours). When expressing the duration worked in decimal format, TouchBistro will only report the first two decimals and ignore (and not round) the remaining decimals. So 9.00 hours versus 9.008888 hours or 9.01 hours (rounded).
Chapter 3. Where Does TouchBistro Report Labor and Staff Pay?
There are three reports you generate to report on a staff member’s labor duration and the suggested pay.
1. Hours Report (found under Admin | Reports | Labor)
2. Detailed Shift Report (found under Admin | Reports | Labor)
Each report offers a different way to calculate a staff member’s pay.
Section 1. Hours Report
The Hours report calculates pay by multiplying the Hours figure (expressed in hours and minutes) by the staff member’s rate of pay. The Hours figure rounds up/down seconds to the nearest minute.
So in our Lucy example, she worked 9 hours and 32 seconds. TouchBistro rounds that to 9 hours and 1 minute (if Lucy had worked 9 hours and 25 seconds, TouchBistro would round the Hours figure to 9:00 hours).
Her pay is calculated as 9 hours and 1 minute x $10. Which amounts to $90.17.
Section 2. Detailed Shift Report
The Detailed Shift Report calculates pay by multiplying the Shift Length figure (expressed in hours and minutes) by the staff member’s rate of pay. The Shift Length figure ignores any seconds worked. It does not round up/down to the nearest minute like the Hours report.
In the pictured example, if we recall from above, Lucy clocked in at exactly 1:00:19 pm and clocked out at exactly 10:00:51 pm. She worked 9 hours and 32 seconds. TouchBistro ignores the seconds and logs Lucy as having worked 9 hours. So in the pictured example, Lucy’s Shift Length was 9 hours (9 hours and 32 seconds ignored). It uses that calculation to determine the pay (9 hours x $10 = $90).
Section 3. Cloud Shift Report
Cloud uses the exact number of hours, minutes, and seconds worked by the employee to calculate pay. Unlike the Hours Report, it does not round seconds in its pay calculation.
In the example above, we’re looking at Lucy’s shift for Oct 21. If you recall she worked 9 hours and 32 seconds. Expressed as a decimal that’s 9.008888 hours, exactly. The Duration column rounds to the second decimal place. So it displays 9.00888 as 9.01. However, when calculating the Labor Cost (i.e., pay) field, the Cloud Shift report “under the hood” multiplies the Hourly Rate ($10) and the unrounded Duration decimal expression (9.008888 hours) to calculate the Labor Cost (i.e., pay). So $10 x 9.00888 = $90.0888. TouchBistro then rounds the Labor Cost to the nearest cent. So $90.0888 gets rounded up to $90.09.
Chapter 4. Which Report Should I Use?
It depends on how your business views paying for a fractional minute.
1. If you pay employees for the exact amount of time they work (to the second), use the Cloud’s Shift report.
2. If you pay employees for an extra full minute if they work 30+ seconds of the minute, use the Hours report.
3. If you do not pay employees for any fraction of a minute worked and only for full minutes worked, use the Detailed Shift Report.
The chart below will help you decide:
We pay to the exact second
We pay to the rounded minute
We only pay for a full minute worked
Cloud Shift Report
Detailed Shift Report
Ultimately, if you use TouchBistro to record shift lengths and pay, select one method and be consistent. Also be transparent with your employees regarding the policy.
Chapter 5. Troubleshooting
Section 1. Shift Lengths are Off After Daylight Savings Time Change
Because TouchBistro uses the clock-in and clock-out times, late night restaurants and bars will need to manually adjust clock-out times to account for the clock being turned back at 2 am in fall and the clock being turned ahead at 2 am in spring. Typically, your iPads will automatically adjust the time at 2 am. If you have any staff members who work past 2 am, you need to access the Staff List option and adjust the clock-out time ahead an hour during the fall time change and back an hour during the spring time change.
Section 2. Two Staff Members Have the Same Clock In/Clock Out Times but Different Shift Lengths
The Clock In/Clock Out times on the Detailed Shift report may seem at odds with the Shift Length figures. For example, in the report pictured above, both Lucy and Mary have the same clock in/out times but Mary’s Shift Length is different by 1 minute. This is because the Clock In and Clock Out fields do not display how many seconds past 1 pm and how many seconds past 10 pm the staff members punched in/out.
Lucy: Because the Clock In and Clock Out fields do not display the seconds, we can’t see Lucy clocked in at 1:00:03 and clocked out at 10:00:48. Which means she worked 9 hours and 45 seconds. As noted above, the Detailed Shift report ignores any seconds worked, always rounding down the minute.
Mary: Although we can’t see it, Mary actually clocked in at 1:00:09 pm and clocked out at 10:00:02 pm. If we subtract exact clock out from clock in (10:00:02 – 1:00:09) we get her shift was actually 8:59:53. Again, as noted, the Detailed Shift report ignores the 53 seconds worked and round it to 8:59.