Adding a Location to Workforce

This article reviews the steps to add a new location for use in Workforce.

Adding a New Location to R365

Before a location can be activated for Workforce, a Location record must be created. Location records can be created using the Restaurant365 Setup Assistant.

If the Location record being added will be a POS-integrated location, submit an R365 add-on form to begin the process of enabling polling for the location. Once polling has been enabled, update the POS integration settings on the Location record.

Once the desired Location record is created, the location can be configured for use in Accounting and Operations. Please refer to the Add a New Location article to learn more about creating a Location record, establishing polling, and configuring the location for use in Accounting and Operations.

Enabling a New Location for Workforce

After the Location record is created, it will need to be connected to Workforce. Follow this checklist to enable the location for Workforce.:

• Confirm that the legal entity for the location is enabled for Workforce.

  If the legal entity is not enabled for Workforce, please contact your CSM to discuss adding the legal entity to Workforce.

• Add the location to the Workforce Locations page.

  The location name added to the Workforce Locations page must exactly match the name on the R365 Location record. 

• Submit a ticket to R365 Support to add the new location to the payroll export on the Smart Ops Labor Dashboard.

  If this step is skipped, the location will not appear in the location selection drop-down menu when pushing earnings from Smart Ops to payroll.

The following payroll settings are associated with the location's legal entity and apply to pay runs associated with the location:

• Payroll Common Payer

• Include Tips in Payroll

• GL Account Mapping

• Print and Ship (If enabled)

• Fiscal/Operational Calendar

The location's legal entity will determine the payroll company for the location. The following payroll settings are associated with the payroll company and apply to all pay runs associated with the location:

• Funding Account

• Pay Cycle

• Tax Contact

• Holiday Policy

Setting up a New Location for use in Workforce

Once the desired location has been enabled for use in Workforce, labor setup, tax setup, and employees associated with the location should be reviewed. Follow these steps to set up the new location:

Tax Setup:

• Confirm that the jurisdictions and tax filing frequencies for the location have been added to the Company Tax Profile. Please contact R365 Support for assistance with jurisdiction configuration.

• Confirm that the state unemployment insurance rates for the location's state have been added to the Company Tax Profile page.

  When a new state is associated with a payroll company, R365 will reach out to the tax contact on file to request SUI rate information. It is the responsibility of the payroll company to supply R365 with accurate SUI rate information.

Labor Setup:

• Add the location to R365 overtime rules and other labor rules.

• Review Job records and configure them as needed for payroll.

Employee Setup:

• Merge Employee records for employees who work at multiple locations.

• Create Employee records for salaried employees who do not already have an Employee record.

• Add salary jobs to salaried employees.

• Confirm that all fields required for payroll are complete on all Employee records associated with the location:

  • Basic Info tab

    • First Name

    • Last Name

    • Phone Number

    • Email

  • Employment tab

    • Hire Date

    • Job Assigned

    • FLSA Status

    • Employment Type (Full Time/Part Time)

  • Time tab

    • Expected Weekly Hours

• Grant mobile app access to employees who do not have app access.

• Onboard employees to Payroll.

• Add deductions to Employee records.

• Add PTO accrual rules to employees.