Sending Employee Earnings from Smart Ops

This article reviews exporting employee earnings from Smart Ops to a pay run within Workforce.

Overview

Employee earnings are brought into Workforce from the POS via Smart Ops. Before importing employee earnings from Smart Ops, a DSS labor review should be performed for each day being imported. Any punch or tip adjustments can be applied during the labor review. 

After the DSS labor is reviewed, employee earnings can be exported to Workforce from the Labor Dashboard. 

Once employee earnings have been exported to Workforce, the pay run within Workforce should be calculated, reviewed, and approved. Learn more about calculating and approving pay runs here. 

Employee earnings cannot be exported from Smart Ops for 'approved' pay runs. If the pay run for the selected export period is already approved, the export will fail.

Including Tips

By default, tip earnings are not included when earnings are sent to Workforce from Smart Ops. 

To include tips, check the Include Tips in Payroll Export option on the associated Legal Entity Record. When tips are included, card tips will be associated with 'Tips' earnings and cash tips will be associated with 'Previously Paid Tips' earnings. 

Tip Automation

If tip automation is enabled, 'Tips' earnings and 'Previously Paid Tips' earnings calculated through tip distributions will be included instead of the original POS tip totals. If there are unapproved tip distributions, users will not be able to send earnings to Workforce and a warning message will be displayed. 

Learn more about tip automation and tip distribution earnings here. 

Excluding Salaried Employees

If a salaried employee must punch into the POS in order to access POS functions but their punches are not used for payroll purposes, they should be excluded from the Smart Ops earnings export. This will prevent earnings associated with their POS punches from being imported, resulting in overpayment.

The 'Exclude from Payroll Export' setting is found on the 'Employment Info' section of the 'Employment' tab of Employee Records.

Earnings From Labor Rules

Earnings populated to the DSS from labor rules are included when employee earnings are sent to Workforce. Labor rule earning types include:

• Overtime

• Break Penalty

• Split Penalty

• Clopening Penalty

• Tip Credit (Tip Makeup)

• Spread of Hours

• Reporting Time Pay

• Shift Differential

Learn more about labor rules here. 

Preparing for Export

Before exporting employee earnings from Smart Ops, the DSS for each day being exported must be reviewed for accuracy, then approved. Any adjustments must be applied in Smart Ops and/or the POS before exporting to Workforce.

DSS Review - Daily Labor

The DSS labor review is used to confirm that all punches for each employee are accurate. If errors are found, punches must be corrected before the employee earnings are exported. 

If the Employee Punch Edit feature is enabled, punches can be edited in R365. Otherwise, punches must be corrected in the POS, and the DSS must be re-imported.

How to Send Employee Earnings From Smart Ops to Workforce

Follow these steps to send employee earnings from the Labor Dashboard within Smart Ops to Workforce:

	Navigate to the Labor Dashboard page.
	Click 'Payroll Export'. The 'Send to Payroll' window will open.
	Select the desired locations. Multiple locations can be selected for simultaneous export.
	Select the date range to export.
	Click 'Send'. If a selected location has not been configured for Workforce, a confirmation window will open when 'Send' is clicked. Selecting the 'Go to Locations tab' button will open the Workforce Locations page in a new tab, where the location can be configured for Workforce. If the location should not be configured in Workforce, it must be removed from the selection before the export can be sent. Click the 'X' icon associated with a location to remove it.
	Once employee earnings have been successfully exported, a confirmation window will open. Click 'GO TO PAYROLL' to open the Payroll Overview page, where the pay run can be reviewed, calculated, and approved.