Toast Tips Manager Reporting

In this Article:

• Tips Manager Summary
• Before Reviewing Reports
• Tip Management Report Levels
• Tip Management Report - Top Level
  • Download the Top Level Report
• Tip Management Report - By Day
  • Download the By Day Report
• Tip Management Report - Employee Receipt
• Sales Summary and Toast Tips Manager

Tips Manager Summary

Toast Tips Manager is an automated, integrated, and customizable tip pooling solution. Based on your restaurant's configuration, it can calculate and distribute tips and gratuities that your restaurant receives.

There are two components to Tips Manager:

• Tip Pooling: In Toast Web, you'll build your rules by configuring the inputs on the Tip pooling policy page. Some examples include which jobs contribute and receive tips, what hours are part of certain time periods, and what types of tips and gratuities should be included.
• Tip Management Report: The output of your configuration in Tip Pooling is a report which can be integrated directly into Toast Payroll or downloaded. This report includes Employee Receipts, a breakdown of each employee's pooled calculations.

The federal government outlines tip pooling regulations in the . State and local governments may have their own regulations too. Prior to setting up tip pools and/or shares for your restaurant within Toast Web, you should consult an HR professional and consider federal, state, and local laws when defining your restaurant's tip policy and distribution rules.

Before Reviewing Reports

Before using the , you must have 4.1 Sales Reports in Toast Web to view any level of tip management reporting. Also, you need to have completed several steps first.

• For non-Toast Payroll customers, this includes:
  • Purchasing Toast Tips Manager
  • Setting up the for this location
  • Having sales and time entry data that can used by your Toast Tips Manager policy to appear on your report
• For Toast Payroll customers, this includes:
  • Purchasing Toast Tips Manager
  • Purchasing Toast Payroll and working with your onboarding consultant (OC) to
  • Setting up the for this location
  • to your Toast Payroll database
  • Having sales and time entry data that can used by your Toast Tips Manager policy to appear on your report

Additionally, it's best practice to confirm that all your inputs are accurate.

• : Check your employee's time entries and make any necessary edits. Confirm that all of the employees have clocked in and out with the correct jobs, dates, and times.
• : Confirm that you have the correct rules in place on your Tip pooling policy page. If you haven't approved/sent any dates to payroll on the Tip Management report, you can still do so. Return to the Tip pooling policy page to edit the contributors, recipients, amounts, or sources of tips/gratuities. Upon saving, it will instantly update the Tip Management report.

Tip Management Report Levels

This article discusses how to access the Tip Management report where you can view three different levels and download data from each level. For troubleshooting steps, take a look at .

Within the Tips Management report, there are different ways to view the same data:

• On the landing page (Reports > Labor > Tip management) is the of total tips and gratuity based on your selected date range and the status of each day's pool policy.
• Once you select a date from the Top Level report, you'll see a more narrow view . This is the breakdown of employees who have clocked in and the tips and gratuity they earned before and after pooling.
• Select an employee on the By Day view to view even more narrow information per employee or per job, depending on your selected filter. This is known as the .

Outside of this report, this data is also available in other products:

• MyToast App: All employees who make tips can view their specific tip data in the .
• Toast Payroll: You can access a detailed wage breakdown via the from Toast Payroll. This report offers wage, overtime, and separate tip earnings categorized appropriately.

Tip Management Report - Top Level

1. In , navigate to Reports > Labor > Tip management.
   
    
    
2. Using the calendar date drop-down menu in the upper-left corner, select either a single date or a date range to view the tip distribution. Up to a month can be selected at a time. There are some limitations to this report:
   1. The tip report will not let you choose dates in the future. This is a guardrail to prevent approving tips that are still actively being collected.
   2. You will not see anything in this report if you have not configured your or if there is no clock-in or sales data present.
   3. This page will only show the location selected on the primary navigation. Each tip management report is based on each location's specific tip pooling configuration.
3. The report will populate with the following columns:
   1. Date: Business date for the interval. Toast calculates the business day based on the timing of payment capture (the default is 4:00 am to 4:00 am, even though it may read 12:00 am to 12:00 am on the Tip Management report), so late night businesses will see their employee's tip pools on the day the service period (shift) began.
   2. Employees: The number of employees included in that day's tip pool, even if your is set to Service Period.
   3. Total tips and gratuity: The total dollar amount of tips and gratuity processed for that date.
   4. Status: The current status of the tip interval.
      • In Progress: Usually appears for the current date. There are employees who have not yet clocked out and/or the location's business hours are not yet complete. These calculations are not considered final.
      • Ready: The calculations for these pools are complete and ready for review.
      • Approved: Once you Approve the tips on the Top Level and By Day view, they are locked; no policy changes or edits to shifts will change them without the day.
      • Sent to Payroll: Once tips have been approved, Toast Payroll customers will see this if the pools for this day have been sent to payroll and are locked; no policy changes or edits to shifts will change them.
4. You can add more columns to be viewed on this report by selecting the Columns button.
   1. NEW! There is a new column option for the Top Level report named Applied tip adjustment. This will include any manual entries made to the earned field on an Employee Receipt.  

Download the Top Level Tips Management Report 

1. Select the date range or individual checkboxes for the dates you would like to be included in the export. Now select the download icon in the upper-right corner. The output of this report also includes pre-pooled tip amounts and tips broken out into specific source categories (cash tips, non-cash tips, etc.).
   1. NEW! The downloaded report will now feature a new column named Adjusted. This will include any manual entries made to the Additional tips (non-cash) earned field on an Employee Receipt.
      
      
2. NEW! You can now select filters for your tip management data and export a .csv based on your selection(s).
   1. Select the gear icon next to it to open a sidebar of filters. At any time, you can select Reset to restore all filters to their default values or select Apply to use these filters on your downloaded report. Unless you clear your browser's cache/cookies or use a different browser, these filters will remain enabled until you disable them.
      • Name format: To match other Toast reports, you can now select the Last name, First name filter.
      • Organize tips by: If you have an employee that works different jobs in the same restaurant, you can use the Employee + Job title filter to break out their tips by the job they worked. Selecting Employee here will combine all their tips into one total, regardless of jobs worked.
      • Date breakdown: This is another way to combine or break out information. You can view your data in total by using the Sum of dates selected filter or by individual days by selecting Daily breakdown.
      • Column selection: Select any of the checkboxes to include that data on your report. These filters are very useful if you use this report to upload into an alternate payroll system or if your employee wants to .

Tips Management Report - By Day

1. From the Top Level of the Tip Management report (Reports > Labor > Tip management), select anywhere on the date's row (besides the checkbox) to access the report and employee details for each specific date.
2. For the date selected, you'll see a high-level overview at the top, including:
   1. Date: The business date. This level of reporting can only be viewed one day at a time.
   2. Service periods (shifts)
      1. If you distribute tips using the Full workday or Order tip pooling interval, this drop-down menu will reflect the entire day and you cannot update it unless you choose to distribute tips by Service Period.
      2. If you distribute tips using the Service Period tip pooling interval, select the service period that you'd like to view in the report by selecting the service period in this drop-down menu. You may select more than one. If you want to change the options in this menu, update your in Reports > Settings > Hours/services.
   3. Organize tips by Employee/Job: This toggle will dynamically filter the page and let you see the information in a different way. If you use the Service Period tip pooling interval and you toggle this button, it will honor the service periods (shifts) you’ve selected.
   4. Tips and gratuity in pool: The second tile shows the total dollar amount of tips and gratuities that were distributed in the selected interval.
   5. Employees in pool: The third tile indicates the number of employees included in the interval.
3. All of the employees who earned tips during the tip interval will be displayed further down this page. Restaurants will be able to see details such as:
   
   1. Service period: If you use the Service Period tip pooling interval, you'll see this column indicating the shift the tips are associated with. If you use the Full workday or Order tip pooling interval, you will not see this column.
   2. Job: The job the employee clocked into.
   3. Hours worked: The number of hours worked by an employee on this day.
   4. Tips and gratuity before pooling: The value in tips/gratuity collected by the employee directly through the checks assigned to them.
   5. Tips and gratuity after pooling: The value in tips/gratuity earned by the employee once the tip policy rules are applied.
      
         

Notes:

• Employees can see their personal tip reports as long as they have permission 4.1 Sales Reports enabled. You can limit their access to view certain reports by checking off select options on Shift Review Report Configurations; see more about this page on .
• The tip pooling report extends the first service periods start time and your last service periods end time to align with your business day cutoff time to account for tips on any orders that may fall outside of the configured service/hour time periods. 
  
  

Download the By Day Tips Management Report

1. In the upper-right corner, select the download icon. This button will produce a report of the information on this page. If you'd like to download additional information, you can change the date picker on this page or continue reading to use filters.
   1. Before you select the download icon, you can now customize the information which will appear on the report.
   2. Select the gear icon next to it to open a sidebar of filters. At any time, you can select Reset to restore all filters to their default values or select Apply to use these filters on your downloaded report. Unless you clear your browser's cache/cookies or use a different browser, these filters will remain enabled until you disable them.
      1. Name format: To match other Toast reports, you can now select the Last name, First name filter.
      2. Organize tips by: If you have an employee that works different jobs in the same restaurant, you can use the Employee + Job title filter to break out their tips by the job they worked. Selecting Employee here will combine all their tips into one total, regardless of jobs worked.
      3. Breakdown: This is visible for policies that use the Service Period tip pooling interval. It's another way to combine or break out information. You can view your data in total by using the Full day filter or by individual service periods by selecting By service.
   3. NEW! The downloaded report will now feature a new column named Adjusted. This will include any manual entries made to the Additional tips (non-cash) earned field on an Employee Receipt.
      
       

Tip Management Report - Employee Receipt

1. In , navigate to Reports > Labor > Tip management. Use the date picker in the upper-left corner if necessary.
2. Within the report, select anywhere within the date's row (besides the checkbox) to review the By Day view.
3. From the By Day view, select an individual employee to open their Employee Receipt. This gives you an inside look at the math behind the tip policy to validate the amount that Toast calculated.
   
    
   
   
4. Select the v caret icon (indicated by the arrow above) to expand the pool(s) and see how Toast arrives at the final amount of tips distributed to this employee on this day. For each pool an employee is part of, Toast will show you a mathematical breakdown of what's being contributed and what's being received.
   1. If you wish to download the Employee Receipt Level information, return to the Top Level view and select a single day before selecting the download icon. The Employee Receipt details are a part of that report.
5. Select Close in the bottom-right corner to return to the By Day view of the Tips Management report.

Sales Summary and Toast Tips Manager

The Sales Summary is a very useful report that comes in handy with Toast Tips Manager. In Toast Web, navigate to Reports > Sales > Sales summary to open this report. The changes you make to the date, location, employees, and custom hours fields will apply automatically.

The Revenue Summary table is a quick look into each source of sales data. The Tips line in this table is a pre-pooled amount; you'll find the post-pooled amounts in the Tips Management reports mentioned above.

Further down on the Sales Summary, you'll see the Payment Summary table. It's important to note that this table may not include real-time payments from future orders, current (open) orders, customer invoicing, catering online orders, or third-party online orders. It also does not show sales or tips from a non-profile source (i.e. there is no server profile selected for customer invoicing).

The Sales Category Summary table is used to identify sales categories within service operations. This data can assist with tip policies which contribute tips based on sales categories percentages. If you see No Sales Category Assigned at the bottom of this table, select the Items hyperlink to view which items need a sales category assigned to them.

Lastly, the Service Charge Summary table offers insights into both for the selected date range.

This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.