Toke pools

When you configure a toke pool, you enter the amounts and the options that calculate the distribution amounts for employees participating in the pool. After you create toke pools, then add them to Toke Pool Profiles.

Toke Pool profiles enable you to define groups of toke pools that managers and employees have access to. Assign toke pool profiles in People Information. See Assign tip and toke information to people.

For information on processing a toke pool, see Toke pool processing.

Hyperfinds for Toke Pools

Before you configure a toke pool, you need to configure a hyperfind that returns all of the employees that belong to that toke pool.

This hyperfind should contain the following:

  • A condition that includes the employees that worked the job for the toke pool. For example, when creating a hyperfind you could add a condition under Time Management > Jobs, then select the locations and jobs, and for Find select Any Home or transferred-in employees who worked in the specified jobs.
  • A condition to include only active employees. Toke pool processing may fail if the toke pool hyperfind returns inactive or terminated employees. For example, when creating a hyperfind you could add a condition under Timekeeper > Employment Status, or User Information > User Account Status.

Note the hyperfind name as you will need to select it when configuring the toke pool.

Configure a toke pool

  1. Within the Gaming application, go to Administration > Toke Pools.
  2. Click New to create a new toke pool, or select a toke pool from the table to edit.
  3. Enter the Pool Name and Description.
  4. Select the Distribution Period. This determines how the toke pool distribution is processed. Options include:
    • Daily— The Process option (in Toke Pool Processing) is performed on daily toke pools.
    • Weekly— The Process option can only be performed on a cumulative toke pool for the 7 day period, although daily toke pool amounts can be maintained.
    • Bi-Weekly— The Process option can only be performed on a cumulative toke pool for the 14 day period, although daily toke pool amounts can be maintained.
  5. Select Define by Shift and enter the Shift Start Time and Shift End Time if you need to configure a shift-based toke pool. Shift-based toke pools provide the ability to pay tokes based on the shift instead of allocating tokes for an entire day.
    Note: When Define by Shift is selected, the Distribute Evenly and Shift Hours Distribution options are disabled.
  6. Select Distribute Evenly to distribute the toke pool evenly to the participating employees, regardless of the number of hours each employee has worked to participate in the pool.

    When Distribute Evenly is selected, the Time Rounding Method should be set to None.

  7. Specify the Anchor Date for the toke pool. This is the start date for toke pool processing.
  8. Select a Hyperfind. This is the hyperfind configured to return employees who worked the job for this toke pool. Also see Hyperfinds for Toke Pools.
  9. Select the Shift Hours Distribution. This designates which day a shift belongs to in cases where the shift crosses midnight. Options include:
    • Begin Shift — Places the shift on the day the employee's schedule starts.
    • Fixed Rule — Uses the fixed rule that is defined in the employee's pay rule.
  10. Specify the Pay Code that is assigned to the toke distribution monetary adjustments for each employee involved in the toke pool.
  11. Specify a Time Rounding Method. Time rounding is an adjustment of shift hours for toke distribution calculation. Select:
    • Actual,Forward — Shift hours are not rounded to the next hour until the minutes are equal to or greater than the number of minutes set in the Time Round Point field.
    • Backward,Forward — If the partial shift amount is equal to or greater than the number of minutes set for the Time Round Point, then the shift hours are rounded forward to the next hour. If they are less than the number of minutes set for the Time Round Point, the shift hours are rounded back to the previous hour.
    • 1/2 Hr,Forward — If the partial shift amount is less than the number of minutes set for the Time Round Point, then the shift hours are rounded to the nearest 1/2 hour. If they are equal to or greater than the number of minutes set for the Time Round Point, the shift hours are rounded forward to the next hour.
    • 1/4 Hr,Forward — If the partial shift amount is less than the number of minutes set for the Time Round Point, then the shift hours are rounded to the nearest 1/4 hour. If they are equal to or greater than the number of minutes set for the Time Round Point, the shift hours are rounded forward to the next hour.
    • 1/10 Hr,Forward — If the partial shift amount is less than the number of minutes set for the Time Round Point, then the shift hours are rounded to the nearest 1/10 hour. If they are equal to or greater than the number of minutes set for the Time Round Point, the shift hours are rounded forward to the next hour.

    • None — No rounding of shifts occurs.

      Time rounding method examples

      Time Rounding Method

      Shift Hour Amount

      Time Round Point

      Rounded Shift Hour Amount

      Actual, Forward

      8:00 to 8:29

      30

      Actual

      Actual, Forward

      8:30 to 8:59

      30

      9:00

      Backward, Forward

      8:00 to 8:29

      30

      8:00

      Backward, Forward

      8:30 to 8:59

      30

      9:00

      1/10th Hr, Forward

      8:00 to 8:29

      30

      nearest 1/10th hour

      1/10th Hr, Forward

      8:30 to 8:59

      30

      9:00

  12. Specify the Time Round Point. This is the number of minutes from 1 to 59 past the hour where the time rounding method direction changes.
  13. Select Monetary Rounding if you need fractional portions of the monetary amount removed to create a whole value.

    For example, $258.32 is rounded to $258.00. Fractional amounts are accumulated and noted on the toke pool processing report.

  14. If the Monetary Rounding option is selected, select Carry Forward to carry the accumulated amount forward to the next period's toke pool.

    For example, if the monetary amount is adjusted from $258.32 to $258.00, then the $0.32 is carried forward.

  15. If you select Exclude employee time after termination date, then the employee's time after their termination date will not be included when the Toke Pool is processed.
    Note: If the Exclude employee time after termination date and the Distribute Evenly settings are both selected, then the employee is excluded from the entire week in a weekly toke pool, or 2 weeks in a bi-weekly toke pool.
  16. Select Restrict Employee List Using Hyperfind to restrict the list of employees available for selection when entering committee or adjustment amounts. For more information, see Restrict employee list for toke pool committee and adjustment entries.
  17. Click Save.

Toke pool percent allocations

For toke pools that are shared by a group of employees who work different jobs, you can define the percentage of worked hours that count towards each job's toke pool allocation by configuring Percent Allocations. Percent allocations can be configured for all toke pools. This is an optional configuration.

Jobs included in the percent allocation must match the jobs that are in the Hyperfind Query defined for the Toke Pool. For jobs in the hyperfind that are not included in the percent allocation configuration, you can still include them by selecting the Include Timecards without an Allocation Percentage option. When this is selected, then the allocation for those jobs is 100% of contributing worked hours.

Percent Allocation Example

In this example, there are 3 jobs and the toke pool amount is $1,000.

Job

Allocation Percent

Hours Worked

Hours Count

Allocation Amount

Waiter

50%

8

4

$540.54

Bartender

30%

6

1.8

$243.24

Cook

20%

8

1.6

$216.22

Total

100%

22

7.4

$1,000.00

To determine the allocation amount for each job:

(Hours count/Total hours count) x Toke pool amount

For example, the allocation for the job Waiter is:

(4/7.4) x 1,000 = 540.54

Configure toke pool percent allocations

  1. Within the Gaming application, go to Administration > Toke Pools.
  2. Select a toke pool from the table and click Percent Allocations .

    If this is the first time you are specifying percent allocations for the toke pool, then enter the Toke Pool Percent Allocations Sequence. At least one sequence is required. Note that the sequence cannot be edited after it is created unless you delete all of the percent allocations.

  3. Select values for the selected sequences. Click to add additional rows.
  4. Select Include Timecards without an Allocation Percentage if you want jobs that are not defined in the table (but belong to the toke pool's hyperfind) included in the distribution. If this option is selected, then the percent allocation for those jobs is 100% of contributing hours.
  5. Enter a value greater than or equal to zero for Percentage in each row.
    Note: The allocation percentage total should add up to 100, but it is not required.
  6. Click Save.

Create a toke pool profile

  1. Within the Gaming application, go to Administration > Toke Pool Profiles.
  2. Click New to create a new profile, or select a profile from the table to edit.
  3. Enter a Profile Name and Description.
  4. From the Toke Pools drop-down list, select the check boxes for the necessary toke pools.
  5. Click Save.

Toke pool adjustment reasons

When entering adjustment amounts for a toke pool, you can designate:

  • Amounts of money to be subtracted from the pool to be paid to employees for various reasons.
  • Amounts of time for employees to be included in the toke distribution calculation.

You can define as many reasons as necessary to describe the adjustments. The reason definition sets the context of the adjustment — that is, the reason determines whether the adjustment will be a monetary amount, or an amount of hours to be included in the toke distribution calculation.

Toke pool adjustment reasons are used with toke pool processing. See Toke pool processing.

Configure toke pool adjustment reasons

  1. Within the Gaming application, go to Administration > Toke Pool Adjustment Reasons.
  2. Click New to create a new toke pool adjustment reason, or select one from the table to edit.
  3. Enter a Reason Code— This identifies the reason for the adjustment.
  4. Enter a Description for the adjustment.
  5. For Amount/Hours, select one of the following:
    • Amount— The monetary amount to be included in the toke pool distribution for the employee.
    • Hours— The amount of hours to be included in the toke pool distribution calculation for the employee.
  6. For Default Amount or Hours, specify an optional amount to default to for adjustment when using this reason code.
  7. Click Save.

Restrict employee list for toke pool committee and adjustment entries

When you enter committee entries or adjustments for toke pools, you can restrict the list of employees available for selection to only those employees that are eligible or were previously eligible for the specific toke pool for the last 180 days.

To configure this:
  1. Within the Gaming application, go to Administration > Toke Pools.
  2. Select the toke pool and then select Edit.
    Note the Hyperfind that is configured for the toke pool. This is the Hyperfind that will be used to restrict the employee list.
  3. Select Restrict Employee List Using Hyperfind.
  4. Save the toke pool.
To see the results:
  1. Go to Time > Toke Pool Processing.
  2. On the Toke Pool Processing page, select the Toke Pool, select an entry, and then select Enter Amounts.
  3. Search the Person Number or Person Name fields and you will see the list contains only those employees returned by the Hyperfind for the last 180 days.
Note: 180 days is the default lookback period. This can be configured in the Gaming Properties. Please contact support if you need to make this change.