Toke pool processing

Toke pool processing includes entering toke pool amounts, processing toke pools, and finalizing toke entries. After you preview, process, or finalize a toke pool, you can also view the details of the toke pool distribution allocations. You can reprocess toke pools as long as the pay period is open.

Before processing a toke pool, note the following:

  • Employee totals must be up to date to ensure proper processing.
  • Toke pools should be processed before employee timecards are signed-off.
  • When terminating an employee, toke pools should be processed before the employee's final timecard is signed-off.
Note: Toke pool processing appears in the timecard as a paycode edit. If the paycode edit needs to be changed, the toke pool should be reprocessed; the paycode edit should not be manually edited in the timecard. To prevent users from editing these paycodes in the timecard, assign the paycodes for toke pool processing to the Data Access Profile (DAP) for the integration user. This profile should not be assigned to any other users in the system. For more information, see Paycode Data Access Profile .

Enter toke pool amounts

  1. Within the Gaming application, go to Time > Toke Pool Processing.
  2. Click the toke pool name.

    Toke pools that can be processed daily list all entries without bold text. Bold text indicates toke pools that can be processed weekly or bi-weekly. The anchor date specified in the toke pool configuration determines which days these will be.
  3. Select a toke and click Enter Amounts . Specify the following:
    • Gross Amount— The total amount of money entered for the toke pool.
    • Other Deduction— Enter an amount for any deduction that needs to be made to the Gross Amount.
    • On the Committee Entries tab:
      • Person Number and Person Name— Select an employee number or name. Typically, committee members are those employees who manage the toke pool.
      • Amount— Enter the amount of money for toke pool committee members.
      • Pay Code— Select the pay code. These are typically bonus (or money) type paycodes.
    • On the Adjustments tab:
      • Person Number and Person Name— Select an employee number or name.
      • Reason— Select a reason code for the adjustment. The reason code is defined in the Toke Pool Adjustment Reasons as either Hours or Amount. If it is configured as Hours, then enter a value for Hours. If it is configured as Amount, then enter a value for Amount.
      • Hours— The amount of hours to be included in the toke pool distribution calculation for the employee.
      • Amount— The monetary amount to be included in the toke distribution for the employee.
      • Pay Code— Select the paycode.
    Note: The amount entered on the Committee Entries and Adjustments tabs is deducted from the net amount.
  4. Click Save.

Process a toke pool

  1. Within the Gaming application, go to Time > Toke Pool Processing.
  2. Click the toke pool name.
  3. Select a toke pool entry and click Preview or Process .

    Process and Preview both run the calculator. Process puts information in the timecard and preview does not. For weekly and bi-weekly toke pools you can only process bold rows.
  4. View the status of the toke pool in the Toke Pool Processing table. Status can be:
    • Blank— The toke pool either has never been processed, or the amount has changed since the last Process option, and it needs to be processed again.
    • Submitted for preview— The toke pool has been submitted for preview.
    • Waiting for preview— Processing is occurring for the toke pool.
    • Submitted for processing— The toke pool has been submitted for processing.
    • Processing— The toke pool is being processed.
    • Previewed— The toke pool has been previewed.
    • Processed— The Process option has been run at least once for the toke pool and toke pool distribution monetary adjustment records have potentially been created.
    • Failed or Failed - Locked timecard— Toke pool processing has failed.

      CSV files are generated for certain errors that lead to toke process failures. If a CSV was generated, “Failed” or “Failed – Locked timecard” is an active link you can select to download the CSV file.

      CSV files have the same name as the toke pool with the date of the toke pool entry appended. The files contain the toke pool name, toke date, person name, person number, pay code name, amount, and error message for the failed items. The CSV file for signed-off timecards only shows the first signed-off timecard encountered in the toke pool process. Note that errors are only captured when you process the toke pool, not when you preview.

View toke pool distribution allocations

You can view toke pool allocations after a toke pool entry has been previewed, processed, or finalized.
  1. Within the Gaming application, go to Time > Toke Pool Processing.
  2. Click the toke pool name.
  3. Select a toke pool entry and click View Allocation .
Allocation information includes the following:

  • Toke Pool, Description — The name and description of the toke pool.

  • Date — The date tokes are applied and pay code edits are added to the timecard.

  • Gross — The total amount of money for the toke pool.

  • Deduction — The deduction amount taken off of the Gross.

  • Net — The toke pool amount minus any committee and adjustment amounts.

  • Committee Amount — The amount of money for toke pool committee members.

  • Adjustment Amount — The monetary adjustment amount included in the toke distribution.

  • Adjustment Hours — The amount of adjustment hours included in the toke pool distribution calculation.

  • Hours — The total number of hours included in the toke pool calculation.

  • Rate — The toke rate (Net divided by Hours).

  • Previewed/Processed — The label is the last action performed for the toke pool. This is the date and time of that action.

  • User — The name of the user who processed (or previewed) the toke pool.

  • Carry Over/Drop In — The amount that was carried over from the previous toke pool.

  • Carry Over/Drop Out — The amount that will be carried over to the next toke pool.

  • Employee Count — The number of employees that are members of the toke pool (that is, all employees that have a value in the Hours column are included in this count). This count does not include adjustment or committee entries.

Finalize toke pool entries

You can finalize toke pool entries after they have been processed. When you finalize toke pool entries they are removed from the Toke Pool Processing page, but are not deleted from the database. You can view finalized toke pool entries and reverse finalization when necessary.

  1. Within the Gaming application, go to Time > Toke Pool Processing.
  2. Click the toke pool name.
  3. Select a toke pool entry and click Process .
  4. When the status for the toke pool entry is Processed, select it and click Finalize .
  5. Click Refresh to update the status.

View finalized toke pool entries

  1. Within the Gaming application, go to Time > Toke Pool Processing.
  2. Click the toke pool name.
  3. Click Show Finalized .

Reverse toke pool entry finalization

  1. Within the Gaming application, go to Time > Toke Pool Processing.
  2. Click the toke pool name.
  3. Click Show Finalized .
  4. Select the toke pool entry and click Make Current .
  5. Click Yes to the confirmation box.
  6. Click Show Current to return to the Toke Pool Processing table.