Every biweekly payroll date -- starts on the next one that hasn't been submitted yet. Choosing a date loads that period if it already exists, or starts a new one.
4-Week Tip Pool
This pay date is a tip payout week -- Larry normally enters this. Managers can fill in as backup if he's out.
Net GFG Tip Pool: $0.00
This pay date is a regular payroll run, not a tip payout week -- there's
no tip pool to enter here (that happens every other pay date). Drivers
still get paid their Deliveries $ / Setups $ totals below for this
period as usual.
1099 Driver Payroll
Larry (or a Manager backing him up) enters this every pay period, tip
week or not -- Deliveries $ Total and Setups $ Total get paid out
every period regardless.
Days Driven feeds the tip-pool payout on a tip week
(every day driven counts as 1.0 day, no matter how many hours — the
half-day rule for hourly employees doesn't apply here). On a tip
week, the payout is split using this period's days driven PLUS the
prior (non-tip) period's days driven, since tips cover the full
4-week window -- see the recap below once you're on a tip week.
Deliveries $ Total and Setups $ Total are NOT
counts — different deliveries/setups pay different amounts, so each
field is the driver's own already-added-up dollar total for THIS
period only (Larry adds up what each delivery/setup paid and enters
the one total per driver, same as he did in the old Driver Payroll
workbook). These feed the Payroll Report's Driver Payroll recap —
this replaces that separate workbook.
Tips isn't entered here: it's the same tip-pool payout computed from
Days Driven, so the report fills it in automatically once it runs.
Driver name
Days driven
Deliveries $ Total
Setups $ Total
Tip split recap (this period + prior period)
The tip pool divides by combined days driven across both biweekly
periods in this 4-week window. This is a preview of that
combination for drivers only -- the full report (including W2
employee man-days) runs on the Payroll Report tab.
Driver
Prior period days
This period days
Combined
Past pay periods
Pay date
Tip week?
Status
Net pool
PTO / Purchases / Deliveries / Reimbursements
Log a request against any employee here. It stays "pending" until
an Owner runs the Payroll Report and it gets swept into an actual
payroll calculation — at that point it's marked "on [pay date]"
below so everyone knows it's been handled.
For a week off, pick the first and last day out — hours default to 8 per weekday in that
range (edit as needed). A stretch that crosses a pay period is logged automatically as one
request per paycheck below, instead of forced onto a single one.
PTO Calendar
Pending (not yet on a payroll run)
History (already on a payroll run)
Voided (excluded from payroll)
Nothing is ever deleted here -- voiding just keeps a mistaken entry out of the Payroll Report. Un-void brings it right back to Pending.
Employees (Owner only)
This is the roster Managers pick from above, and what the Payroll
Report uses for department/rate/tip-eligibility.
Exactly one person should be tagged "Kitchen Manager" and one "Supervisor" at a time --
the Payroll Report looks this bonus up by role, not by name, so it goes wherever this
is set. Leave blank for everyone else.
If you leave "ADP name" blank, the report will still use the Name
above for this person's row, but will flag it every time as an
unconfirmed ADP name -- ADP's own record may use a different name
(a legal name vs. an everyday one). Fill this in once you've
confirmed it in ADP to stop the warning.
Name
Dept
Rate
Tips?
Salaried?
ADP Name
Bonus Role
Sister-Company Aliases (Easy Entrées, etc.)
If someone punches the clock under a different name when working for
a sister company (e.g. "EE Mariana" for Mariana Ortiz), add it here.
Their hours are folded into the real employee's pay for wages/OT/
tips, and broken out separately on the report's Earnout sheet.
Alias
Real employee
Entity
Contract Labor (1099s)
For someone who punches the timeclock but is paid as a 1099 contractor
for that work, not a W2 wage -- add their name (exactly as it appears
on the timeclock) and rate here. Their hours AND wages (rate x hours,
with the same 1.5x overtime premium a W2 employee gets over 40
hrs/week) are pulled onto a separate "Contract Labor (1099s) Recap"
sheet on the report -- same treatment as the 1099 drivers otherwise --
never folded into the wage-based ADP Entry sheet.
Name
Rate
Admin (Owner only)
Create sign-in accounts, change what someone's account can do, or
send a password reset -- no Firebase Console needed for any of
this anymore.
Add a user
Creates the sign-in account with the role you pick. Nobody,
including you, ever sets or sees their password -- right after the
account is created, they're sent a password-reset email (the same
one "Forgot password?" sends) so they set their own on first use.
Users & Roles
Every account that can sign in, and what they can currently do.
Changing a role here takes effect immediately -- no separate
Firestore edit or script needed. Owner sees everything; Manager can
log payroll requests and use the tips form as backup for Larry;
Entry is the tips form only.
Name
Email
Role
Payroll Report (Owner only)
Builds the full audit-trail workbook (daily punches → weekly hours
→ man-days/tips → deductions → ADP Entry) for the pay
period selected above -- runs every biweekly pay period, not just
tip weeks. On a tip payout week it also pulls in the tip-pool
numbers and combines this period's driver days with the prior
period's for the tip split; on a regular payroll date, drivers
still get paid Deliveries $/Setups $ for that period, just no tip
distribution. Either way, every currently-pending PTO/purchase/
delivery/reimbursement request due this period is swept in.
Only orders with Status "Closed" or "Unpaid", dated within each of this period's
own two weeks, are counted -- any wider date range in the file you upload is fine,
everything outside this period's weeks is ignored. The generated workbook's new
"Sales Calc" sheet shows exactly which orders were included and why.
Needed every period (tip week or not) to keep the Kitchen Manager/Supervisor bonus
history current -- see the "Bonus Calc" sheet (and "Sales Calc," when Sales came
from an uploaded orders export) in the generated workbook.
Employee
Dept
Reg Hrs
OT Hrs
Man-Days
CC Tips
PTO
EE Purch
Misc Amt
Misc Reimb
1099 driver payroll
Tip payout / Tips come from the tip pool (Days Driven share, computed
automatically). Deliveries $ Total / Setups $ Total are each driver's
own already-added-up dollar total for the period, entered on the Tip
Pool tab (not a count -- different deliveries/setups pay different
amounts).
Driver
Days driven
Tip payout
Tips
Deliveries $ Total
Setups $ Total
Total
Contract Labor (1099s)
Hours and pay for people paid as 1099 contract labor for this work, not a W2
wage (added via the Employees tab's Contract Labor roster) -- same treatment
as the 1099 drivers otherwise. Pay $ = Rate x Regular Hours + Rate x Overtime
Hours x 1.5 (same OT premium a W2 employee gets), blank if no rate is on file
yet. Not part of ADP Entry.
Name
Rate
Reg Hrs
OT Hrs
Man-Days
Pay $
Driver payment advice PDFs (just generated)
One PDF per active driver for this pay period -- same numbers as the table above.
Not emailed anywhere yet (that step still needs a Microsoft 365 credential GFG IT
hasn't set up). Also available later from the Driver Advice tab.
Un-finalize a pay date
Reverses a finalize done by mistake: every PTO/purchase/delivery/reimbursement request
currently stamped with the pay date below goes back to pending, so it can be swept into
whatever report actually finalizes next. Nothing is erased -- each reversed request keeps
what it was stamped before under "previously recorded," so there's still a trail of what
happened, it's just pending again.
Driver Advice
Re-downloads the payment-advice PDFs already generated for a finalized pay period (one per
active 1099 driver -- Richard Haselton, Ross Pullen, Randy Pruitt), so you can print or
re-present them without re-running the whole Payroll Report. PDFs are generated
automatically the moment a period is finalized on the Payroll Report tab.