diff --git a/handbook/business-operations/README.md b/handbook/business-operations/README.md index b586c66821..cbf8e014a2 100644 --- a/handbook/business-operations/README.md +++ b/handbook/business-operations/README.md @@ -24,10 +24,10 @@ Many of these processes are automated, but it's vital to check Gusto and Plane m | Payroll type | What to use | DRI | |:-----------------------------|:-----------------------------|:-----------------------------| -| [Commissions and ramp](https://fleetdm.com/handbook/business-operations#run-us-commission-payroll) | "Off-cycle" payroll | Head of Business Operations +| [Commissions and ramp](https://fleetdm.com/handbook/business-operations#run-us-commission-payroll) | "Off-cycle - Commission" payroll | Head of Business Operations | Sign-on bonus | "Bonus" payroll | Head of Business Operations | Performance bonus | "Bonus" payroll | Head of Business Operations -| Accelerations (quarterly) | "Off-cycle" payroll | Head of Business Operations +| Accelerations (quarterly) | "Off-cycle - Commission" payroll | Head of Business Operations | [US contractor payroll](https://fleetdm.com/handbook/business-operations#run-us-contractor-payroll) | "Off-cycle" payroll | Head of Business Operations ### Reconcile monthly recurring expenses @@ -77,8 +77,6 @@ Here's how: Then, send the DRI a direct message in Slack with a screenshot of the HRIS portal, showing hours logged since last Saturday at midnight and tasks undertaken during those hours (if provided). Ensure the screenshot does not contain any compensation information. -> -> More info: https://fleetdm.com/handbook/business-operations#inform-managers-about-hours-worked ### Change the DRI of a consultant @@ -147,14 +145,27 @@ For payment instructions please refer to your invoice, and reach out to [Fleet's Thanks, [name] ``` - - If any accounts will become overdue within a week, reply in thread to the slack post, mention the opportunity owner of the account, and ask them to notify their contact that Fleet is still awaiting payment. + ### Run US commission payroll -- Update [commission calculator](https://docs.google.com/spreadsheets/d/1vw6Q7kCC7-FdG5Fgx3ghgUdQiF2qwxk6njgK6z8_O9U/edit) with new revenue from any deals that are closed/won (have a subscription agreement signed by both parties) and have a **Close date** within the previous month. - - Find detailed notes on this process in [Notes - Run commission payroll in Gusto](https://docs.google.com/document/d/1FQLpGxvHPW6X801HYYLPs5y8o943mmasQD3m9k_c0so/edit#). -- Let the Head of Business Operations know they can run the commission payroll. Use the off-cycle payroll option in Gusto. Be sure to classify the payment as "Commission" in the "other earnings" field and not the generic "Bonus." -- Once commission payroll has been run, update the [commission calculator](https://docs.google.com/spreadsheets/d/1vw6Q7kCC7-FdG5Fgx3ghgUdQiF2qwxk6njgK6z8_O9U/edit) to mark the commission as paid. +1. Update individual teammates commission calculators (linked from [main commission calculator](https://docs.google.com/spreadsheets/d/1PuqUbfPGos87TfcHWgUd05TRJgQLlBmhyz1euj79m2A/edit?usp=sharing)) with new revenue from any deals that are closed-won (have a subscription agreement signed by both parties) and have a **close date** within the previous month. + - Verify closed-won deal numbers with CRO to ensure any agreed upon exceptions are captured (eg: CRO approves an AE to receive commission on a renewal deal due to cross-sell). +2. In the "Monthly commission payroll party" meeting, present the commission calculations for Fleeties receiving commission for approval. + - If there are any quarterly accelerators due for the teammate receiving commission, ensure the individual total includes both the monthly and the quarterly amount. +3. After the amounts are approved in the meeting, process the commission payroll. + - Use the off-cycle payroll option in Gusto. Be sure to classify the payment as "Commission" in the "other earnings" field and not the generic "Bonus." +4. Once commission payroll has been run, update the [main commission calculator](https://docs.google.com/spreadsheets/d/1PuqUbfPGos87TfcHWgUd05TRJgQLlBmhyz1euj79m2A/edit?usp=sharing) to mark the commission as paid. + + +### Run quarterly or annual employee bonus payroll +1. Update individual teammate bonus calculator (linked from [main commission calculator](https://docs.google.com/spreadsheets/d/1PuqUbfPGos87TfcHWgUd05TRJgQLlBmhyz1euj79m2A/edit?usp=sharing)) with relevant metrics. + - Bonus plans will have details specified on how to measure success, with most drawing from the [KPI spreadsheet](https://docs.google.com/spreadsheets/d/1Hso0LxqwrRVINCyW_n436bNHmoqhoLhC8bcbvLPOs9A/edit?usp=sharing) or from linked SFDC reports. If unsure where to pull achievement metrics from, contact teammate's manager to clarify. +2. In the "Monthly commission payroll party" meeting, present the bonus calculations for Fleeties receiving bonus for approval. +3. After the amounts are approved in the meeting, process the bonus payroll. + - Use the off-cycle payroll option in Gusto and be sure to classify the payment as "Bonus". + - For international teammates, you may need to use the "Help" function, or email support to notify Plane of the amount needing to be paid. +4. Once bonus payroll has been run, update the [main commission calculator](https://docs.google.com/spreadsheets/d/1PuqUbfPGos87TfcHWgUd05TRJgQLlBmhyz1euj79m2A/edit?usp=sharing) to mark the bonus as paid. ### Convert a Fleetie to a consultant @@ -186,6 +197,7 @@ When a Fleetie, consultant or advisor requests an update to their personnel deta > Note: if the Fleetie is US based and has a qualifying life event that impacts benefit coverage, they can [follow the Gusto steps](https://support.gusto.com/article/100895878100000/Change-your-benefits-with-a-qualifying-life-event) to update their coverage elections. + ### Change a Fleetie's job title When BizOps receives notification of a Fleetie's job title changing, follow these steps to ensure accurate recording of the change across our systems. - Update ["πŸ§‘β€πŸš€ Fleeties"](https://docs.google.com/spreadsheets/d/1OSLn-ZCbGSjPusHPiR5dwQhheH1K8-xqyZdsOe9y7qc/edit#gid=0): @@ -223,13 +235,13 @@ When BizOps receives notification of a Fleetie's manager changing, follow these > **Note:** The Fleeties spreadsheet is the source of truth for who everyone's manager is and their job titles. - ### Prepare salary benchmarking information - Use the relevant template text in the README section of the [ΒΆΒΆ πŸ’Œ Compensation decisions document](https://docs.google.com/document/d/1NQ-IjcOTbyFluCWqsFLMfP4SvnopoXDcX0civ-STS5c/edit?usp=sharing) for a current Fleetie, a new role, a prospective hire, or other benchmarking use case. - Copy the template text and paste at the end of the document. - Fill in details as required, pulling from [πŸ§‘β€πŸš€ Fleeties spreadsheet](https://docs.google.com/spreadsheets/d/1OSLn-ZCbGSjPusHPiR5dwQhheH1K8-xqyZdsOe9y7qc/edit#gid=0) and [equity spreadsheet](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit?usp=sharing) as required. - Use the teammate's information to benchmark in [Pave](https://www.pave.com/) (login details in 1Password). You can pattern match from previous benchmarking entries, and include all company assumtions. Add the direct link to the Pave benchmark. + ### Update a team member's compensation To [change a team member's compensation](https://fleetdm.com/handbook/company/communications#compensation-changes), follow these steps: - Create a copy of the ["Values assessment" template](https://docs.google.com/spreadsheets/d/1P5TyRV2v-YN0aR_X8vd8GksKcr3uHfUDdshqpVzamV8/edit?usp=drive_link) and move it to the team member's [personnel folder in Google Drive](https://drive.google.com/drive/folders/1UL7o3BzkTKnpvIS4hm_RtbOilSABo3oG?usp=drive_link). @@ -251,12 +263,14 @@ Create a [new montly accounting issue](https://github.com/fleetdm/confidential/i - The close date is tracked each month in [KPIs](https://docs.google.com/spreadsheets/d/1Hso0LxqwrRVINCyW_n436bNHmoqhoLhC8bcbvLPOs9A/edit). - **When is the issue created?** We create and close the monthly accounting issue for the previous month within the first 7 days of the following month. For example, the monthly accounting issue to close out the month of January is created promptly in February and closed before the end of the day, Feb 7th. A convenient trick is to create the issue on the first Friday of the month and close it ASAP. + ### Check franchise tax status No later than the second month of every quarter, we check [Delaware divison of corporations](https://icis.corp.delaware.gov) to ensure that Fleet has paid the quarterly franchise tax amounts to remain in good standing with the state of Delaware. - Go to the [DCIS - eCorp website](https://icis.corp.delaware.gov/ecorp/logintax.aspx?FilingType=FranchiseTax) and use the details in 1Password to look up Fleet's status. - If no outstanding amounts: the tax has been paid. - If outstanding amounts shown: ensure payment before due date to avoid penalties, interest, and entering bad standing. + ### Check finances for quirks Every quarter, we check Quickbooks Online (QBO) for discrepancies and follow up on quirks. - Check to make sure [bookkeeping quirks](https://docs.google.com/spreadsheets/d/1nuUPMZb1z_lrbaQEcgjnxppnYv_GWOTTo4FMqLOlsWg/edit?usp=sharing) are all accounted for and resolved or in progress toward resolution. @@ -264,6 +278,7 @@ Every quarter, we check Quickbooks Online (QBO) for discrepancies and follow up - Reach out to Pilot with any differences or quirks, and ask them to resolve/provide clarity. This often will need to happen over a call to review sycnhronously. - Once quirks are resolved, note the day it was resolved in the spreadsheet. + ### Report quarterly numbers in Chronograph Follow these steps to perform quarterly reporting for Fleet's investors: - Login to Chronograph and upload our profit and loss statement (P&L), balance sheet and cash flow statements for CRV (all in one book saved in [Google Drive](https://drive.google.com/drive/folders/1ben-xJgL5MlMJhIl2OeQpDjbk-pF6eJM). @@ -315,6 +330,7 @@ Within 60 days of the end of the year, follow these steps: - Make the cancellation notification in accordance with the contract terms between Fleet and the vendor, typically these notifications are made via email and may have a specific address that notice must be sent to. If the vendor has an autorenew contract with Fleet there will often be a window of time in which Fleet can cancel, if notification is made after this time period Fleet may be obligated to pay for the subsequent year even if we don't use the vendor during the next contract term. - Once cancelled, update the recurring expenses section of [The Numbers](https://docs.google.com/spreadsheets/d/1X-brkmUK7_Rgp7aq42drNcUg8ZipzEiS153uKZSabWc/edit#gid=2112277278) to reflect the cancellation by changing the projected monthly burn in column G to $0 and adding "CANCELLED" in front of the vendor's name in column C. + ### Update weekly KPIs - Create the weekly update issue from the template in ZenHub every Friday and update the [KPIs for BizOps](https://docs.google.com/spreadsheets/d/1Hso0LxqwrRVINCyW_n436bNHmoqhoLhC8bcbvLPOs9A/edit#gid=0) by 5pm US central time. - Check the KPI sheet at 5pm US central time to ensure all departments have updated their KPIs on time. If any departments are delinquent, notify the department head and let the [Apprentice](https://fleetdm.com/handbook/digital-experience#team) know so they can put it on the agenda for their next one-on-one with the CEO.