What is TOIL
TOIL (Time Off in Lieu) is a system where employees who work extra hours beyond their normal schedule can take that time off at a later date, instead of receiving overtime pay.
For example, if an employee works 2 hours beyond their regular shift one day, they may be entitled to take 2 hours off another day.
How to set up TOIL
There are three essential steps to set up TOIL:
Enable the TOIL feature in the system
Activate the TOIL functionality within the system settings to allow its use.Activate TOIL for employees
Ensure the TOIL feature is enabled for individual employees who will be using it.Create a TOIL hour type
Define a specific hour type for TOIL in the system to track time off in lieu accurately.
Enable the TOIL feature
Go to General Settings in the configuration (the cog icon in the top right-hand corner).
Head over to the Holidays section.
Tick Enable TOIL.
Save the updates.
Activate TOIL for employees
Go to the Employees module.
Select an employee.
Head over to the Employment tab.
Go to the Leave Settings section.
Tick Allow TOIL.
Click Update.
Create a TOIL hour type
Go to Hour Types in the configuration (the cog icon in the top right-hand corner).
Click on Create Hour Type button to add an hour type.
Name the hour type.
Enter the external reference if applicable.
Select TOIL.
You can apply a suitable icon and define the background colour and text colour.
Tick the options as required.
Is Active: Indicates whether this hour type can be selected.
Accrues Holiday: Indicates whether holiday time will be accrued.
Include in Tronc: Indicates whether this hour type should be counted when calculating Tronc allocations.
Define the options.
Included in Financials: Specify whether this hour type should be included in the financials at the selected contract type level.
Apply Financial Accrual Cost: Specify whether the financial accrual cost for this hour type should be applied at the selected contract type level.
Included in Payroll Export: Specify whether this hour type should be included in the payroll export for the selected contract type level.
This hour type can be applied globally or to specific rota types only.
Click Create, and you will see the TOIL hour type in the list.
How to apply TOIL
Once the TOIL is set up, the TOIL hour type option will appear in shift approvals and leave management for the selected employees.
When processing shifts, you can click the briefcase icon, define the accrued TOIL hours, and then approving the shifts.
Accordingly, the accrued TOIL hours will be added to the employee's leave balance.
You can also adjust the accrued TOIL hours in the leave management.
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