How is TOIL handled with the Punch Clock

Manage TOIL automatically based on Punch Clock deviations.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For admins looking to manage TOIL.

  • Disclaimer: It is your responsibility to ensure compliance with the relevant rules for leave and to configure Planday to be suitable for the particular circumstances of your organisation and employees. If you are unsure, please obtain professional legal advice.

  • See Planday's TOIL management to find out which set-up fits your needs.

  • Are you an employee? See How to apply for leave.

If you're an admin seeking to automate daily TOIL tracking and allocation, especially using the Punch Clock to track hours worked, this method is ideal. It simplifies the process because once you approve Punch Clock entries, whether they're overtime or undertime, the hours are automatically transferred to the TOIL account.

The deviation rules for TOIL aren't commonly used in the UK and Germany. This is because they manage TOIL on a weekly basis for salaried employees rather than on a daily basis.

Follow this step-by-step guide to manage TOIL using the Punch Clock method.

Step 1. Create Shift types to handle overtime and undertime

With Punch Clock deviation rules, employees should be scheduled according to their Contracted hours each day, as the deviations are generated based on scheduled hours.

You would primarily need to set up Shift types to label your overtime and your undertime. For example, create a Shift type Plus hours (Overtime) and another named TOIL Time off - by going to Settings > Schedule > Shift types.
  • In Denmark, the adjustment rate for Flex - or afspadsering and Flex + is 100% and the hours are usually counted in the Payroll report.

  • In Norway and Sweden, both shift types Flex + and Flex - usually have an adjustment rate of 100% and the hours are set to count in the payroll report so the managers know how many Flex hours each employee has in Planday. However, they usually handle Flex on a separate payroll system so to make sure nothing gets over to the payroll system you need to ignore the salary codes assigned to shift types. You can set to ignore salary codes under Settings > Payroll > Prints > Ignore salary codes.

Learn more on how to Create and use Shift types.

Step 2. Create Deviation rules and link them to Shift types

Next, you need to create Deviations from scheduled time rules so that the system will compare the Punch Clock entry to the scheduled time and if there is a deviation, the system suggests:

  • IF Shift length not reached. (Undertime) → THEN Apply TOIL Time off Shift type.

  • IF Shift length exceeded. (Overtime) → THEN Apply Overtime Shift type.

Go to Settings > Punch Clock > Advanced > Deviations from scheduled time and press Create.

Planday EN Screenshots for HC.001.png

The example below shows a deviation rule for TOIL Time off which applies to Deviation type Shift length not reached with the Minimum length and Start of shift set to zero for a maximum Length of 2 hours (120min).

The example below shows a deviation rule for Overtime which applies to Deviation type Shift length exceeded which has to apply if the deviation is at least 15 minutes, for a maximum of 2 hours (120min).

  • Name: Give a name to the deviation rule.

  • Deviation type: For overtime, choose “Shift length exceeded”, for Undertime choose “Shift length not reached”.

  • Final shift type: Choose the Shift type that will apply when the rule applies.

  • Sort order: Not applicable for setting up in this example.

  • Minimum length: This defines the minimum duration for the deviation before it is handled by this rule. 0 means that the rule is applied to all deviations. In other words, if you put a value other than zero here the deviation has to be a minimum that value before it's handled by this rule. If you put 15 here, then the deviation has to be a minimum of 15 minutes before the rule kicks in. If it's under 15 then the Shift type will remain Normal.

  • Start of shift: This defines when this rule is starting in a deviation as time in minutes. 0 means that the rule applies to all deviations. If you put in a value here, for example, 15 minutes, choose the deviation type Arrives early and choose the final Shift type Overtime, then the Shift type will be applied to the period between the time the employee punches in and the 15 minutes before the shift starts.

  • Length: Defines depth in deviation for this rule to process as time in minutes. This is the maximum length the deviation can handle. For example, if you put 120 minutes (2 hours), this means that the employees can only get two hours of overtime when the shift length is exceeded.

Step 3. Map Shift types with the TOIL account

In the next step, you need to map the correct Shift types with their corresponding TOIL account so that overtime or undertime can be counted. Go to Settings > Leave & Overtime > Advanced > Shift types for Time off in lieu accounts tab.

In this example Overtime is selected for Shift types adding to TOIL accounts balance. For Time owing shift types (minus), select the related shift type in this example Time off (TOIL).

If you make changes to the shift types in these settings after the shifts have been approved or saved, this will not affect the TOIL balance. You would need to reapprove the shifts or resave them again.​

View deviations in Punch Clock approval

When this is set up, the overtime account will fluctuate up and down as the employees’ shift is either exceeded or not reached.

For example, if an employee is scheduled to work from 18:00 to 23:00 for a 5 hours shift but stamps 17:38-00:27, then the system will automatically detect that there is almost two hours deviation 0:22m+01h:27m=01h:49m from their original scheduled time and accounts that as overtime. In the Punch Clock page under Schedule > Punch Clock the deviations will appear as below:

Planday EN Screenshots for HC.001.png

If this is approved, overtime hours will be added to the employee’s TOIL account. This can be seen by going to People> Employees > click on an employee and press Edit > Time off in lieu tab. The deviations in the account will appear as below for an individual employee:

Planday EN Screenshots for HC.001.png

💡Please note that the approved hours are shown as a decimal value.

You can choose to pay out the hours at the end of your payroll period or employees can request leave from their earned overtime balance.

See related articles:

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