🎯 For admins looking to troubleshoot TOIL policies.
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.
Overview of applied TOIL balances
If you want to see the balance of your employees’ TOIL accounts, you can do so under Schedule > Leave accounts >Time off in Lieu accounts. In the filters, choose the name of the TOIL account and see which employees have that account assigned to them.
How to export a TOIL report
Overview of TOIL accounts report
If you want to extract the overview of TOIL as a report, first apply a filter and choose the TOIL account you wish to extract a report for. Then press the Export button from Schedule > Leave accounts > Time off in Lieu accounts tab. This would give you an overview of the TOIL accounts and their balances per employee.
Detailed transferred hours report
If you want to have the details of hours transferred in a report form go to Schedule > Leave requests. Choose the date range, set the status and in the filters choose the overtime account you wish to get a report for. Press Export > Time off in Lieu report. Choose the date range and tick Group by employee. Select the departments that you want to include in the report. Finally, press Export data > Download file to get a detailed breakdown Overtime report.
View an employee’s TOIL balances
For an overview of current and future balances on TOIL accounts, edit an employee’s profile and click on the Time off in lieu tab. You will see the following information:
Four columns with hours:
The calculation of these hours is based on:
Shift types connected to the TOIL account and that add or deduct hours.
Time supplements (if set up on your Planday).
TOIL requests made by employees, which go through managers’ approval. Contact our support team to allow your employees to request TOIL.
Adjustments to the TOIL account
Either manually - See How to manually adjust TOIL hours.
Or via transfer through the Contracted hours page - See How TOIL is handled with the Contracted hours.
Today (approved): Calculated based on approved shifts*, connected Time supplements, and adjustments up to today.
All (approved): Calculated based on all approved shifts*, connected Time supplements, including future approved ones. Contact Planday support if you want to be able to approve shifts in the future.
Today (approved and requested): Sum of Today (approved) and shifts*, or Time supplements that are not yet approved as of today. It could also include TOIL requests that are not yet approved. If this value differs from Today (approved), it could be that the employee still has unapproved shifts.
All (approved and requested): Includes all shifts*, connected Time supplements, and adjustments, past or future, whether approved or unapproved. This is the TOIL balance employees see on the Planday app.
* Specify which shift types should add or deduct hours from the TOIL accounts under Settings > Absence, Overtime, Leave > Advanced > Shift types for Time off in lieu accounts. Approved shifts will add or deduct hours from TOIL accounts.
An unapproved shift (connected to the TOIL account via Shift type) or an unapproved Time supplement are referred to here as "requested".
2. The details of the transactions to the employee’s TOIL account
Shows in the details
Shows in the details
Approved TOIL:
Shifts connected to the TOIL account via shift type
Shifts connected to a Time supplement
An adjustment to the TOIL account (manual or via the Contracted hours page)
TOIL the employee requested
Doesn’t show in the details
Doesn’t show in the details
Non approved TOIL:
Shifts connected to the TOIL account via shift type
Shifts connected to a Time supplement
TOIL the employee requested
Show example
Show example
The method used in this example to calculate the TOIL balance is via Shift types.
The starting balance on the employee's overtime account was 0. They worked an 8-hour shift that was added to their TOIL account. And they are scheduled for another 8-hour shift in the future, to which the shift type “overtime” is applied. Since this shift hasn’t been approved yet, its value is included under All (approved and requested).
To see another example with even more differences in the numbers, go to TOIL - FAQs and troubleshooting for admins.
How to manually adjust TOIL hours
You can make adjustments to the TOIL account directly from the employee’s profile should you need to make manual adjustments.
Let’s say you have paid two hours for one of your employees. You now want to adjust these hours in their account. Go to the Employee’s profile > Time off in Lieu > press Create. Then choose the type of adjustment you want to make.
In the above example, we want to remove 2 hours by adjusting the duration by -2.
Type: Select which type of flex you want to create, Time off, Time off in lieu (Overtime) or an Adjustment.
Duration (when selecting Adjustment): Select this option if you want the hours to be adjusted as an undertime. You can choose the date when the adjustment was made and if you want to deduct the hours or minutes, put a minus “-“ in front of the amount.
Date (or range): If you want to register a date with hours taken as time off, select this option.
You could now pay out TOIL hours using a Contract rules supplement.
See related articles:
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