Planday allows you to keep track of your employees’ overtime hours and offers the possibility to give employees compensatory time off for the overtime hours they’ve worked.
Follow this step-by-step guide on setting up a TOIL account template before applying it to your employees or employee groups.
Create a TOIL account template
Go to Settings > Leave & Overtime (or Absence, Overtime, Vacation) > Account templates > press the Create button.
Next, select Time off in lieu account.
You can then set the details for your TOIL account template and press Save when you are done.
TOIL account template details
Name: Set a name for your TOIL account such as TOIL or Compensatory Time off, or similar.
Payment: Here you can choose Depending on the balance - unless the hours are always company paid or deductible.
Billing mode: Set this to Hours.
Initial value: This is the initial balance of hours on the account at the date of creation. It should be zero “0” if the employee starts with no hours. You can always manually adjust the initial balance for each employee even after the TOIL account has been applied.
Reset day: Set this as the date when the account should reset. We recommend not to put in a reset day and use the TOIL account like a balance that collects hours. This way, the TOIL account will go up and down with hours transferred either as overtime or undertime. Besides this, there are other reasons to not allow an account to reset such as:
The remaining hours are not transferred automatically to the new account.
If as a manager, you make adjustments back in time to TOIL after the reset date, the adjustments will go to the new account instead of going to the right account.
Renew automatically: We recommend not to select this checkbox as enabling it would mean setting a reset day for the account.
Apply automatically: If you select this option, the system will automatically create this account for all new and existing employees who match the selected options. You can leave this unchecked if you want more control over which employees get to have the TOIL account and manually apply the account in the next step.
💡 Please be aware of the allocations you set up in this section. The initial value would automatically apply to the matching employees. However, this can be edited manually per employee should you need to make changes in the future or delete the allocations.
Allow negative balance: Select the checkbox ☑ if the account can have a negative balance. If you leave this unchecked the account will not allow a negative value. For example, if an employee has a balance of 2 hours and you want to deduct 5 hours from their account the system won’t allow it as the balance would become negative. We recommend allowing for a negative balance.
Departments, Employee groups, and Employee types: If you chose to apply this template automatically, these options make it possible to limit which employees can use the specific TOIL account. For example, if you only wish to use TOIL in a specific Department, for an Employee group and only apply it to a specific type of employees, you can limit access with this option.
Settings: Availability group: Here you can set which leave accounts should take priority. Not applicable for setting up TOIL. You can leave this setting on No priority (always available).
Payroll: Here you can set up a Salary code for this leave account. These salary codes will be based on your payroll reports, for displaying detailed information on leaves, and help your Payroll integration modules understand the type of leave being reported.