To better understand the different steps and processes of managing Time off in lieu (TOIL) and overtime in Planday, consider the following flow.
Step 1: Create a TOIL account template
TOIL account templates define how overtime is dispensed to the employees. In the template, you can set the starting balance, if the accounts can be applied automatically to the employees, whether to allow a negative balance and define which employees or groups can use TOIL.
Step 2: Apply TOIL account template to employees
If you did not choose the automatic apply option when creating the template, you can manually assign overtime accounts to one employee or an Employee group. When applying a template, you can set the application criteria based on Shift types or manually set the overtime balance.
Step 3: Allocate TOIL depending on the frequency of use
TOIL should be automatically managed with the Punch Clock by setting up deviation rules. This method is preferred if you want a daily overview of how much is taken/added to your employees' balances because the new balance will show as soon as the shifts have been approved.
You can handle TOIL manually by applying specific overtime Shift types to shifts or by using Contracted hours if you need to do so on a weekly or monthly basis.
See the guides below on setting up each method.
3A How to handle TOIL with the Punch Clock deviation rules
If you use Punch Clock functionality on Planday, you can use deviations to automate the process of registering overtime and time off. You can always find the TOIL balance on the given account under the employee's profile or by going to the Time off account overview under Schedule > Leave accounts > Time off in Lieu accounts.
See this article on handling TOIL using Punch Clock deviations.
3B How to handle TOIL with Shift types
The most manual and straightforward solution for registering overtime is using Shift types. With this solution, you create a Shift type, for example, overtime and time off and use that to allocate TOIL. Employees' time is automatically transferred to plus or minus on their TOIL account when a Shift type is applied to their shift.
See this article on handling TOIL using Shift types.
3C How to handle TOIL with Contracted hours
This option assumes that you already use Contract rules on your portal. When employees work according to a contract rule, for example, 160 hours per month, the system will register all hours below or above the 160 hours within a monthly interval, such as overtime or time off. At the end of the month, a manager or administrator simply has to review the hours and transfer them to the employee’s TOIL account if everything looks as it should. Otherwise, manual changes can be made to the shifts before approving and transferring hours.
See this article on handling TOIL with Contracted hours.
View or edit TOIL and overtime balances
Managers can always make manual adjustments to TOIL accounts, such as deleting transferred hours or adjusting the balance when TOIL is paid off by going to the employee’s account.
See this article on viewing or editing TOIL and overtime balance.