To have a better understanding of the different steps and processes of the management of Time off in Lieu (TOIL) in Planday, consider the following flow.
TOIL is automatically calculated with the Punch Clock deviations from scheduled shifts
TOIL can be manually applied when needed by scheduling shifts with specific Shift types
TOIL is handled by Contracted hours and assigned overtime is transferred manually
Step 1: Create a TOIL account template
TOIL account templates define how overtime is dispensed to the employees. In the template, you can fix the starting balance, if the accounts can be applied automatically to the employees, whether to allow a negative balance, which employees or groups can use TOIL and other options.
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
You can decide if TOIL should be automatically managed with the Punch Clock by setting up deviation rules. This should be the preferred method if you calculate time off precisely and have a lot of accounts to allocate. 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 daily or weekly basis. See the guides below on setting up each method.
3A How to handle TOIL with the Punch Clock deviation rules
If your portal uses the Punch Clock, 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 individual 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 simple solution for registering overtime and time off is by using Shift types. With this solution, you create a type of shift for, for example, overtime and time off. A Shift type assigns either overtime or time off. When a type of shift is used, employees' time is automatically transferred to plus or minus on their TOIL account.
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 that are either 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 to the employee’s TOIL account if everything looks as it should. Otherwise, manual changes can be made to the shifts before approval and transfer of 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.