How to Manually Manage RDO/TIL | Payroll Guide


There are two methods for entering RDO/TIL. The first method is via the earnings lines in a pay run. The second method is via timesheets.  If your subscription plan does not allow for automation of Time in Lieu or RDO conditions, you can follow the below suggestions to manage this process. 

Entering RDO/TIL via a Pay Run 

To enter RDO/TIL via a pay run, you need to set up both an RDO/TIL Leave Category, as well as a Pay Category so that leave can be both taken and accrued:

To add leave once you have created the pay run, open the Employee Details page. In the bottom right hand corner there is an Actions button. Select the Accrue Leave option and add the hours you want to accrue for that employee to the leave type, i.e., RDO or Time in Lieu. To take leave, simply do the same as above; however, instead select the Take Leave button. Then select the leave type taken, i.e., RDO, or Time in Lieu.

Entering RDO/TIL via Timesheets

If using timesheets, you will also need to set up Work-Types for the RDO/TIL actions. Doing this will enable you to select different pay conditions; for example ordinary time earnings for part of the shift, plus RDO or TIL for the rest of the shift, or a work type to accrue or take leave on the same day. To select more than one work type on the same day, create another timesheet line. If you do not select a work type, we will use the default pay category on the employees' Pay Run Defaults page. 

To Accrue RDO/TIL

You will need to create one work type for Ordinary Hours and create another work type for RDO/TIL accrual which is set to Accrue Leave for your RDO leave category. Your employees then fill in the RDO/TIL accrual time manually when they enter their timesheets.

For example if they work eight hours, they can enter one timesheet for 7.6 hours of Ordinary Hours and one timesheet for 0.4 hours of RDO/TIL accrual, or rather, 9:00am-4:36pm Ordinary Hours, 4:36pm-5:00pm RDO/TIL accrual. These timesheets are approved and imported into a pay run, and RDO/TIL will accrue according to the amounts specified in the timesheets.

Taking RDO/TIL 

If using timesheets, when an employee wants to take RDO/TIL, they can do this by:

  1. Submit a leave request which you then manage and then apply to the pay run.
  2. If there is no leave request, you can select the Actions button within a pay run and click the Take Leave button. 
  3. You can set up a TIL Taken work type and map it to the TIL leave category. Do not tick the Apply to pay run as leave accrual box in the work type settings page. You do not tick this box because you want the TIL balance to go down when you apply the timesheet to a pay run. Please note that there is no approval process for an employee taking leave when taking this option.
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