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Time off in lieu (TOIL) with a timesheet leave type

Loren Mathewson
Updated
EH Content Team

Available for the following EmploymentOS plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following user access levels: Manager, Admin

Warning

This time off in lieu (TOIL) process is relevant to HR and payroll-connected organisations only. You will need to enable timesheets for your employees in payroll, and work types need to be set up in payroll also before setting up TOIL.

To set up a time off in lieu (TOIL) work type and to be able to add this work type to timesheets, follow the 5 steps below to create the correct settings.

Set up TOIL - work type accrual

Step 1: Enable the employee timesheets
Enable your employee timesheets by following this guide.
Step 2: Set up a TOIL leave type
  1. Log into Employment Hero.
  2. Click on the Settings option on the left-hand side menu.
  3. Click on the Leave Settings option.
  4. Click on the + Add Leave Type button.
    screenshot of where to click on the plus sign add leave type button
  5. Add a Leave Type Name. 
    screenshot of how to add a new leave type name
  6. Under Leave Balance Tracking, select Track balance accruals and leave taken. 
    screenshot of how to select track balance accruals and leave taken
  7. Under Leave Type Setup, select the Timesheet Accrual option.
    screenshot of where to add the timesheet accrual option
  8. In Unit Type, select from the following:
    • Hours
    • Days
    • Weeks.
      screenshot of where to add the details of the new leave type
  9. Click Save.
    screenshot where to click on the save button
  10. Assign your employees to this leave type by sliding them to the Selected column.
  11. Click Save.
    screenshot of how to assign your employees to this new leave type by sliding their name across to the selected column
Step 3: Link work types to your Payroll classic platform
  1. Log into your Payroll classic platform.
  2. Click on the Business icon on the left-hand side menu.
  3. Click on the Payroll Settings icon.
  4. Under the Pay Conditions subheading, click on Work Types.
  5. Click on the Add button.
    screenshot of where to click on the add button to add a work type
  6. Add the following fields to ensure that they match the TOIL leave type that you have set up in Employment Hero.
    • Name - add the same name as the TOIL leave type you created in your Employment Hero.
    • External ID
    • Automatically enabled for - If you want all employees to be able to use this work type, then you should tick this box. To enable the work type to be used by specific employees, you will need to manually enable the work type as described below
    • Work maps to - select TOIL
    • Short code.
  7. Tick the Apply to pay run as leave accrual check box. 
    screenshot of where to click the apply to pay run as leave accrual tick box
  8. Click Save.
    screenshot of where to click on the save button to save the TOIL work type
Step 4: Re-sync work types in Employment Hero
  1. Log into  Employment Hero.
  2. Click on the Settings option on the left-hand side menu.
  3. Under Payroll Settings, click on Work Types.
  4. Click on the Update from payroll button.
    screenshot of where to click on update from payroll
Step 5: Create timesheets in your Employment Hero
  1. In Employment Hero, click on the Time icon on the left-hand side menu.
  2. Click on Timesheets.
  3. Click on Add New Timesheet.
    screenshot of where to click on add a new timesheet
  4. Fill in the following details:
    • Date
    • Start time
    • End time
    • Personnel.
  5. Select TOIL in the Work Types dropdown menu.
    screenshot of where to select the time off in lieu option from the work types drop down menu
  6. Fill in the following details:
    • Cost centre
    • Breaks
    • Comment (optional).
  7. Click Save.
    screenshot of where to save to save the new time off in lieu timesheet

Important

Once the timesheet has been approved, leave accrues 1:1 with hours worked.

Set up TOIL - timesheet accrual rules

Step 1: Enable the employee timesheets
Enable your employee timesheets by following this guide.
Step 2: Set up a TOIL leave type
  1. Log into Employment Hero.
  2. Click on the Settings option on the left-hand side menu.
  3. Click on the Leave Settings option.
  4. Click on the + Add Leave Type button.
    screenshot of where to click on the plus sign add leave type button
  5. Add a Leave Type Name. 
    screenshot of how to add a new leave type name
  6. Under Leave Balance Tracking, select Track balance accruals and leave taken. 
    screenshot of how to select track balance accruals and leave taken
  7. Under Leave Type Setup, select the Timesheet Accrual option.
    screenshot of where to add the timesheet accrual option
  8. In Unit Type, select Hours.
    screenshot of where to add the details of the new leave type
  9. Click Save.
    screenshot where to click on the save button
  10. In the Add leave accrual rules screen, add your leave accrual rule name.
  11. Under the Timesheet accrual rules subheading, select one of the following:
    • Hours worked (When hours worked are over x hours in a day/week/month, then accrue leave at x units for each hour worked)
    • Work between (When hours worked are between x time and x time, then accrue leave at x units for each hour worked)

    • Employee hours (When hours worked are greater than an employee's actual weekly hours, then accrue leave at x units for each hour worked).
      screenshot of where to choose your timesheet accrual rule

      Helpful Hint

      If using the Employee Hours option, you can find the employee's actual weekly hours by going to People > People list > (choose your desired employee) > Pay Details > Salary History.

      Actual weekly hours needs to be set in the employee file for you to be able to use the Employee Hours option. 

  12. Select the Exclusion rule (if this applies to your situation).
    screenshot of where to select the exclusion rule

  13. Configure a TOIL Balance Expiry rule if needed. When creating or editing accrual rules, you can add an expiry rule to the TOIL leave types. The configuration contains a number field that only accepts whole numbers (no decimals) and a unit dropdown menu choice of days | months | years.

    Important Notes

    • Expiry is calculated from the date TOIL was accrued. For example, if an employee accrued 2 hours of TOIL based on a timesheet for the date 12th June, and if their expiry rule is set to 2 days, those 2 hours will expire on the 14th of June.

    • Expiration happens at midnight on the expiry date, so in the above example those 2 hours are expired at 00:00 on the 14th June.

    • When expiry rules are turned on, they WILL affect existing accrued TOIL, regardless of when they were accrued or when the rule was turned on. So for example in the above scenario, if the expiry rule was turned on on the 14th June or later, the employee's 2 hours of TOIL that were accrued on the 12th will immediately expire. There is a warning message that explains this in product.

  14. Click Save.
    screenshot of where to click on save to save your timesheet accrual rule
  15. Assign your employees to this leave type by sliding them to the Selected column.
  16. Click Save.
    screenshot of where to click on save to save your timesheet accrual rule
Step 3: Set up work types in your Payroll classic platform
  1. Log into your Payroll classic platform.
  2. Click on the Business icon on the left-hand side menu.
  3. Click on the Payroll Settings icon.
  4. Under the Pay Conditions subheading, click on Work Types.
  5. Click on the Add button.
    screenshot of where to click on the add button to add a work type
  6. Add the following fields:
    • Name
    • External ID
    • Automatically enabled for - If you want all employees to be able to use this work type, then you should tick this box. To enable the work type to be used by specific employees, you will need to manually enable the work type as described below
    • Work maps to.
    • Short code.
  7. Click Save.
    screenshot of where to add the work type details then click save
  8. Next, log into Employment Hero.
  9. Click on Settings in the left-hand side menu.
  10. Under General Settings, click on Add ons.
  11. In your payroll connected applications section, click the Actions drop-down menu.
    screenshot of where to click on the actions button beside your payroll connected applications
  12. Click on Update.
    screenshot of where to click on update from payroll
Step 4: Re-sync work types in Employment Hero
  1. Log into Employment Hero.
  2. Click on the Settings option on the left-hand side menu.
  3. Under Payroll Settings, click on Work Types.
  4. Click on the Update from payroll button.
    screenshot of where to click on update from payroll
Step 5: Create timesheets in Employment Hero
  1. In Employment Hero, click on the Time icon on the left-hand side menu.
  2. Click on Timesheets.
  3. Click on Add New Timesheet.
    screenshot of where to click on add a new timesheet
  4. Fill in the following details:
    • Date
    • Start time
    • End time
    • Personnel.
  5. Select TOIL in the Work Types dropdown menu.
    screenshot of where to select the time off in lieu option from the work types drop down menu
  6. Fill in the following details:
    • Cost centre
    • Breaks
    • Comment (optional).
  7. Click Save.
    screenshot of where to save to save the new time off in lieu timesheet

Important

Once the timesheet has been approved, leave accrues 1:1 with hours worked.

Viewing expected TOIL expiry dates

An employee that has accrued TOIL with expiry rules can see a detailed list of exactly when their TOIL is expected to expire by navigating to the “My Time Off” page → looking under the “Balances” heading → clicking on the info button next to the name of their TOIL time off type.

TOIL expiry is also recorded alongside other Time Off History audit detail.

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