Using Time Off In Lieu (TOIL) on eypeople

Using Time Off In Lieu (TOIL) on eypeople

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Time Off In Lieu, or TOIL for short, is a way that companies can compensate employees for working overtime by providing time off equivalent to the time spent working outside of contracted hours. TOIL is disabled on eypeople by default, but can be enabled any time by an Admin user.

Enabling TOIL for a company/nursery branch
  1. Go to  > Global Settings to edit TOIL settings for all nursery branches, or  > System Settings to edit TOIL settings for one nursery branch.
  2. Click on HR in the sidebar.
  3. You will find TOIL settings in the TOIL Entitlement section.
  4. Check the box next to Enable TOIL to turn it on.
  5. Under Expiry policy, you can determine how long employees have to use their TOIL entitlement before it expires. No expiry will allow the entitlement to carry over indefinitely. As per entitlement year will reset TOIL at the end of each entitlement period (which can be adjusted in HR settings). Custom will allow you to insert your own expiry time in Days, Weeks, or Months, counting from the date the overtime was worked.
  6. When you're satisfied, click Save at the bottom of the page.
  7. With TOIL enabled, you will have access to the Overtime Hours (TOIL) screen.
Adding overtime for an employee
Overtime can be added either by a manager through the eypeople web system, or by an employee through their staff portal or employee app. 
  1. In the sidebar, click on eypeople > Overtime Hours (TOIL).
  2. Click Add Overtime Hours in the top right.
  3. Click on the Employee field to select who you're adding overtime for. For cases where multiple employees worked overtime on the same date and at the same time, you are able to select more than one. 
  4. Click on the Overtime Date field to bring up a calendar. Select the date the overtime was worked. 
  5. In the Overtime Hours fields, select which times the overtime started and ended. You can either choose a time from the list, or type it in.
  6. Type additional information into the Notes/Description box.
  7. The Expiry Date for TOIL entitlement will be set automatically according to your Expiry policy in HR Settings. However, managers with the right permissions are able to edit the expiry date for individual overtime instances by clicking on the field and choosing a date from the calendar.
  8. When you're done, click Submit.
  9. Overtime hours added by managers are automatically approved and converted into TOIL entitlement for the selected employee(s). An employee's current TOIL entitlement can be viewed on the Contract/Entitlements screen of their profile.
Managers can see a list of an individual employee's overtime hours by going to their Staff Profile > Contract/Entitlements > Overtime Hours (TOIL). From here, you can also Add Overtime Hours for this employee. 
Approving/declining overtime hours
When an employee adds overtime hours for themself, it needs to be approved by a manager before it can be converted into TOIL entitlement.
  1. In the sidebar, click on eypeople > Overtime Hours (TOIL).
  2. Overtime hours waiting for approval are marked as Pending.
  3. Click on one to view it.
  4. Apart from the Employee Name, you are able to edit any of the overtime details if you feel they are inaccurate. 
  5. The Expiry Date for TOIL entitlement will be set automatically according to your Expiry policy in HR Settings. However, managers with the right permissions are able to edit the expiry date for individual overtime instances by clicking on the field and choosing a date from the calendar.
  6. Type your reason for approving or declining overtime hours into the Approve/Decline Notes box.
  7. Click either Approve or Decline.
  8. Approving overtime hours will convert them into TOIL entitlement for that employee.
  9. Declining overtime hours is permanent, and will prevent further actions. 
Updating/deleting overtime hours

Even after overtime hours have been approved, you can go back to update the details (or even delete the overtime) if necessary.
  1. In the sidebar, click on eypeople > Overtime Hours (TOIL).
  2. Click on an overtime instance marked Approved.
  3. Click on the fields to update them.
  4. Click Update. If you've changed the overtime hours, the employee's TOIL entitlement will be adjusted accordingly.
  5. Click Delete to remove an overtime event entirely, as if it was never approved. This will also delete the corresponding amount of TOIL entitlement for the employee. You can do this even if the entitlement has already been used, in which case deleting the overtime hours will create a deficit in the TOIL entitlement count. 

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