1. Create the TOIL pay item
The pay item is used when TOIL is taken and when it is cashed out.
Go to Admin, Structure, Pay Items.
Add a new pay item under the following categories:
Leave category for when leave is taken
Accrual category.
Payment category for TOIL is taken
Click Save.
Note: Ensure all Pay Items are correctly categorised for STP2
2. Create the TOIL accrual type
Go to Admin, Configuration, Accrual Types.
Click Add New.
Configure the following fields:
Name: TOIL.
Accrual column: Choose the Time in Lieu Leave accrual.
Payment column: Time off in Lieu Leave & Time off in Lieu Cash out.
Balance Visibility: Employee when entitled, and Manager (recommended).
Balance order: Oldest First (recommended).
Set the Negative Balance Behaviour to either Allow or Block, depending on your preference.
Add the Leave Reason:
In the Accrual Type, tick the Leave Options box.
Add as many Leave Reasons as required. (eg. TOIL, TOIL 1.5x)
3.Configure TOIL in the Award
Below is a screenshot of a typical TOIL configuration in Definitiv, variations to these conditions may need to be logged with the Consulting team for configuration
4. Allocate TOIL hours to employees
Assuming TOIL is managed manually, hours need to be added directly to each employee record.
Open the employee in a pay run.
Add a manual adjustment of TOIL Accrual with the appropriate number of hours.
đ¤Tip: Once setup is complete, employees can request TOIL Taken leave and the system will automatically deduct the hours from their TOIL balance, just like a standard leave type.
Note: If TOIL Accrual is to be automated, this may need to be logged with the Consulting team for configuration.