Natural HR allows an employee who works more than their contracted hours each week, to accrue this additional time as Time Off In Lieu, or TOIL, which they are then able to book as time off.
An employee will start with no time off allowance.
Depending on how Natural HR has been set up for TOIL, click here to see how, TOIL can be added to an employee's file in the following ways:
- By the employee's Self service Time off module
- By the employee's manager
- Via an employee's timesheet
Adding TOIL by the employee
The employee can add TOIL to their allowance by going to
Self service > My requests > Time off
and then click on the 'Time off in lieu allowance' button at the bottom of the screen.
Listed here will be any TOIL allowance already added, Click on the 'Add' button at the bottom of the screen to add a new allowance.
Enter a 'Start date' and 'End date' and the number of 'Hours' worked over the employee's contracted hours. The value entered for TOIL is always hours.
After clicking on 'Submit' and then 'Cancel', the new allowance request is listed but with a 'Status' of 'Pending' which means it must be approved by the employee's manager.
The employee's manager will receive a notification to approve the employee's TOIL request, this will either be in the 'Workflow' area in the right sidebar as you can see below, or there may be a workflow notice as a result of a custom Approval workflow
The manager can 'Approve' or 'Reject' the request by clicking on the appropriate button at the bottom of the screen.
The employee will see the 'Status' of their Time off in lieu allowance request change to either 'Approved' or in this case, 'Declined'
Adding TOIL by the employee's manager
An employee's manager is able to add TOIL allowance to an employee by going to
Time and attendance > Time off in lieu
and then clicking on the 'Add' button at the bottom of the screen
the manager must select the employee they wish to allocate time off in lieu allowance to and then complete the start and end dates and the additional number of hours worked.
Please note: Admin and unrestricted HR level users can do this for all employees, a manager will only be able to allocate time off in lieu allowance to employees who report to them.
After clicking on 'Submit' then 'Cancel', the allocated time off in lieu will be listed and will be automatically approved
Adding TOIL via an employee's timesheet
TOIL can be automatically accrued if the employee completes a timesheet by going to
Self service > My requests > Timesheets
Then click on the 'Add' button to add your details into the timesheet, click here to read about how to complete a timesheet
After completing the timesheet the employer is required to click on the 'Confirm' action so they can review the timesheet and complete the declaration
At the top of the screen the employee can see each line that was added, in some cases showing more than one line per day, and if necessary they can be edited or deleted.
At the bottom of the same screen, in the timesheet summary, the employee can see the 'Total hours' worked for each day and where applicable, in the 'Delta' column the number of additional hours that may have been worked for that day. Where a negative value is shown then the total number of hours worked for that day is actually less than the daily contracted hours. In this example, the contracted daily hours is 7.5 but the employee has only recorded 6.5 hours, therefore the Delta value is -1.
At the very bottom of the screen, the 'Weekly total' of all the hours worked is displayed along with the total 'Delta' value. In this example the employee is contracted to work 37.5 hours per week, they have actually worked 42.5 hours. The difference is the 6 additional hours less the -1 hour recorded on the 28/04/2021.
After completing the declaration and clicking on 'Submit', followed by 'Cancel', the timesheet will be pending approval by the employee's manager.
After approval by the employee's manager, the employee will be able to see their timesheet is approved. When they return to their Self service > My requests > Time off and click on the 'Time off in lieu allowance' button, they will see the accrued time off in lieu. This time though a date will appear in the 'Week beginning' column which indicates this time off in lieu is accrued by a timesheet. The total number of accrued 'Hours' is shown and the 'Status' will be automatically shown as approved.
The value of time off in lieu is always in hours - if an employee is meant to work 40 hours in a week and they work 45, there is a surplus of 5 hours entered into time off in lieu.