Tracking TOIL leave can be a nightmare for businesses. Unlike overtime pay, Time Off In Lieu involves a business replaying extra time worked with un-paid time-off.
This means attendance records need to be accurately maintained to ensure employees don’t take too much or too little time.
Today we’ll be talking about the need for an Employee Attendance Management System if your business has a TOIL policy.
What is TOIL?
Time Off In Lieu is a legal term that refers to the time an employee is authorised to take instead of overtime pay. This time can be used for any purpose, including personal reasons, appointments, or vacation.
There are a few things you need to keep in mind when taking time off in lieu:
The amount of time you work overtime should match the TOIL.
You may not be able to take all TOIL accrued at once. Time off is based on your contract and job duties.
Many employers prefer TOIL to overtime as it minimises labour costs for the business. It’s also a perfect solution if you have contracted work that ebbs and flows.
Unlike flexitime, TOIL is only available once you have worked over your contracted hours and the dates that you take to repay your labour are agreed with the employer.
How to track TOIL holiday leave
There are a few ways to track time off in lieu. The most common way is to use an online attendance tracking system.
These systems allow you to accurately track hours worked, based on employee clocking. So you know whatever hours are in the system are what you owe as TOIL.
Once you know exactly how much TOIL you need to give, it’s just as important to track how it’s taken.
An online attendance tracking system will also display information related to your employee time off, such as dates, reasons and more.
All workers have to do is request the time they need. Your management can then see on the employee’s timesheet how much overtime is owed. Management can even check business rotas and calendars to ensure the TOIL does not clash with any other employee time off.
Long gone are the days of uncertainty around TOIL leave. An attendance system will keep a digital copy of the employee’s timesheet, meaning if an employee ever questions their time off, you can simply show their worked how records, taken from their clocked hours.
Checklist for tracking and approving TOIL
The checklist for tracking and approving time off in lieu is as follows:
- Check the employee’s time off request form against any clashing absence dates.
- Check the employee’s timesheet to verify that he/she has worked enough hours to earn the leave.
- Review the employee’s vacation calendar and confirm that it reflects all approved days of leave, including any paid.
What are the consequences if I don’t track TOIL?
If you’re not tracking your employee’s time off, you could be losing working hours and money.
Taking an employees word for it is a huge gamble. Not because you don’t trust your workers, but because everyone makes mistakes. Days off can be forgotten and so you will be paying for time not worked.
On the other hand, if you forget that you owe TOIL and refuse a holiday, you could owe your employee £££.
If you’re among the many business owners who don’t know how to accurately track TOIL leave, you’re in luck.
You can save your business stress, time and money with an online Attendance Management System. You’ll know exactly how much your labour is costing you, and how much you owe, plus will save time tracking down hours.