This help guide will explain how to configure and use Tanda’s new TOIL Accrual Report, including details about accessing the report and setting filters, using the report to track TOIL accruals, configuring TOIL expiry notifications, and more.

As the name suggests, the TOIL (Time off in Lieu) Accrual Report helps users track TOIL accrued and taken for employees. This is a forward-tracking feature, as it requires costing information, which does not exist on already exported TOIL accruals.

Put simply, the report will create records for each shift that accrues TOIL, allowing users to track TOIL balances, including details about when those accrued hours have been taken. For example:

We track each TOIL accrual on a per-shift basis because certain awards require TOIL accruals to be paid out within particular timeframes (often six months, though for some awards, such as SCHADS, three months).

To be eligible to appear on the TOIL Accrual Report, a user must have an existing TOIL leave balance (named something like TOIL, TIL, Time in lieu, or Time off in lieu—case doesn’t matter).

To create such a balance, navigate to Time & Attendance > Compliance > Leave Types > Manage > + New Leave Type, and follow the prompts. For more details on creating a TOIL balance, see our TOIL Accruals help guide.

The user must also be using a Managed Award Template that has been updated for TOIL-tracking. At the time of writing, the supported Templates are:

To access the TOIL Accrual Report, navigate to Reports > Workforce > Employee Reports > TOIL Accrual Report.

From there, you will be prompted to set your reporting filters.

First, choose the staff for whom you want to see TOIL information (or, simply select ‘All Staff’) and set your date range. Then, select which columns you want the report to display from:

Finally, set the filters for ‘default payroll team’, ‘TOIL leave types’, and ‘type of entry’, then click GENERATE. To learn more, see our Managing Reports help guide.

Once generated, interpreting the report should be relatively straightforward. For instance, in the screenshot below, you’re shown the following pieces of information:

If a TOIL accrual expires, a timesheet alteration will be created in the timesheet immediately following the expiry to pay out the remaining accrued hours. This will be paid at the multiplier and hours the employee would have been paid if they had worked the shift. For example:

For users on the SCHADS Award, TOIL accruals expire after three months. For all other currently supported awards, this figure is six months.

Further, a timesheet will payout all TOIL accruals if the user's employment end date is before the end of that timesheet (i.e. if this is the employee’s final timesheet and they are leaving the company).

If accrual rates and multipliers differ, we will employ the following logic. Say someone has worked one shift with four overtime hours and agrees to receive TOIL. In that case:

They now have seven hours of TOIL leave accrued. Say they take two hours of this leave, and the rest expires, leaving five hours of TOIL to be paid out. This means when two hours were taken from this accrual, what remains and what needs to be paid out is:

Users can also configure notifications to alert them if TOIL balances are expiring, helping users track and manage their TOIL balances more effectively and ensuring they're never caught off guard by an upcoming TOIL expiry.

To do so, navigate to Notifications > Notification Settings > More Notifications. Then, look for the settings: ‘My TOIL accrual is expiring’ and ‘My Staff’s TOIL Accruals are Expiring.’

Next, tick the appropriate boxes to select whether you want to receive email notifications, push notifications, or both. Your changes will be saved automatically.

Once configured, notifications will be sent weekly, one period before a TOIL balance is due to expire.