Set up in Xero

For both RDO and TOIL, you just need to ensure you have them set up as a Leave Pay Item in Xero. You only need to have one Pay Item which will act as both the accrual and taken. There's no need to set anything up under Earnings Pay Items. 

This is accessed under Settings > Payroll Settings > Pay Items > Leave > Add:

Time in Lieu

RDO

As in the examples, ensure the Type of Units is Hours. You may wish to tick Show Balance on Payslip at the bottom as well, and then click Add.

Create Award Rule in Tanda

Go to Payroll > Award Rules > click on + New Award Rule in top right corner.

For TOIL

TOIL accrued by an employee is based on hours that would typically be paid at overtime hours. For example, the employee may have worked over 38 hours in the week or over 10 hours in one day.

We have specified below the areas on the Award Rule Building form in Tanda that needs to be filled out to ensure that it connects to Xero correctly.

  • Call the award rule name ‘TOIL Accrued’. This way you will be able to easily identify when it is applying it on the Timesheet. You can also select who you want it to apply to, so all staff or just staff tagged Full Time for example:
  • Select the type of rule as 'Overtime Hours'. 
  • Fill in details of the specific overtime scenario you are covering. We have used an employee worked beyond 38 hours as an example.
  • Set the multiplier to 0. 
  • Tick ‘Export this time as TOIL or RDO accrual’ and in the Export name, select the TOIL Pay Item that you created in Xero:  

Click Create Rule at the bottom to save.

For RDO

RDO is used for example, when employee works a 38 hour week but an 8 hour day, which equals 40 hours, so 2 hours a week will accrue towards RDO which totals one RDO each month. 

We have specified below the areas on the Award Rule Building form in Tanda that needs to be filled out to ensure that it connects to Xero correctly.

  • Call the Award rule name ‘RDO Accrual’. This way you will be able to easily identify when it is applying it on the timesheet. You can also select who you want it to apply to, so All staff or just staff tagged Full Time for example:
  • If the employee works 8 hours a day and 0.4 is allocated to RDO, just set up the rule as follows, clicking Advanced options at the bottom to select RDO Accrual:
  • Next, set the multiplier to 0 and tick ‘Export this time as TOIL or RDO accrual’ and set the Export name that you created in Xero:

Click Create Rule at the bottom to save.

Manual application

If you want either TOIL or RDO to apply based on the user's application, you'll need to set that the rule applies to Award Tags. You can set this as something you currently use or you could setup a tag called TOIL or RDO in Tanda under Payroll > Tags

Create Leave in Tanda

Next, you'll need to create Leave Types for when the employee wants to take their TOIL or RDO.

Go to Payroll > Leave Types > click on + New Leave Type in the top corner. 

Call the Leave name TOIL Taken or RDO Taken, to differentiate between the Accrual on the Timesheet and set the Export name as the one you created in Xero. Set who you want the Leave to apply to and the multiplier as 1 and click Create at the bottom.

On the Timesheet

Under Timesheets > Weekly/Fortnightly, when you go into the employee's Timesheet and go to the Timesheet Export Summary at the bottom, if you setup your Award Rules to be automated, when the criteria is met you will see your TOIL or RDO accrual applying:

If it's not automated and you want to apply it based on user discretion, this is controlled with the Award tag drop-down:

If you can't see this second drop-down, it can be enabled by going to Settings > General Settings > Timesheets tab > placing a tick in the Show an extra dropdown to adjust shift cost (Award tag) box and clicking Update Settings to save.

Once the Tag is selected in the Award tag drop-down, you'll just need to either Approve or recalculate the Timesheet and the Timesheet Export Summary will update with these changes.

In order to apply to take the TOIL or RDO, staff can apply for the Leave themselves or you can click the plane icon at the end of the shift and select the TOIL Taken or RDO Taken option.

If you would like further assistance please contact Tanda Support by clicking on the blue chat icon in the bottom right corner, on 1300 859 117 or support@tanda.co

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