Some employment agreements allow time off to be taken instead of being paid overtime. This is commonly known as 'Time off in lieu' or 'TOIL' (also sometimes 'Rostered Day Off' or 'RDO')
How it works
TOIL in Tanda works as follows:
A TOIL award rule is applied to timesheets when TOIL should accrue (this rule is either custom-built or prebuilt from your award template).
This award rule is configured to accrue a TOIL leave type.
TOIL rule will count as 'leave accrued' and update leave balances, typically upon export/pay run being posted.
The employee creates a leave request for the TOIL leave type when they want to use their balance.
What this help guide covers:
TOIL Award Rules
For TOIL to accrue, an award rule that is configured to export as TOIL/RDO accrual needs to apply to a timesheet.
Creating Custom TOIL Rules
There are many different scenarios and agreements for TOIL to accrue. You will need to configure custom rules to apply to staff timesheets when TOIL should accrue. You can refer to the Custom Award Rules article to learn more about custom rules.
If overriding a Tanda managed template, the conditions will need to either be the same or more specific than the overtime rules currently applying to the staff member.
Some common configurations are listed below as a reference point.
Note that these are only examples and should not be copied directly to your account. Ensure that your TOIL rule configurations are appropriate for your organisation.
Accruing TOIL for Exceeding Maximum Hours Worked
Accruing TOIL for Exceeding Maximum Hours Worked
A rule with the following configuration will mean that for staff with the 'TOIL' tag in their profile, this rule will apply for any hours worked past the maximum of 38. They will not be paid when this rule applies in the timesheet, but the number of hours this rule applies for will be the amount of leave accrued for the 'TOIL (Accrued Leave)' leave type.
Accruing TOIL for a Set Amount Per Shift
Accruing TOIL for a Set Amount Per Shift
A rule with the following configuration will mean that for staff with the 'TOIL' tag, for up to 0.4 hours after 7.6 hours are worked in a day, the TOIL rule will apply. They will not be paid when this rule applies in the timesheet, but the number of hours this rule applies for in the period will be the amount of leave accrued for the 'TOIL (Accrued Leave)' leave type.
Accruing TOIL for Working in a Specific Team
Accruing TOIL for Working in a Specific Team
A rule with the following configuration will mean that for staff with the TOIL tag in their profile, when a shift is worked in the 'Extra Duties' team, this rule will apply. They will not be paid when this rule applies in the timesheet, but the number of hours this rule applies for will be the amount of leave accrued for the 'TOIL (Accrued Leave)' leave type.
Manually Accruing TOIL via Shift Tags
Manually Accruing TOIL via Shift Tags
A rule with the following configuration will mean that for staff with the TOIL tag in their profile, when a shift is manually tagged with the 'TOIL' shift tag, this rule will apply. They will not be paid when this rule applies in the timesheet, but the number of hours this rule applies for will be the amount of leave accrued for the 'TOIL (Accrued Leave)' leave type.
You may need to make this rule more specific (i.e., apply to specific days) if the employee is under a managed award.
Pre-Built Rules
Certain award templates in Tanda have TOIL accrual award rules already built in. Since the export names of these rules cannot be edited, these pre-built rules work best with Tanda Payroll. For external payroll systems, it is recommended to use custom TOIL rules.
You can read more about reporting on TOIL under a managed template in the TOIL Accrual Report Explained guide.
To use the pre-built TOIL rules, see below:
Configuring Staff Profiles
For some awards, the TOIL application is done by manually adding a shift tag to shifts that require TOIL accrual. Other awards can accrue TOIL automatically via the application of a TOIL classification tag to staff profiles.
You can check if the TOIL rules for your award are manual or automatic by checking the award rules under your managed template (Time & Attendance > Compliance > Manage Award Template > View Award Rules). If they apply via shift tag, like the one below, then this requires manual application.
If they apply automatically via a profile classification tag, you will see the following:
Manual Application of Shift Tag
For Award Templates that support the manual application of TOIL, such as the Registered and Licensed Clubs Award (MA000058), follow the steps below:
Add the 'TOIL' tag to the employee's profile. You may need to create this tag yourself first under Time & Attendance > Compliance > Classification Tags.
Then, add the TOIL shift tag to shifts that require it to be accrued. See more about Shift Tags Here.
This will cause the appropriate TOIL rule to apply to that shift:
Automatic Application via Classification Tag
For Award Templates that support the automatic application of TOIL, such as the Children's Services Award (MA000120), follow the steps below:
Add a TOIL/RDO employment type from the award to the employee's profile.
You can check what they are called under the Employment Levels section of the award template overview (Time & Attendance > Compliance > Manage Award Template):
Once this employment type has been set, the employee should be eligible for the TOIL rules in the template.
Note that the award may have both manual and automatic TOIL rules.
You can still use custom TOIL award rules if your template has prebuilt TOIL. To set this up instead, see Creating Custom TOIL Rules above.
Exporting TOIL Rules & Configuring Leave Types
Navigate to Compliance > Manage Leave Types to create the leave type used to record when accrued time is taken.
Leave types that are used for TOIL accruals typically do not have an accrual rate set.
Tanda Payroll
Managed TOIL Rules
To link the Template-Managed TOIL rules to your leave type when using Tanda Payroll, ensure that the following 'This leave type is for TOIL' setting is ticked in section 3 of your leave type.
Your employee must also be eligible for this leave type and have it added to their profile.
Custom TOIL Rules
For custom TOIL rules when using Tanda Payroll, ensure that you've selected the leave type name under Export Name in section 4b of the Award Rule, and that the setting 'Export this time as a TOIL or RDO accrual' has been ticked.
When you export timesheets containing the TOIL rule, you'll see those hours appear under the 'Leave Accrued' section of the payslip.
External Payroll Systems
Custom TOIL Rules
When you're setting the export name for your award rules, ensure it matches the corresponding leave item in your external payroll system, and to the leave type in Tanda (it is case-sensitive).
Make sure that the 'Export this time as a TOIL or RDO accrual' setting is also ticked.
Learn more about integrating TOIL with Xero Here.
Learn more about integrating TOIL with MYOB Here.
Note: If you are using the template-managed TOIL rules, a leave item must be created in your payroll system for each separate TOIL award rule. Additionally, TOIL accrual rates larger than 1 are not supported for external payroll systems, which must be accounted for in your payroll software.
Using TOIL Balances
Using a TOIL Balance is like using any other leave type. Create a leave request and select your TOIL leave type. Learn more about submitting leave requests in our help guide.