This article explains how Deputy Payroll (AU) can be used to manage Time Off In Lieu (TOIL) for salaried employees who do not submit timesheets. It covers how to record accrued TOIL hours during a pay run and process TOIL leave requests.
 

Before you read

• Target audience: This article is for users with System Administrator access and users who manage payroll.
• Plan restrictions: This article is intended for Australian customers using Deputy Payroll (AU). 
   

This article covers

• How it works
• Pre-requisites
• Assigning the TOIL leave type to an employee profile
• Manually recording accrued TOIL hours during a pay run
• Processing TOIL leave requests
• FAQs
  • How do salary and TOIL work together?
  • Why do I need to enter TOIL accruals as negative hours?
  • Can employees view their TOIL balance?
     

How it works

If your salaried employees do not submit timesheets in Deputy, TOIL cannot accrue automatically. That’s because Deputy’s automatic TOIL accrual calculations rely on approved timesheets.

However, you can still manage TOIL for salaried employees by manually recording accrued TOIL hours during pay runs in Deputy Payroll (AU).

The process works like this:

1. The employee tracks their additional hours and communicates them to the relevant payroll administrator (managed outside Deputy)
2. Your payroll administrator manually inputs the accrued TOIL for the employee when processing a pay run in Deputy Payroll (AU)
3. The TOIL balance increases in their employee profile
4. The employee can later request TOIL leave using that balance
    

Pre-requisites

To use this workflow, you should ensure:

• The team member is set up as a salaried employee
• The team member's regular working hours are configured
• The Time Off In Lieu leave entitlement has been assigned to the employee profile

You should also decide how salary and TOIL interacts in your organisation. 
 

Assigning the TOIL leave type to an employee profile

Follow these steps to add the TOIL leave entitlement type to eligible employees.

1. Open the relevant employee profile on the People tab.

2. Click Employment on the left-hand side menu. 

2. Navigate to the Leave entitlements section and check whether the Time Off In Lieu leave type has been added. 

If it needs to be added, click Edit in the top right corner, select Add Leave entitlements, then add Time Off In Lieu. 
 

3. Click Save before exiting the page.
 

Manually recording accrued TOIL hours during a pay run

Before starting the pay run, confirm the number of hours to record as accrued TOIL for the relevant salaried employees. Your organisation should decide how to manage this process outside of Deputy.

1. Initiate the new pay run on the Payroll tab.

2. Inside the pay run, open the employee record for the salaried team member you want manually record accrued TOIL hours for.

3. Click the plus (+) icon at the top right corner of the team member's payslip. This allows you to add payments manually.

4. Complete the following fields in the Add Payment window:

• Title: Enter TOIL
• Hours: Enter a minus (-) symbol followed by the number of accrued TOIL hours
  Important note: TOIL accruals must be entered as negative hours when banking time because the leave category behaves as a liability balance. 
• Multiplier: [Optional] If your award or agreement requires overtime equivalents (for example, 1.5 for time-and-a-half, or 2 for double-time), enter a multiplier value so the TOIL balance accrues at the appropriate rate.

Click Add Payment to save.
 

Example: See how the following accrued TOIL scenario would be entered during the pay run: Employee: Ella Employee Salary: $65,000 annually Additional TOIL earned this pay period: 10 hours Award agreement multiplier: 1.5 (time-and-a-half)

5. Finalise the rest of the pay run, then select Lock & Continue.

   Once completed:

• The employee’s TOIL balance updates automatically in their employee profile
• The accrued TOIL becomes available for future leave requests

Processing TOIL leave requests

Using TOIL for leave works the same way as standard leave processing in Deputy. When the salaried team member submits a TOIL leave request:

• The approved leave imports into the pay run
• TOIL hours are deducted from the employee balance
   

FAQs

How do salary and TOIL work together?

Your business is responsible for deciding how TOIL should apply to salaried employees. Below are some approaches you may consider (Option 1 being the most common approach).

Why do I need to enter TOIL accruals as negative hours?

TOIL accruals are entered as negative hours because the leave category behaves as a liability balance. Entering negative hours increases the employee’s available TOIL balance.

Example:

• Entering -5 hours increases the TOIL balance by 5 hours
• Entering 5 hours reduces the TOIL balance by 5 hours

This is standard leave liability behavior in Deputy Payroll (AU).
 

Can employees view their TOIL balance?

Yes. Employees can view their available TOIL balance in Deputy when the Time Off In Lieu leave entitlement is assigned to their employee profile.