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
• Recording accrued TOIL 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 using the Amend TOIL feature 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. During the pay run, the payroll administrator selects Actions → Amend TOIL and enters the number of TOIL hours to be added to the employee's balance
3. The TOIL balance increases in their employee profile
4. The employee can later request TOIL leave using the available balance

Note: When using Amend TOIL, you should enter a positive number of hours to add TOIL to the employee's balance. Entering a negative number of hours removes TOIL from the 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.
 

Recording accrued TOIL 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. Within the pay run, open the payslip for the salaried employee whose TOIL balance you want to adjust.

3.  Click Actions, then select Amend TOIL from the drop-down menu.

4. In the Amend TOIL pop-up window, enter the number of TOIL hours to add to the employee's balance, then click Amend TOIL Balance.

• Enter a positive number of hours to add TOIL to the employee's balance.
• If you enter a negative number of hours, this will reduce an employee's TOIL balance.

5. Check that the TOIL Balance is reflected correctly in the Leave section of the payslip.

For example, if you've entered 3, this should increase the employee's TOIL balance by 3 hours.

6.  Complete the remainder of the pay run, then select Lock & Continue.

Once the pay run has been finalised:

• The employee's TOIL balance is updated in their employee profile.
• The TOIL hours are available for future TOIL 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).

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.