How to manage and create TOIL allowances
Please note this functionality can only be enabled by the RotaMaster Support Team. If you would like this functionality enabling, please email help@rotamaster.co.uk.
This functionality is only available for customers with People+ or Leave+ modules.
TOIL Allowance
Once TOIL is enabled, people will get a TOIL allowance in the Leave Allowances section of the personnel record. This is a rolling allowance and so is the same allowance across all leave years.
TOIL is always calculated in hours, regardless of their leave units. The TOIL allowance will be included in their total allowance as highlighted below:
When the leave allowance is calculated in days, TOIL will get calculated in the total allowance as a percentage of 24 hours e.g. if they had 12 hours TOIL (i.e 0.5 days) and 20 days annual leave then the total leave allowance figure would show 20.5 days.
Adding TOIL
To manually add hours to someone’s TOIL allowance, select the allowance and click the 'blue pencil' icon.
The following dialog box will be shown:
You can edit the number of hours from here, and click save.
Marking a shift as TOIL
You can mark that a shift has been worked for a TOIL allowance, rather than for a monetary value. The duration of the shift will be added as TOIL hours to the confirmed person's total TOIL allowance.
You can see which shifts have been marked as TOIL on View Rota because they will have a 'coin' symbol in the TOIL column:
There are two ways to mark a shift as TOIL;
- Edit a singular shift: Select the shift you wish to edit, click the 'blue pencil' icon, and tick the TOIL tick box and click save.
TOIL shifts will not be valued, so when a shift is marked as TOIL the pay rate group will automatically convert to ‘Manually Entered Value’ and the value will be reduced to 0. This cannot be edited. - Quick Edit: Select multiple shifts you need to mark as TOIL, click the 'three pencil icon', tick the 'TOIL' tick box within the 'Quick Edit Shift ' screen, and click save.
❗ Please note: you will only be able to quick edit the TOIL status of shifts that currently have the same TOIL setting e.g. all shifts that are not TOIL can be edited to be TOIL. If you have selected shifts that are both TOIL and not TOIL then you will not be able to quick edit the TOIL status of the shifts.
Recording extra shift duration as TOIL
When you increase the length of a non-TOIL shift, the system will ask you if you want to record the extra duration as TOIL, by selecting 'yes' a separate shift will be created and automatically marked as TOIL for the length of the added duration. For example, as shown below: original shift was 8:00 to 12:59, amend the shift end time to 13:59, a separate TOIL session will be created for the additional hour, clearly marked as TOIL with the 'coin' symbol.
The TOIL allowance accrued from the shift will be removed if the person is removed from the shift, or if the calendar or shift is deleted.
Requesting TOIL
Staff can request TOIL from the Staff Hub. They will only be able to request TOIL if they have earnt TOIL against their post, if a staff member has not earnt any TOIL, the option to request TOIL will not show on their Staff Hub.
TOIL can be requested from the Self Service > Leave Section of the Staff Hub. To request TOIL, they must click the ‘Add Leave’ button next to the TOIL Allowance. Staff then need to fill in the resulting dialog box, in the same way they do when requesting annual leave, and click 'Submit' to send their request for approval.
❗Note: Staff can request more TOIL than they have earned, with a view to earning it back at a later date. It is up to admin whether these requests are approved or not.
Approving/Declining TOIL
TOIL can be approved or declined from the Self Service > Manage Leave > Overtime page in the same way as annual leave.
🚫 NOTE: When attempting to approve a TOIL request, if it is already opened by another admin user, a warning message will show to inform you that a read only version will be opened.
The screen will show any outstanding Overtime Requests, to filter these down use the filters on the left hand side of the screen:
As you would for Annual leave, use the 'blue tick' to approve a request, or the 'red cross' to decline a request.
❗IMPORTANT: those listed that have the blue check box in 'Requested as TOIL' have been requested by the staff member as TOIL hours. All others, if approved, will be paid at a monetary value. If you do not pay for overtime and need to convert an overtime request to TOIL hours, click here to learn how!
When approving Overtime requests that are marked as TOIL, the start and end times can be edited. For example, if the over time request has been inputted as 0:00 to 5:00, this would total 5 hours and one minute. Therefore if you needed to amend to 5 hours, you would edit the start and finish times to 0:00 to 4:59 and click save.
You will then get a dialogue box pop up to confirm the change in duration, and ask if you wish to make an adjustment - if you are only changing the time of the overtime as a correction, you would click 'No'.
However, if for example, you need to amend the end time as a staff member went home sick during an overtime shift, you may then wish to select 'yes' to record a sickness adjustment.
TOIL can be added manually by navigating to Manage overtime tab, click the 'green plus' icon, add in the details and 'click save':
