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      TOIL

      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 type. It will be included in the total allowance figure at the bottom of the screen if the person’s leave is calculated in hours or days. If their leave is calculated in shifts then TOIL will be ignored as there is no way to convert hours to shifts. 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 and 20 days annual leave then the total figure would show 20.5

       

      To manually add hours to someone’s TOIL allowance, select the allowance and click the blue edit pen.

       

      The following dialog box will be shown:

       

       

      You can edit the number of hours from here.

       

      Marking a shift as TOIL

      You can mark that a shift has been worked for TOIL rather than for a salary. The person who is confirmed in that shift will then get the duration of that shift added to their TOIL allowance.

      You can see which shifts have been marked as TOIL on View Rota because they will have a symbol in the TOIL column:

       

       

      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.

      To mark a shift as TOIL you can:

      1. Edit the shift and tick the TOIL tick box
      2. Quick Edit a number of shifts and tick the TOIL tickbox (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)

               

      1. 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. If you say yes, then a separate shift will be created and automatically marked as TOIL.

       

       

      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 web portal. They will only be able to request TOIL if they have earnt some. Before earning some TOIL, the allowance will not appear on their web portal.

      TOIL can be requested from the Self Service > Leave Section of the web portal. 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. To request TOIL, they must click the ‘Add Leave’ button next to the TOIL Allowance. They then need to fill in the resulting dialog, in the same way as they do when requesting annual leave.

       

      Approving/Declining TOIL

      TOIL can be approved or declined from the Self Service > Manage Leave page in the same way as annual leave.

      TOIL can be added manually in the same way as other adjustments