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      Time Off in Lieu (TOIL)

      In Cezanne, employees can submit overtime requests which, depending on your company policy, can result in them being able to build up Time Off In Lieu (TOIL) to use in addition to their standard absence entitlement.

      This article explains how to use the TOIL functionality in Cezanne and contains the following sections:

      1. How TOIL works in Cezanne
      2. Setting up TOIL in Cezanne

      1. How TOIL works in Cezanne

      When an employee works overtime eligible for Time Off In Lieu, they enter that time as a request which can be approved or declined by a manager or an HR Professional.

      Once the overtime record is approved, the TOIL earned will be added to their TOIL balance and will be automatically allocated when booking absences using the normal Absence Request process.

      Example

      1. An employee adds an Overtime Request:
      2. Submits for approval:
      3. Their Manager approves the overtime:
      4. The TOIL Earned is added to their TOIL balance:
      5. When the employee books an absence between the TOIL Effective Dates, the TOIL balance is used:

      Note:

      • There is an option available which allows you to prevent absences using TOIL automatically. For more information, see the Setting Up TOIL in Cezanne section below.

      2. Setting up TOIL in Cezanne

      To set up and use TOIL in Cezanne, you should review the following four sections:

      Absence Plan Type Details

      Navigate to: Absences >> Absence Plan Types >> Absence Plan Type Details

      1. Switch TOIL ON.
      2. Enter the Expires After (Days). (If left blank, this will default to 'No Expiry')
      3. Select the Overtime Time Units to use.
      4. If you selected Hours above, enter the Working Day Hours. This should be the average number of hours in a typical FTE day.
      5. Choose whether Compulsory Events Use TOIL. This means that Time Off In Lieu is used for Compulsory Events as well as regular absences.
      6. Choose whether to Allow 'Taken as Pay'. This means that employees will be able to request paid overtime rather than TOIL.
      7. Choose whether Line Managers Can Edit Subordinates' Overtime. This means that line managers can make changes to an employee's overtime record once it has been approved.
      8. Choose whether an Employee Can Prevent an Absence from Using TOIL. This means that an employee can stop an absence request using available TOIL.

      In order for employees to make overtime requests, the Employees Can Make Absence & Overtime Requests option needs to be ticked in the Administrative Settings section.

      Absence Plan

      Navigate to: People >> Holiday & Absences >> Absence Plans >> TOIL tab

      The following sections are available:

      1. TOIL Remaining Balance - Includes all TOIL records with an Expiry Date in the future.
      2. TOIL Details Menu - Select to see an overview of the TOIL balance (see below).
      3. Overtime Records - Displays all Overtime Records.
      4. Add TOIL - Select to add a new overtime record.

      TOIL Details Menu

      This menu contains a breakdown of all TOIL records.

      It displays:

      1. The Details of the Overtime and TOIL record.
      2. TOIL Used and Remaining from that record.
      3. The Absence(s) which the TOIL record was used on.

      Overtime Request Process

      In order to enable employees to send overtime requests for approval and build up TOIL, you must first activate a process flow. The Overtime Request Process Flow can be set up to include up to 4 configurable approval stages.

      If you want employees to be able to request the deletion of overtime records, you must activate the Overtime Deletion Request Process Flow.

      For more information about setting these up, see: Overtime Request Process Flow and Overtime Deletion Request Process Flow.

      Employee Request

      To make a request, an employee can click Add Overtime from either the My Absences Summary Widget or the Absences Screen.

      The following fields are available on the request screen:

      1. Worked From and Worked To - The dates of the overtime.
      2. Reason - The reason for the overtime.
      3. Overtime Worked - The amount of overtime worked in the Overtime Time Units.
      4. Taken as Pay - Indicates whether this is paid overtime.
      5. TOIL Effective From - Is filled in automatically as one day after the Worked To date.
      6. TOIL Expiry - Is filled in automatically as the Expires After (Days) field (entered on the Absence Plan Type Details screen) specifies how long after the TOIL Effective From date the record expires.
      7. Rate - The rate for the overtime.
      8. (Read-only) Working Day Hours - The value specified on the Absence Plan Type.
      9. (Read-only) TOIL Earned - (Total Overtime Worked / No. of Hours in a Day) x Rate.
      10. (Read-only) Status - The status of the request (e.g. Draft, Approval Pending, Approved, etc).
      11. (Read-only) Approved By - The name of the approver.
      12. Notes - Relevant notes to accompany the request.