TOIL / RDO & Banked Hours Accruals

How to record accrued time in (i.e TOIL, TIL, RDO, flexi-time)

Updated over a week ago

Some employment agreements allow time off to be taken instead of being paid overtime. This is commonly known as 'Time off in lieu' or 'TOIL' (also sometimes 'Scheduled Day Off' or 'RDO')

How it works

TOIL/RDO works the same way as leave.

The TOIL/RDO balance increases when a TOIL earnings rule applies on timesheets.

The TOIL/RDO balance decreases when leave is taken using the TOIL leave type.

You can accrue and store the TOIL/RDO balance in your payroll system or in by following the steps detailed in this article. The steps to begin accruing TOIL in are:

  1. Create earnings rules to apply at times when TOIL/RDO accrues

  2. Create a TOIL/RDO leave type

  3. Set starting TOIL/RDO balances

Create earnings rules to apply at times when TOIL/RDO accrues

Navigate to Compliance > Custom earnings rules (Manage) and click + new earnings rule.

The conditions for this rule should match the days and times you want TOIL to accrue (i.e. applies after 38 hours worked or just certain shifts).

Some earnings rules and agreements allow for an employee and an employer to agree for time off to be taken instead of being paid overtime pay. If overriding a managed template, the conditions will need to either be the same or more specific than the overtime rules currently applying to the staff member. Essentially you want to copy the OT rule, and ensure the TOIL/RDO rule overrides this by testing on a timesheet.

You can find the rules you may want to override via an employee profile to whom you want TOIL/RDO to apply instead of OT:

Copy the conditions of these rules into your TOIL/RDO rule and test on a timesheet to ensure its working as expected.

Tip: If systematic TOIL accrual is not desired, the best approach would be to set the rule to apply to 'Specific Shifts' with an Earnings tag that represents TOIL Accrued. Staff profiles and shifts on the timesheet would then need to be tagged to be calculated as TOIL Accrued.

Under Step 4. Outcomes:

  • Set the 'What rate is it paid at?' multiplier to x0

  • Enter the Export name as the name of the leave type you will use when leave is taken. These need to match exactly - this is how will know to accrue this leave type

  • Tick 'Export this time as a TOIL or RDO accrual'

  • Set the TOIL Accrual rate (this will determine how many hours will accrue for each hour worked with this earnings rule applying)


  • If you don't want to accrue a TOIL/RDO balance in your payroll software, select 'Do not export this to payroll'. This will prevent TOIL accrual hours from being exported with your timesheet exports, meaning this balance will only be accrued in

  • If you accrue TOIL in your payroll software, check that the accrual rate matches the rate set in the steps above.

Create a leave type for TOIL/RDO

Navigate to Compliance > Manage Leave Types to create the leave type used to record when accrued time is taken. The name needs to exactly match the name entered in the 'Export Name' in the accrual earnings rule (it is case sensitive).

Set a starting TOIL leave balance (if not integrated with payroll)

Opening balances can be added by bulk via Leave > Tools > Leave Balances or individually on employee profiles under the Leave drop-down. It's on the profile where you can see current balances and make manual adjustments if required.

Generally, balances will increase when shifts with Time Accrued are approved. Balances will lower when requests for time taken are approved.

If you are integrating leave balances from your payroll system, you may not have to do this (as long as there is a TOIL/RDO balance in payroll).

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