This article explains how to configure overtime expiry periods and investigate negative TOIL balances.
Overtime expiry period
If the Available Hours is showing negative value then this would usually indicate that in total the employee as accumulated or taken more TOIL absence that has requested Overtime or the Overtime Configuration is not capped or set to not expire after 3 months.
In order to set or remove an expiry period for accrued overtime or cap the number of hours/units that can be accrued as overtime:
Log in to Access People or SelectHR website.
Click Configuration, HR Configuration.
Click the Overtime Configuration Options tab.
Select the Toil Expires check box if requiring to expire after 3 months or untick if not
Select the Use TOIL Cap check box whether to apply a cap on the number of Units/Hours that can be accrued as Overtime TOIL requests
Click Save.
Known issue
We are aware of an issue whereby if a user has overtime records where the Use By Dates of those overtime records do not run in date sequence, the available balance may become negative erroneously.
We recommend checking the employee overtime records to verify if you are impacted. You can do so by following these steps:
Log in to the SelectHR Administrator Tool.
Click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Change the database to SelectHR.
Log in.
Copy the below SQL:
SELECT PSS.[Person Number],PSS.[First Name],PSS.Surname,PSS.[Effective Status],AOH.[Overtime Date],AOH.[Use By]FROM Person.Snapshot PSSINNER JOIN Absence.[Overtime History] AOH ON PSS.[Person Number] = AOH.[Person Number]WHERE PSS.[First Name] = 'FIRSTNAME'AND PSS.Surname = 'SURNAME'ORDER BY AOH.[Overtime Date]
In the top left of the data export window, click Options, Paste SQL from clipboard.
Click Data.
You will need to confirm that the Use By Date values of the overtime records are in date order. Any break in sequence may trigger the known issue to occur.
Example - how it should look
Assuming the overtime is valid for 3 months, we would expect the overtime to flow in date sequence as exampled in the table below:
Overtime Date | Use By Date |
01/07/2023 | 01/10/2023 |
02/07/2023 | 02/10/2023 |
03/07/2023 | 03/10/2023 |
Example - how it should not look
You may experience issues with the TOIL balance is the Use By Date sequence is broken, as exemplified in the table below.
Overtime Date | Use By Date |
01/07/2023 | 01/10/2023 |
02/07/2023 | 02/11/2023 |
03/07/2023 | 03/10/2023 |
We are currently looking to address this as a matter of priority, but do not yet have a specified fix date. If you believe you are impacted by this issue, please raise a new case.