The process requires an employee to record overtime worked, which is then declined or accepted by their manager. The employee then needs to request an absence of the type Time off in lieu in the same way that a holiday request is made.
Once approved, the balance of approved time off available is reduced, and the time off taken is increased.
Make the absence type Time Off In Lieu requestable
Under Absence, click Lookups, then Absence Types.
Drill into type Time off in lieu and put a tick in the Requestable box.
Save the record.
Add the process to allow employees to record overtime worked.
Login to the Admin Tool and navigate to the required Self-Service menu.
Navigate the menu structure to where the item is to go.
Change the Filter to SelectHR\Person.
Add existing process Absence - Overtime Details (Self Service).
To allow managers to authorise TOIL requests, Add existing process Absence - Overtime Details (Authoriser) to the required manager menu set(s).
To allow HR to administer and oversee all overtime records, Add existing process Absence - Overtime Details (HR) to the HR menu set(s).
Enter overtime worked
Login to SelectHR Self Service menu set.
Click on the Absence - Overtime Details (Self Service) menu item as added above.
Click New Overtime Request to add details of overtime worked.
Enter the overtime details and save the record.
This is now visible under the Overtime - Pending tab and cannot be edited.
The manager will be notified that there is an outstanding overtime request and they can then approve the overtime by actioning the task in their task list. They will have the option to either Accept or Decline the overtime.
The employee will receive an email indicating if the overtime has been accepted or declined and will now be able to view the overtime under the Overtime - Authorised or Overtime - Declined tabs.
The Overtime - Authorised tab will show the amount of overtime accrued as available hours. They will also be able to see how much has been used.
There will be one line for each amount of overtime added.
TOIL Request
The employee makes an absence request in the usual way but selects the absence type of Time off in lieu. The statistics shown are for TOIL instead of holiday entitlements.
The absence request is processed in the usual way by the manager/authoriser.
Once approved, the employee's TOIL balance of available/used hours will be adjusted accordingly, and the absence will show in the employee's calendar as type Time off in lieu: TOIL.