There may be times when you need to adjust an employee's TOIL balance manually, rather than banking overtime from a timesheet.
For example, you might want to:
Transfer balances from another system
Correct a balance
Add opening balances when setting up TOIL
Remove hours from a bank manually
Record a one-off adjustment
Adjusting a TOIL Balance
To manually add or remove hours from an employee's TOIL bank:
Go to Time Off > Banks
Click on the employee's name
Select the relevant year
Choose the TOIL bank
Click 'Adjust bank hours'
Then:
Choose whether you'd like to Add or Remove hours
Enter the number of hours
Add a note if you'd like to explain the adjustment
Click Save.
The employee's TOIL balance will be updated immediately.
Using TOIL hours in a timesheet
If you need to manually use TOIL hours to top up an employee's timesheet:
Open the employee's timesheet from Attendance.
Click on the day you'd like to adjust.
Create a new time entry.
Select Bank as the entry type.
Choose the employee's TOIL bank.
Select Remove Hours From Bank.
Enter the number of hours to withdraw.
Click Save.
The hours will be deducted from the TOIL bank and added to the employee's timesheet.
How this appears in the timesheet
When hours are withdrawn from a TOIL bank, a time entry will be added to the timesheet to clearly show the adjustment.
The ⬇ symbol indicates that hours have been withdrawn from the employee's TOIL bank and used to top up their timesheet.
This makes it easy for both managers and employees to see when banked hours have been used.
Viewing Previous Adjustments
Every manual adjustment is recorded automatically.
To view the history of changes:
Go to Time Off > Banks.
Open the employee's TOIL bank.
You'll be able to see previous additions, withdrawals and any notes that were recorded when the adjustments were made.
Good to know
Manual adjustments are best used for corrections and one-off changes.
If you're looking to move overtime hours into a TOIL bank, see the How to Bank Overtime (TOIL) guide instead.
2- Complete timesheets for ALL employees
It is also possible to make an automatic adjustment for all your employees at once if each of them has a fixed number of hours.
❗️If some of your employees do not have a fixed number of hours, do not make a bulk adjustment. Instead, make individual adjustments as described in point 1.
To make a bulk adjustment:
Go to the “Attendance” tab in the main menu on the left.
Select the correct pay period.
Click on the piggy bank icon in the upper right corner.
Check the option “Complete timesheets with banked hours”
Decide whether you want to allow a negative balance or not (this means that if 10 hours are missing to reach the employee's hour threshold and they have a balance of 5 hours in the bank, the timesheet will still be completed and their next balance will be -5 hours)
Confirm your action
Click on “Apply”
Note that it is also possible to deduct overtime and bank it at the same time as completing incomplete timesheets.
To do this, simply check the “Bank all overtime” option at the same time.
For more details on how to bank overtime, please see this article.