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When hours are withdrawn from a TOIL bank, a time entry will be added to the timesheet to clearly show the adjustment.
The ⬇ symbol indicates that hours have been withdrawn from the employee's TOIL bank and used to top up their timesheet.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.
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 clock icon in the upper right corner
Then tick the 'Complete timesheets using banked hours' and untick the 'Bank all overtime' option.
Note that it is also possible to deduct overtime and bank it at the same time as completing incomplete timesheets.
To do this, simply leave the 'Bank all overtime' option ticked.
For more details on how to bank overtime, please see this article.