If you're using a TOIL (time off in lieu) bank, you can move overtime hours into the bank instead of paying them out. Employees can then use those banked hours later, either to top up timesheets or take time off.
Before you begin, make sure your overtime thresholds are set correctly in either the organisation settings or the employee's profile.
Banking overtime for multiple employees
If all of your employees have fixed overtime thresholds, you can bank overtime for everyone in one go.
If some employees have different overtime arrangements or don't have fixed thresholds, it's best to adjust them individually instead (see the section below).
To bank overtime in bulk:
Go to 'Attendance'
Select the correct pay period
Click the clock bank icon to 'Adjust timesheet hours'
You'll then see several options:
Choose how to bank the hours
Tick 'Bank all overtime'
Check the multiplier is correct. This controls how many hours are added to the bank (for example, 1.5 hours banked for every overtime hour worked).
Untick 'Complete timesheets using banked hours' if you only want to bank hours
Tick 'I confirm that I want to bank overtime'
Optional: Top up timesheets using banked hours
You can leave the 'Complete timesheets using banked hours' option ticked.
This allows the system to use existing banked hours to make up any shortfall in an employee's timesheet.
Allow negative balances
If ticked on, employees can still be topped up to their usual hours even if they don't currently have enough hours in their bank.
This can be useful if employees are always expected to be paid their full contracted hours and can make the time back later.
Tick to confirm
Click 'Apply'
The overtime hours will be moved from the timesheets into the selected TOIL bank.
Banking overtime for a single employee
Option 1: Automatic adjustment
If the employee has a fixed overtime threshold, you can automatically bank their overtime.
Go to the employee's timesheet and click on the clock icon:
Then:
Tick 'Bank all overtime' after choosing the period
Check the multiplier
Untick the 'Complete timesheet' option
Click 'Apply'
Rota & Time Clock will then move the hours into the TOIL bank.
Need to undo it?
If you need to undo the action, simply delete the bank transactions.
The hours will be returned to the timesheet, allowing you to run the adjustment again or make manual changes instead (see the section below).
Option 2: Manual adjustment
If you want full control over how many hours are added to the TOIL bank, you can do it manually.
This is useful when employees don't have fixed overtime thresholds.
To add hours manually:
Open the employee's timesheet
Click on the day you'd like to adjust
Create a new time entry
Then:
Select Bank as the entry type
Choose if you want to add or remove hours from the bank
Enter the number of hours to add
Check or update the multiplier
Click 'Save'
The selected hours will be added directly to the employee's TOIL bank.
Related Guides
You may also find these guides useful:
Withdrawing hours from a TOIL Bank
Using banked hours for booking time off