Time off in lieu (TOIL)

What is TOIL?

Time Off in Lieu (TOIL) is when an employee takes time off work instead of being paid for overtime hours worked. Please note, salaried employees with clauses in their contracts that account for ‘reasonable additional hours’ are generally not eligible for paid overtime.

Time off in Lieu (TOIL) is time off for hours worked beyond normal work expectations e.g. working on a weekend to deliver agreed project activities or putting in extra hours throughout the week to meet a major deadline.

Our goal is to provide some structure for TOIL, but we also want this process to remain as informal as possible, to reflect our culture and values. As such, TOIL is usually a simple, clear arrangement between staff and their manager. There is no need to formally record TOIL in Xero.

Note, a reasonable amount of flexibility of work hours and/or occasional additional hours is expected in all roles across Catalpa. Additional hours worked as part of the staff member’s normal day-to-day project/operational duties do not necessarily qualify for TOIL, unless previously agreed by the manager.

How do I arrange time off in lieu?

• The staff member and manager should agree to the TOIL in writing (slack is fine). They should agree:

  • The date the additional work is being undertaken

  • The additional time worked

  • Reason for the additional work i.e, the project tasks

  • When the staff member will utilise the TOIL

  • There should be an approval from the manager in writing

Limits on TOIL

• Catalpa encourages advance planning of work to avoid excessive overtime where possible.

• TOIL is equal to time actually worked: i.e. if you work four hours, you can offset those with four hours of TOIL.

• TOIL should be taken at the earliest opportunity, depending on the demands of project work - ideally within the next month.

• TOIL must be taken at a mutually agreed time between the employee and their manager.

• TOIL should not be used excessively or in a way that risks employee wellbeing or disrupts our day to day operations.

• Where needed, managers can reach out to Support Services for assistance with approving TOIL.