Who this guide is for
System Administrators – Requires ‘System Admin’ role, Entitlements, and Overtime and TOIL Types permissions
Overview
This guide explains how TOIL (Time Off in Lieu) expiry works in your system. TOIL expiry automatically removes unused TOIL after a set period (days, weeks, or months), helping maintain accurate balances and encouraging employees to take accrued time off within a reasonable timeframe.
How TOIL Expiry Works
TOIL expiry sets a deadline for employees to use earned TOIL. Once this period passes, any unused TOIL expires and cannot be booked.
First-time setup: handling existing TOIL
- If users already have unspent TOIL when you enable expiry, the system creates two special records per user:
- “Old remaining TOIL – to be expired” (positive): matches total unspent earned TOIL and assigns an expiry date to give a fixed period to use historical balances.
- “Balancing record for TOIL expiry setup” (negative): offsets the positive record to prevent unexpected available balances and avoids double counting.
System actions
- Displays expiry dates on TOIL and Overtime records.
- Highlights soon-to-expire TOIL (within 30 or 7 days).
- Prevents booking beyond the expiry date.
- Automatically expires TOIL once the expiry date passes.
What happens when TOIL expires
- The system creates a negative TOIL record matching the expired amount. This occurs the day after the expiry date, ensuring employees have the full expiry day to use remaining TOIL.
How to Set Up TOIL Expiry
A) Global setup (default for everyone)
Go to Admin tools > Admin panel > Global > Entitlements.
Click Edit on the relevant TOIL/overtime entitlement pot.
Open Carry Over and Expiry (or Expiry) and enable TOIL expiry.
Set the TOIL expiry period (Days/Weeks/Months) and the numeric value (e.g., 90 days, 12 weeks, 3 months).
Click Save at the top of the page.
B) Template setup (override Global for a group)
Go to Admin tools > Admin panel > Template > User Templates.
Click Edit on the template (lands on Template Settings).
Select the Entitlements tab > Advanced.
Edit the TOIL/overtime entitlement pot, enable TOIL expiry, set the period and value.
Click Save Template.
C) User setup (one-off exception)
Go to Admin tools > Users.
Search for the user and click Edit.
Open the Entitlements tab > Edit the TOIL/overtime entitlement pot.
Enable TOIL expiry and set the period and value.
Click Save User.
D) Optional quick navigation
- From Admin tools > Admin panel > Global > Overtime and TOIL Types > Edit a type, use the banner link “TOIL expiry can be set up on the entitlement pot setup page.” to jump directly to the matching level’s Entitlements page for the correct pot.
Additional Information
Key terms
- TOIL – Time Off in Lieu.
- Expiry date – Last day TOIL can be used.
- Expiry record – Deducts expired TOIL from entitlement.
- Balancing record – Maintains accuracy during initial expiry setup.
Note: These setup records are not visible in the front-end Overtime list but appear in Reports and the Admin panel Overtime records list.
Best practices
- Use shorter expiry periods to promote timely TOIL usage.
- Monitor the entitlement breakdown for upcoming expiries (30 and 7 days).
- Review user balances after enabling expiry.
- TOIL expiry only applies to Overtime pots.
- Tip: Use the search function within the platform to quickly find features or settings.