Lieu time (also known as “time off in lieu” or TOIL) refers to arrangements where employees can be given time off instead of receiving overtime pay for additional hours worked. The employee can build up lieu time to take as time off at a later date.
In Jarrison Time there are a few ways that this could be handled, depending on the exact requirements. This article will look at using unauthorized overtime to determine whether the time should be paid or given as time off, and adjustments will be used to deduct lieu time taken. It’s also possible to have the lieu time automatically given by day program allocations.
1) We’ll begin by adding the time categories needed, for purposes of clarity we will add three categories- one that will serve to deduct lieu time (via adjustment), one to give lieu time (by authorizing alternate category), and one to store the balance. The last one will be set as a Running Total type of category.
From Setup > Time Categories, add categories for Given (Authorized), Taken (Adjusted), and Balance. Balance should be marked Is a Running Total, as below.
2) Next we’ll configure the authorizing category, by going to Setup > Authorizations. In the dropdown list for Alternate ‘Authorized’ Category, select your Given category.
In our example we’re going to set ‘Lieu Given’ to be authorized as an alternate category of 1.5, however you could have a completely separate authorization category with ‘Unauthorized lieu’ as an Initial Time Category, authorizing straight to Given. This would typically then be allocated from a Day Program at times lieu time could be earned. Having the lieu category separate to OT will be preferred if it’s possible to split time between both categories on the same day (e.g. an employee worked 3 hours extra, one hour to be paid, two hours earned as lieu time). This setup using the alternate authorizing category authorizes a single category for the day.
3) Next we’ll setup the adjustment by going to Setup > Adjustments. Click the Add button, and then provide a Description for the new adjustment. Under Time Categories the Taken category should be added.
4) For user convenience we’ll add the adjustment as a shortcut button on Daily Details, by going to Setup > System Preferences, going to one of the Adjustment tabs, and replacing an existing shortcut.
The Lieu adjustment shortcut Time to Allocate would normally be a Custom Time allocation (if you have a target time that is regularly applied you can insert it below, otherwise leave blank for users to fill their own time), and the Lieu adjustment should be applied to Subtract.
5) Next we’ll configure the shift by going to Setup > Day Programs, and selecting a day program where lieu time should be applicable.
For the authorizing method we’re setting up, there must be unauthorized OT1.5 being given on the day, either from Allocation or a max Rule.
Then on the Rules tab, the following lines should be added:
Line 1’s formula takes the lieu balance from the previous day, and adds today’s Taken time. (time applied via adjustment)
The second formula takes the sum of the first line and adds Given time. (time from authorizing)
Both lines are marked to Post Process.
Day programs in the shift pattern that are non-working days need a formula to carry across the value of the Lieu Balance from the previous day.
Below are some results to consider.
Above we’re seeing someone on a weekly type of pay group, who had no balance at the start of the week. 3 hours 10 minutes lieu time was given for Wednesday (by authorizing the alternate category), which started a positive balance. This was added to on Thursday, when another 3 hours lieu were given. On Friday an hour of OT1.5 was given (authorized), instead of lieu time.
In the next period, we see the 6:10 balance comes forward. On the Tuesday a further 2 hours 10 minutes lieu time were given. On Wednesday the lieu time was used up by applying a Lieu adjustment, which resulted in a balance of 20 minutes remaining. On Thursday and Friday, further lieu time was given.
Note that the Daily Summary displays negative values in red.
Lieu adjustments were applied by using the Daily Details shortcut that was setup earlier, and entering 08:00 as the Custom Time.
Lieu time is given by authorizing the alternate category from the Overtime Authorization screen, here accessed from the Authorize button on the Daily Summary screen.
After selecting a date, click in the Authorize Category column of the same row to change the category the time will be authorized to, then click Authorize.
Reporting for lieu values can be setup like for any other time categories.
(The summary report shows 2 rows as there are 2 (weekly) periods in the reporting range)
