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Topic: Time off and holidays

time off in lieu form
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Time off in lieu form

Time off in lieu form

Use our time off in lieu form to enable your employees to keep records of all time off in lieu accrued and then taken. Ensure they are aware that the form needs to be countersigned by their line manager each time that time off in lieu (TOIL) is either accrued or approved to be taken.

Record-keeping

Where you grant TOIL for overtime hours worked, you’ll need to have a proper system in place to record both the lieu time accrued by the employee (based on the overtime hours they’ve worked) and the lieu time approved to be taken. This is where our Time Off in Lieu Form comes in. It’s essentially divided into two parts. The first part of the form records the lieu time accrued - and it includes columns for the date on which the overtime was worked, the amount of lieu time earned (in hours and minutes), a running total of the lieu time earned and then space for the line manager’s signature to prove the overtime was authorised. The second part of the form records the lieu time taken. Here, the columns cover the date on which the lieu time is requested to be taken, the amount of lieu time to be taken (you may have specified this must be in minimum blocks of, say, half days), a running total of the lieu time taken and, again, space for the line manager’s signature as authorisation of the TOIL. The idea is that our form should be completed by the employee and countersigned by their line manager each time that lieu time is either accrued or requested to be taken. Finally, our form includes a declaration under which the employee signs to acknowledge that: (a) the information they have inserted on the form is true; (b) they accept lieu time isn’t authorised until the form has been countersigned by their line manager on each occasion; and (c) any lieu time taken without prior authorisation will be viewed as unauthorised absence, which is a serious disciplinary offence and could result in disciplinary action. The employee needs to sign and date the form here at the outset before any of the columns have been completed.

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