Time Off in Lieu Policy

Review date: 30.09.25

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Purpose

 

This policy sets out Wilson Vale Catering’s approach to Time Off in Lieu (“TOIL”) where employees work hours in excess of their contracted hours to meet the operational needs of the business.

 

TOIL allows employees to take paid time off at a later date instead of receiving additional payment for agreed additional hours worked.

 

This policy does not form part of an employee’s contract of employment and Wilson Vale Catering may amend this policy at any time.

 

Working Hours

 

Employees are expected to work their contracted hours. However, due to the nature of the business, employees may occasionally be required to work additional hours.

 

Additional hours must always be agreed in advance with the employee’s Line Manager.  Wilson Vale Catering reserves the right to alter working hours and/or working days where necessary to meet business needs. Where possible, we will normally provide seven days’ notice of any such changes.

 

Eligibility for TOIL

 

Where additional hours are worked with prior approval from a Manager, employees may receive Time Off in Lieu instead of additional pay.

 

TOIL will only apply where:

 

• The additional hours were agreed in advance, and

• The arrangement to take TOIL rather than payment has been approved by the Line Manager.

 

Unauthorised additional hours will not normally qualify for TOIL.

 

Accrual of TOIL

 

TOIL is accrued on the basis of actual additional hours worked beyond the employee’s contracted hours.  The Manager will maintain a record of all additional hours worked using the TOIL tracker kept on site.  Employees are responsible for ensuring their hours are accurately recorded and agreed with their Line Manager.

 

Taking TOIL

 

TOIL must normally be taken within the same pay period in which it is accrued, unless otherwise agreed with the Line Manager.

 

All TOIL must:

 

• Be requested in advance, and

• Be approved by the Line Manager, taking into account operational requirements and business needs.

Wilson Vale Catering reserves the right to determine when TOIL may be taken to ensure appropriate staffing levels.

 

Expiry of TOIL

 

TOIL that is not taken within the required period will normally be forfeited.

Exceptions may only be made in exceptional circumstances and must be agreed in writing by the Line Manager.

 

Termination of Employment

 

Upon termination of employment:

 

• Accrued but untaken TOIL will not normally be paid, except where required by law.

• Any TOIL taken but not yet accrued may be deducted from the employee’s final salary.