TOIL tracker
TOIL tracker for time off in lieu
Record the extra time someone worked, approve it, and let them take it as time off. LeaveCalc keeps a balance in hours for each person, expires unused time on the date you set and shows it next to PTO and sick leave. It goes by many names: TOIL, time off in lieu, time in lieu, lieu time.
Free for up to 3 people, with a 14-day Pro trial. No card. Time off in lieu is included in every plan.
The time that expires first is used first.
Recorded. Ann Archer's balance is updated.Free calculator
Time off in lieu calculator
Enter the extra hours, the rate your policy uses and how long the time lasts. You get the time off earned, in hours and days, and the last day it can be used. It runs in your browser and nothing is sent anywhere.
1The extra time
LeaveCalc records one entry per day worked, up to 24 hours, and a rate up to 5. The last usable day is the day worked plus the days you enter.
2Time off earned
Enter the extra hours to see the time off.
How the calculator counts
Hours worked times your rate, and the last usable day.
Time off earned is the extra hours worked multiplied by the rate. Days are those hours divided by the hours in the person's working day. The last usable day is the day worked plus the number of days you enter, counting the day worked as day zero, so 90 days from September 26 is December 25. Time still unused after that day lapses at the end of it.
A reminder is shown 14 days before the last usable day, which is when LeaveCalc reminds the person and their approver. With a maximum balance, the credit is cut so that the balance lands on the maximum. If there is no room left, nothing is credited. All figures are shown to two decimals and rounded only for display.
What it tracks
Every hour of extra time, from worked to used
The record is the same ledger that holds PTO and sick leave, so balances, the calendar, the payroll export and reports all stay in step.
Record extra time
A manager enters the day and the hours, or the person submits "I worked extra time" from the request link. Each entry has a reason and a status.
Approve like time off
Entries wait for the same approvers as time off, including a person's own approver and a delegate. A policy can also skip approval.
One for one, or a multiple
Credit 1 hour for each hour worked, or 1.5 or 2 if that is your policy. The rate used is kept with each entry.
Expiry that runs by itself
Earned time can last a number of days. The balance shows "8.0 h expires Dec 25", and a reminder goes out 14 days before.
Take it as ordinary time off
People request TOIL like any leave. It appears on the team calendar, in the payroll CSV and in reports, and the soonest-expiring time is used first.
A balance next to PTO
Each person has a TOIL balance in hours beside PTO and sick leave, with a maximum if you set one.
What a TOIL policy usually covers
A checklist of the decisions, not a template and not legal advice.
- Who can earn it, and whether the extra work needs approval beforehand.
- How many hours are credited for each hour worked.
- How the extra time is recorded, and who approves it.
- How long earned time lasts, and what happens when it expires.
- The most that can be held at one time.
- How it is requested and how much notice is needed.
- What happens to unused time when someone leaves.
Each of these is a field or a setting in LeaveCalc: the rate, expiry days, maximum balance and approval are on the policy.
What LeaveCalc does not do here
No time clock, no pay calculation and no legal advice.
LeaveCalc does not measure hours worked. A manager or the employee enters them. It does not work out overtime pay or decide whether time off may replace it. One entry covers one day and up to 24 hours, and the rate can be up to 5.
Expired time is removed after its last usable day by an hourly job. An entry cannot be cancelled once any of its time has been used or has expired. With a maximum balance, an approval that would pass it is cut to fit, and with no room left it is refused.
How it works
Set the rules, record the time, take it off
Setting up a TOIL policy takes a minute. After that it is one entry per extra day worked.
Add a time off in lieu policy
Choose the rate, how long the time lasts, an optional maximum and whether a manager approves.
Record the extra time
A manager records the day and hours, or the person submits them. Once approved, the hours join the balance.
Let them take it
The person requests time off against the TOIL balance. The balance shows what is left and when it expires.
Same idea, different names
TOIL, time in lieu or comp time
The words change by country. The record is the same: extra hours in, time off out.
What people call it
UK and Ireland: TOIL, time off in lieu.
Australia: TOIL, time off instead of overtime pay.
New Zealand: time in lieu, lieu time.
South Africa: time off in lieu.
United States: comp time. See the comp time tracker.
What LeaveCalc calls it
Outside the US the leave type is named Time off in lieu by default, and for a US company it is named Comp time. You can rename it to whatever your handbook says.
Whether time off may replace overtime pay depends on your country, your contract and any award or agreement that applies. LeaveCalc records what you decide. Ask your adviser before you rely on a policy.
Compare your options
TOIL spreadsheet or LeaveCalc
A spreadsheet is a fair place to start with one or two people.
| What you need | TOIL spreadsheet | LeaveCalc |
|---|---|---|
| Hours earned | A formula per row that you keep correct | Hours worked times your rate, kept with each entry |
| Expiry | Dates you watch, and highlighting you set up | Last usable day on every entry, a reminder 14 days before, then removed |
| Approval | An email thread, then a cell you edit | Approve in the app or from the email, by the right person |
| Using the time | A second sheet, subtracted by hand | An ordinary request, shown on the team calendar |
| Cost | Free, plus your time | Free up to 3 people, then a flat monthly price |
Pricing
Flat price by team size, TOIL included
Every plan has every feature except SAML single sign-on, which is for Business and Enterprise. You pay only when your team grows.
Free
$0per month
For teams up to 3 people
Pro
$15per month
For teams of 4 to 25 people, 14-day free trial
Business
$69per month
For teams of 26 to 100 people, 14-day free trial
Enterprise
$149per month
For teams of more than 100 people, no seat limit
No card for Free or the 14-day trial. Cancel any time, with a 30-day money-back guarantee on paid plans. Paying yearly costs ten months for twelve, and Business and Enterprise can pay a year by invoice.
Start freeFAQ
TOIL tracking, answered plainly
TOIL is time off taken instead of being paid for extra hours worked. Someone works a Saturday stocktake, the employer records the hours, and the person later takes the same time, or a multiple of it, as time off. It goes by other names: time off in lieu, time in lieu, lieu time, and comp time in the US. LeaveCalc keeps it as a balance in hours next to PTO and sick leave.
Multiply the extra hours worked by the rate your policy sets. At one for one, 8 extra hours earn 8 hours off. At time and a half, 3.5 extra hours earn 5.25 hours off. To see it in days, divide by the hours in the person's working day. The free TOIL calculator on this page also gives the last day the time can be used.
Most policies cover who can earn TOIL, whether a manager must agree before the extra work, how many hours are credited for each hour worked, how long the time lasts before it expires, the most that can be held, how it is requested and what happens when someone leaves. The fold "What a TOIL policy usually covers" below lists these as a checklist. It is a starting point, not a template to adopt without reading it.
You can keep TOIL in a spreadsheet: one sheet per person with hours earned, hours taken and a balance. It works for a handful of people. It stops working when expiry dates matter, when several managers record time, or when you need to see the balance next to PTO and who is already off. LeaveCalc does the expiry, the approvals and the balances, and it is free for up to 3 people.
If you set it to. A policy can say that earned time lasts a number of days, for example 90. The last day it can be used is the day it was worked plus those days. Time that is still unused after that day is removed from the balance, and the person and their approver get a reminder 14 days before. Time that expires soonest is used first. Leave the field empty and time never expires.
A manager can record extra time for a person, and the person can submit it from the request link with "I worked extra time". A submission waits for approval by the people who approve that person's time off, including their own approver and delegate if you set them. A policy can also skip approval, so entries count at once.
Taking TOIL is an ordinary request against the TOIL leave type, so it appears on the team calendar, in the payroll CSV by leave type and in reports like any other time off. Unused TOIL is also counted in the leave liability report as time the business owes.
It is free, needs no account and runs in your browser. Nothing you enter is sent anywhere.
LeaveCalc is record keeping software and the calculator is a simple tool. It records what the employer decides and does not give legal advice. Rules on time off in lieu, overtime pay and expiry differ by country and by contract, so confirm yours with your adviser or the labour authority where you operate.
Also see
Start tracking TOIL today.
Free for up to 3 people, no card. Add a policy, record the first extra day and let the expiry take care of itself.