When to use the Feature
One of the local regulations is to ensure that employees are entitled to all Public Holidays, including those falling on the off-days.
For employees working fixed hours (such as Monday to Friday), Buddy automatically adds the missed Public Holidays to their leave balance (see: Vacation Leave Entitlement for Full-Time and Fixed-Hour Employees)
However, this becomes increasingly complex for employees working on varying shifts.
When an employee does not work on a Public Holiday, this should be paid or added as an additional day to the leave balance. The Calculate Backdated Public Holiday option increases the leave balance by creating a Time Off in Lieu adjustment.
For other options, check out: Public Holidays and Related Settings
How to Calculate Backdated Public Holiday
In the Leave Adjustments page, click the Calculate Backdated Public Holiday option.
This will open the below option:
Select the Public Holiday date and click Calculate. After a few seconds, you will be notified that this was successful.
You can then refresh and check the amounts that have been added.
Important Note
Before using this tool, make sure that all timesheets and leave before the Public Holiday are imported and validated. Once the TOIL is generated, there is no quick tool to remove or recalculate these TOIL adjustments.
How is the TOIL Calculated?
Requirements
For Buddy to create a TOIL, the employee needs to satisfy the following requirements:
- the employee has no timesheet entry on the day of the Public Holiday
- if the employee worked an overnight shift, with more than 3 hours on the Public Holiday, this will qualify as a timesheet entry on the Public Holiday
- the employee does not have a fixed work schedule in their Salary Details
(i.e. the employee has to either be set as Variable Hours or have all/no weekdays selected) - the employee's last day entry was not an unpaid leave
Calculation of TOIL Amount
If the above requirements are successful, then the duration is calculated based on the below rules:
Fixed-Hour Employees
If an employee has all or no weekdays set, then Buddy will calculate an estimated standard shift-length, based on the latest entry.
More specifically, Buddy will check the last day before the Public Holiday when the employee has at least one timesheet or leave entry up to 7 days prior.
Buddy will then total the work hours and leave on that last day and assign that total to the TOIL adjustment.
Variable Hour Employees
For variable-hour employees, Buddy will check all payslips issued for the employee within the last 3 months before the Public Holiday.
Then, Buddy will sum up the total base hours in those payslips and create a pro-rata based on the total possible hours for a full-time employee working 40 hours.
(total base hours / max possible hours) * 8 hours per day
For example, if the employee is on a monthly schedule, the reference period is three payslips with a maximum of 173.333 hours each; hence the maximum possible hours would be 520
For four-weekly periods, most instances will have 4 payslips within the 3-month period, so the reference period would be of 4 payslips of 160 max hours each, totalling 640 max hours.