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Holiday/TOIL

Holiday/TOIL [PRINT]
CREATED: 17/03/2019 @ 18:44, UPDATED: 24/06/2019 @ 11:30 BY: Mark

Online Holiday Booking System

  NOTE: Data in this document may be inaccurate or even totally wrong, it us used for demonstration purposes only  

The online holiday/TOIL booking system is available to staff and should be used to request holidays or Time Off In Lieu (TOIL).  Requests will be emailed to a designated person who will then authorise or decline the request.  Responses to requests will be instant on the Intranet with an email notification to the requester.

  • Holidays can be booked as a full day or half day
  • Any authorised holiday will be shown in the calendar layout of the holiday chart
  • TOIL should be requested after working outside of normal hours and once authorised will be added to holiday balance - taking the time off is then booked as a normal holiday

Here you will see:

  1. How to request a holiday
  2. How to see when others are going to be away
  3. How to resend a request email if a response hasn't been received
  4. How to check how much holiday time you have left
  5. How to request time off in lieu (TOIL)
  6. How to cancel a holiday request
  7. Authorise/decline holidays/TOIL (admin)
  8. Adjust holiday allowance (admin)

 

How to request a holiday

Log in to the Intranet then click the Holiday Requesting icon:

 

Scroll down to REQUEST HOLIDAY OR TIME OFF IN LIEU then enter the START DATE and END DATE. If you are requesting a half day, adjust the hours to reflect this.  If you are requesting unpaid tim off, tick the appropriate box:

 

After submitting, you can check the statuse of your request in the section above:

 

 

How to see when others are going to be away

Sometimes you will need to make sure there is someone else available to cover your work while you are away, or you may need to see when someone returns from planned time away.  You can see other peoples planned time away on the Everyones Holidays page:

 

A clear view of planned time off for everyone will be shown. 

 

How to resend a request email if a response hasn't been received

If you haven't had a reply to a request, speak to whoever manages your holidays.  You may need to resend the request.  To do so, log into the Intranet and navigate to the page you apply for time off, simply click the [RE-SEND] link:

 

 

How to check how much holiday time you have left

If you need to check how much holiday time you have left, you can see this on your holiday page.  Log into the Intranet and navigate to the page you apply for time off, here you can see how much time you have left:

 

 

How to request time off in lieu (TOIL)

If you have worked out of hours you can register this to be added to your holiday allowance as time in lieu.  Once this time has been approved, it will be added to the time you can take off.

Log into the Intranet and navigate to the page you apply for time off, fill in the date you worked and the number of hours worked.  Enter a note describing why you worked this extra time, then SUBMIT:

 

 

How to cancel a holiday request

If you have requested time off and decide you no longer need it, you may cancel it (before or after it's been authorised).  Log into the Intranet and navigate to the page you apply for time off, click the [CANCEL] link to cancel the request:

 

 

Authorise/decline holidays/TOIL (admin)

If you are a holiday administrator, you will receive requests for holiday/time off/time off in lieu.  These will come in as emails and will have a link for you to click:

 

 

Adjust holiday allaowance (admin)

As a holiday/TIL administrator you will have to adjust people's holiday allowance, hours they work per day and days per week - this will need to be done at the start of the holiday year, carrying over any holiday balance from the previous year (where allowed).  Click the [EDIT HOLIDAYS LEFT] link at the top of the page:

 

The next page will show:

  • a list of staff - click on their name to see their holiday record
  • hours per day they are expected to work
  • days per week they are expected to work
  • hours of holiday allowance per year
  • days untaken in the previous year
  • hours remaining for the current year
  • hours of entitlement for the next year

Edit the data as necessary and click the UPDATE button when finished:


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