TIME OFF IN LIEU: RECORD TEMPLATE
Leavely | https://leavely.online/toil-tracker-uk
Updated: 16 September 2026

Copy one record per employee. This is a manual record template, not an
automatic spreadsheet or a replacement for your agreed TOIL policy.

Employee: __________________  Manager: _______________________
Record period: _____________  Policy/agreement reference: _____
Previous approved balance brought forward: __________ hours
Date and source of that balance: _____________________________

1. EXTRA WORK AND AGREED CREDIT
Copy this block for each entry. Pending or declined accruals do not count
towards the approved credit total.

Entry reference: ___________  Date work took place: ___________
Reason for extra work: _______________________________________
Actual hours worked: _______  Credit conversion agreed: _______
TOIL hours to credit: ______  Recorded by: ____________________
Decision: pending / approved / declined
Decided by: ________________  Decision date: __________________
Approved credit: ___________  Agreed booking deadline: _________
Decision notes: ______________________________________________

2. TIME OFF REQUESTED
Copy this block for each booking. When time is taken, do not count it again
as a separate deduction if it is already in the approved bookings total.

Request reference: _________  Dates requested: ________________
Hours requested: __________  Request date: ___________________
Status: pending / approved / declined / cancelled
Decided by: ________________  Decision date: __________________
Hours approved: ___________  Date time was taken: _____________
Notes or changes: ____________________________________________

3. BALANCE REVIEW
Review date: _______________  Reviewed by: ____________________
A. Approved balance brought forward: _________________ hours
B. New approved credits in this record period: ________ hours
C. Time taken or approved to be taken: ________________ hours
D. Pending time-off requests: ________________________ hours
Available to request = A + B - C - D: _________________ hours

Use distinct totals: a pending request that becomes approved moves from D
to C. Do not include it in both. Remove declined or cancelled requests from
reserved hours. Do not count unapproved extra work as available credit.

Example: 7.5 hours of approved credit, 3 hours taken, and 1.5 hours in a
pending request leaves 3 hours available to request.

Use decimal hours consistently: 15 minutes = 0.25 hours; 30 minutes = 0.5
hours; 45 minutes = 0.75 hours. Convert days using the person's applicable
hours per day, rather than assuming everyone has the same working day.

Agreed deadlines to review: __________________________________
Booking plan agreed with employee: ___________________________
Any adjustment or payment agreed with payroll: ________________
Adjustment authority and record reference: ____________________
Next review date: ____________________________________________

4. BEFORE USING THIS RECORD
[ ] Confirm what extra work qualifies under the applicable agreement.
[ ] Confirm who can approve the work and how hours are credited.
[ ] Agree how time off is requested and any booking deadline.
[ ] Check the contract/agreement for unused time and leavers.
[ ] Check pay, actual working hours and rest separately from this balance.
[ ] Keep the record in an appropriate location with access limited to those
    who need it. It contains staff information.

Official guidance on agreeing TOIL terms:
https://www.gov.uk/overtime-your-rights/time-off-and-paid-leave

Calculator and shared team tracking:
https://leavely.online/toil-tracker-uk