TOIL (Time off in Lieu) Policy

Purpose

This policy outlines how Dragonfly Dance manages Time Off in Lieu (TOIL) for employees who work additional hours beyond their normal contracted hours. It ensures fairness, transparency, and compliance with workplace legislation.

Scope

This policy applies to all Dragonfly Dance permanent part-time and full-time employees who are paid an annual or hourly salary.

TOIL does not apply to casual employees or independent contractors.

Rationale

Dragonfly Dance recognises that from time to time, staff may be required to work beyond their normal rostered hours to support the needs of the business - such as during events, enrolment periods, or urgent operational requirements.

The Time Off in Lieu (TOIL) policy ensures that additional hours worked are managed in a fair, transparent, and consistent manner, providing staff with appropriate rest and work–life balance while allowing the business flexibility to meet workload demands.

This approach promotes equity, compliance with Fair Work obligations, and a positive workplace culture that values both productivity and staff wellbeing.

Definitions

Time Off in Lieu (TOIL)

Paid time off granted to an employee instead of receiving payment for approved additional hours worked beyond their normal rostered hours.

Ordinary Hours

The regular, contracted hours an employee is engaged to work each week, as stated in their employment contract or roster.

Additional Hours

Hours worked beyond an employee’s ordinary hours, where prior approval has been given by their manager.

Overtime

Hours worked beyond ordinary hours that attract overtime rates under the applicable award or agreement, unless the employee and employer agree for those hours to be compensated through TOIL.

Approval

Scheduled Dragonfly Dance programs.

TOIL Register

A central record (Connect Team form) where all accrued and used TOIL is logged, including date, reason, approval, and remaining balance.

Manager

Refers to the Studio Owner or the Business Services Manager (or their authorised delegate) responsible for approving and managing TOIL requests.

Operational Requirements

The needs of the business that must be met to ensure smooth running of classes, administration, and client services at Dragonfly Dance.

Policy summary

Earning TOIL

Employees may accrue TOIL when:

• They are requested or approved to work beyond their usual rostered hours.

• They perform additional work at the request of their manager, such as attending meetings or events outside of regular hours.

TOIL is calculated on an hour-for-hour basis (1 hour worked = 1 hour TOIL), unless otherwise stated in an award or employment contract.

Approval Process

• Before working additional hours, employees must seek written approval (email, Connect Team, or message confirmation) from their direct manager.

• After the hours are worked, the employee must record the additional hours on the TOIL Record Form or spreadsheet, including date, time, and reason.

• The manager will verify and approve the TOIL for recording and future use.

• Unapproved overtime will not automatically qualify for TOIL.

Using TOIL

Employees must request to use TOIL in advance, following the normal leave request process.

TOIL can be used as full or part days, subject to operational requirements.

TOIL must be taken within 3 months of being earned unless otherwise approved by management.

If not used within the allowed timeframe, the TOIL may be forfeited or paid out at the Studio Owners discretion.

Record Keeping

All TOIL must be tracked in the TOIL Register managed by the Business Services Team.
The Business Services Manager is responsible for ensuring records are accurate and up to date.

The register should include:

• Date additional hours worked

• Reason

• Hours approved

• Date TOIL taken

• Remaining balance

TOIL Register in share point/ Dragonfly Dance Management/Staff/Business Services Team 

Management.

Payment in Lieu

Generally, TOIL is taken as time off.

In exceptional circumstances, management may approve a payout of accrued TOIL, calculated at the employee’s normal hourly rate.

Payment in lieu is at the discretion of the Studio Owner or Business Services Manager.

End of Employment

Any unused and approved TOIL balance will be paid out on termination, unless otherwise agreed in writing.

Unapproved or expired TOIL will not be paid.

Responsibilities

Studio Owner:

• Endorses and maintains oversight of this policy.

• Approves any exceptions or payments in lieu of TOIL.

• Ensures the TOIL framework complies with Fair Work legislation and aligns with organisational values.

Business Services Manager:

• Administers the TOIL process and ensures consistent application across all teams.

• Approves or declines TOIL requests based on operational needs.

• Keeps the TOIL Register accurate and up to date.

• Reviews and reports on TOIL trends to ensure workload balance and compliance.

• Communicates any policy updates or clarifications to staff.

Employees:

• Obtain approval before working additional hours.

• Record all TOIL earned and used accurately in the TOIL Register.

• Submit TOIL requests in a timely manner through the approved process (Connect Team or equivalent).

• Use accrued TOIL within the required timeframe and communicate with their manager about planned absences.

• Follow all aspects of this policy to ensure transparency and fairness.