How to use the Passtab Time in Lieu Module

Before you start:

• Ensure all your staff have an email address listed in their Quickpin
• Visit “Quickpin settings” and choose the types of people who will be using the Time in Lieu module (ie: staff only?)
• Via “Manage accrue and acquit reasons” enter your list of reasons or events staff can use to accrue or acquit time in lieu. This can continue to grow over time

1. Access the Passtab Interface:
   • Log in to the Passtab system using the designated platform (iPad Station, PC, or Laptop).

2. Staff Submitting Time in Lieu Requests:
   • Navigate to the Time in Lieu section.
   • Enter Quickpin
   • Choose the option to submit a request.
   • Specify whether you want to accrue or acquit time in-lieu.
   • Enter the details of the request, such as Time in Lieu Start Date and End Date
   • For Accrue/Acquit Time in Lieu – Select the Reason.
   • If the Reason is Other, state the reason for Accrue/Acquit.
   • Choose the option to receive TIL 24-hour warning sent.
   • Choose the option to receive TIL complete email sent.
   • Lodge the request for approval.

3. Management TIL Approval Process:
   • Time in lieu requests are shown on Time in Lieu Dashboard in your Admin panel.
   • Managers review the requests and either approve or deny them.
   • If approved, the system automatically adjusts the employee’s time in lieu balance.

4. Verification:
   • For time in lieu usage, employees may need to sign in or out at designated times to confirm attendance.

5. Staff Entries:
   • Managers can filter the list of Approved and Type of in Lieu.
   • Managers can delete the entries from the filtered list if staff needs to re-lodge their in-Lieu application.

6. Staff Totals:
   • Managers can send Email Reminders to the selected staff on their in-Lieu requests.
   • Managers can manually adjust the staff in Lieu application.

7. Time in Lieu Manual Adjustment:
   • Managers can submit Accrue/Acquit Hours for the selected staff and fill in the Hours/Minutes to be Accrued/Acquitted with Reasons.

8. Individual Time in Lieu Forecasting:
   • Navigate to the individual forecasting, and key into lookup for staff member’s name.
   • Add events to a staff member’s schedule with details on the Accrue/Acquit Time in Lieu.
   • Repeating only requires if the Accrue/Acquit repeats Daily/ Daily (Excluding Weekends)/Weekly/ Fortnightly after the Start/End Date
   • Number of Occurrences of the Accrue/Acquit after the Start/End Date
   • Managers can tick the Adjust Time in Lieu Rate box and fill in the rate at which the time in lieu hours will be accrued/acquitted.
   • Managers can Add Another reason for the Accrue/Acquit for the same staff member.

9. Group Time in Lieu Forecasting:
   • Navigate to the group forecasting and select whether to Accrue/Acquit Time in Lieu.
   • Managers to select Time in Lieu Start/End Date
   • Repeating only requires if the Accrue/Acquit repeats Daily/ Daily (Excluding Weekends)/Weekly/ Fortnightly after the Start/End Date
   • Number of Occurrences of the Accrue/Acquit after the Start/End Date
   • Managers can tick the Adjust Time in Lieu Rate box and fill in the rate at which the time in lieu hours will be accrued/acquitted.
   • Managers can key into lookup for staff member’s name and can Add Another.

10. Resolved Time in Lieu (Accrual and Acquittal):
    • Access the reporting dashboard.
    • Monitor reconciliation, achieve balance, and identify any unresolved time in lieu hours.
    • Utilise visual cues and email alerts for immediate attention when necessary.

11. Administrative Review:
    • Review any highlighted action items or unresolved time in lieu hours that require administrative attention.
    • Take necessary actions to resolve discrepancies or issues.

12. Regular Monitoring:
    • Regularly check the reporting dashboard for an overview of time in lieu obligations and balances.
    • Ensure that the system is functioning smoothly, and discrepancies are addressed promptly.

13. Training and Support:
    • Ensure that staff members are trained on how to submit time in lieu requests either through the Passtab iPad station or staff level access via a desktop computer.
    • Ensure managers are trained on how to approve staff time in lieu requests and read the Passtab time in lieu reporting dashboard to prompt management of staff to resolve all TIL hours.
    • Passtab will provide ongoing support for any questions or issues that may arise via support@invision.net.au or via the support widget in the bottom right hand corner of your Passtab administration dashboard.