Purpose

To provide guidance on the accrual and use of Time in Lieu (TIL).

Scope

Employees only – fixed term, ongoing, part time and full time.

Policy Statement

Due to the nature of the industry that TEG employees work within, employees may be required to work outside of core business hours (Monday – Friday 8.30am – 5.30pm) from time to time. The Time in Lieu (TIL) provision allows eligible employees to take a paid day off in recognition of an equivalent amount of time being worked outside of core hours.

Policy Owner and Effective Date

Human Resource Manager

Effective Date 1 May 2018

Policy Updated 1 May 2019

2. Eligibility

The intention of TIL is to provide equivalent time to event-based staff who are regularly required to attend venues and be available for clients and customers outside of core business hours.

Eligibility to accrue and take TIL is based on prior approval being granted to an employee to accrue TIL. Approval is given from the relevant Senior Leadership Team member and the employee’s manager.

As a guideline, employees in the first six months of employment should not be applying for more than one day of time in lieu per event, unless they have prior approval from their manager.

During employment, employees may be required to work additional hours to perform their duties and responsibilities or as required by the company. In signing the employment offer/ contract, employees acknowledge that working additional hours is reasonable, part of their role and has been considered in setting their remuneration. As such, TIL is not an applicable provision for most employees.

TIL is not an entitlement under legislation. As such, the approval of TIL accrual is wholly at the discretion of the company. When an employee terminates or leaves TEG, no TIL payment will be made.

TIL expires after 60 calendar days from the date of accrual. It is the responsibility of employees to ensure they have used the time accrued before the expiry date.

3. Responsibilities

(a) Employees

• Submit applications for TIL accrual within 48 hours of accrual.
• Use TIL accrual as soon as possible after accrual, and before expiry.
• Accurately track the amount of TIL accrued. Only full days can be applied for. Entering a higher accrual than time that was worked is fraudulent.

(b) Managers

• Track applications from staff for TIL accrual and record in a tracking spreadsheet.
• Encourage employees to take TIL accrued as soon as possible after accrual, and before expiry.
• Consult with employees about the days they intend to take as TIL to ensure there are no clashes for workload and other leave.

4. Accruing and Using Time in Lieu

Before an employee applies for TIL, they should check that they have the approval of their manager and Senior Leadership Team member.
To apply, employees need to send the table below in an email to their manager requesting that a day be added to their balance.

Not all requests for TIL will be approved. TIL accrual will not apply where an employee is:

• Attending an event for the purposes of client/ corporate entertainment.
• Volunteering at an event as a gesture of goodwill, to enhance a client relationship or for a ‘meet and greet’ opportunity.
• Visiting a venue for a short period of time (e.g. 1 to 2 hours) to perform work duties or check on staff.
• Electing to remain at the venue to watch an event after their work duties are complete.
• Working outside of work hours on regular work day. This is considered reasonable additional hours (see below).
• Not granted prior approval by a member of the Senior Management Team.
• TIL must be taken in consultation between the employee and manager, taking into consideration upcoming events and work requirements.

5. Approval Guidelines for Managers

Managers must use discretion in determining whether a TIL application from an employee will be approved. The following should be considered:

• Whether an employee is the most appropriate person to attend the event (e.g. has the requisite skills and is the best representative to the client/ customer).
• The number of hours an employee is required to work. For example, an employee who attends site for four hours should be given a partial rather than a full day of TIL accrual.
• Whether the TIL being applied for has already expired. Expired TIL cannot be used unless prior approval is sought from the Senior Leadership Team member.