A communication was recently sent to Chief Officers advising that following an audit of our Flexible Working Hours Scheme policy, it has been identified that the governance process in relation to the approval of TOIL (Time off In Lieu), requires to be strengthened with additional oversight and governance.
The way TOIL is requested, for those employees that utilise Kelio, is therefore changing. The revised process is outlined below.
The Flexible Working Hours Scheme (Flexi Scheme) details that Flexi Credits above the limit set within your work pattern will be automatically deducted at the end of the flexi period (last day of each month). In exceptional circumstances only, employees with excess credit may be able to carry this forward into Time off in Lieu (TOIL), solely at the discretion of the Head of Service or Executive Director.
A debit flexi balance can be carried forward to the next accounting period but should be repaid in the following flexi period.
Our Terms and Conditions of Employment also confirm that any overtime working should be authorised in advance, and this should be at least 30 minutes in duration.
Employees should not regularly be working over their normal contracted hours.
The Flexi Time Scheme is designed to support a flexible approach to work and not to accrue excessive hours.
Line Managers should regularly review flexi balances and working patterns to ensure employees are utilising the normal flexi day allowances during the accounting period, without the need to convert to TOIL.
Therefore, from Monday 20 October 2025, to request the addition of TOIL to your Kelio balance, you will be required to complete a TOIL request eForm.
Your request will route to your Senior Manager for approval and then subsequently, where approved, to your Head of Service / Executive Director for further approval.
The Kelio Admin team will also no longer process TOIL requests, unless approved by Head of Service / Executive Director via the new eForm.
Please note the timescales of the change and ensure that your personal flexi balance is managed in accordance with the Scheme. Further comms that includes the link to the new TOIL request eForm will be sent in due course.
Please refer to the Flexible Working Hours Scheme policy and procedure for further clarification.
Colleagues are encouraged to please visit our eLearning platform iLearn to access NEW Kelio training modules.
These modules are designed to provide you with information specific to the Kelio system, including the basic functions, the benefits, how to access Kelio and the role of a validator.
Kelio is the council’s flexible time management system. It holds leave and building access information.
Kelio for employees iLearn module: This module is designed to provide you with information all about the Kelio system, the benefits, how to access it and the role of the validator. It also takes you through how to use the basic functions of Kelio as an employee.
Kelio for managers iLearn module: This module is designed to provide you with information all about the Kelio system, the benefits, how to access it and the role of the validator. It also takes you through operations only available to Managers. Please note: this module is only available following completion of the ‘Kelio for Employees’ module.
Additional Kelio guidance and information can be found on Connects.