Request for information regarding Time Off In Lieu (TOIL)

Summary

A Freedom of Information request was made to the Department of Environment, Food and Agriculture regarding Time Off In Lieu (TOIL) policies and statistics. The department disclosed employee counts, TOIL balances, and recording methods, but declined to provide financial costings or average accrual times due to the substantial data compilation required.

Key Facts

• The department employs 186 full-time and 30 part-time staff.
• 18 employees currently hold a TOIL balance.
• The total TOIL hours owed across the department is 549.02.
• TOIL hours are recorded on flexi sheets or the PiP system for specific areas.
• Financial costings and average accrual times were not provided due to data compilation constraints.

Data Disclosed

• 186
• 30
• 18
• 549.02
• 2020-09-16
• 2020-10-14
• 1474407

Original Request

I am specifically requesting ; 1) How many full time employees are employed by the department? 2} How many part time employees are employed by the department? 3) Does the department have a negotiated and agreed policy relating to TOIL? 4) How many employees have a TOIL balance? 5) How are these hours approved and recorded? 6) What is the average length of time between TOIL hours being accrued and those hours being taken back? 7) What is the total amount of TOIL hours owed to all employees in the department? 8) What is the financial equivalent cost of the TOIL hours owed at a) flat rate and b) at the equivalent overtime rates? 9) What is the net saving to the Department by employees accruing TOIL as opposed to working and being paid overtime?

Data Tables (1)

Full Response Text

Freedom of Information Co-ordinator Corporate Services Directorate Thie Slieau Whallian, Foxdale Road, St John’s, Isle of Man, IM4 3AS Tel no (01624) 685854 Fax no (01624 685851 Email: defa@gov.im www.gov.im

Our ref: 1474407 14th October 2020

Dear ###

We write further to your request which was received on 16th September 2020 and which states:

"I am writing to you with regards to a Freedom of Information Request under the Freedom of Information Act 2015. I am specifically requesting ; 1) How many full time employees are employed by the department? 2} How many part time employees are employed by the department? 3) Does the department have a negotiated and agreed policy relating to TOIL? 4) How many employees have a TOIL balance? 5) How are these hours approved and recorded? 6) What is the average length of time between TOIL hours being accrued and those hours being taken back? 7) What is the total amount of TOIL hours owed to all employees in the department? 8) What is the financial equivalent cost of the TOIL hours owed at a) flat rate and b) at the equivalent overtime rates? 9) What is the net saving to the Department by employees accruing TOIL as opposed to working and being paid overtime? "

Our response to your request is as follows: Question 1. How many full time employees are employed by the department? Response The department has 186 full time employees.

Question 2. How many part time employees are employed by the department? Response The department has 30 part time employees. Question 3. Does the department have a negotiated and agreed policy relating to TOIL? Response The department has suitable procedures for dealing with TOIL. Question 4. How many employees have a TOIL balance? Response The total number of employees who have a TOIL balance is 18. Question 5. How are these hours approved and recorded? Response These hours are approved and recorded onto flexi recording sheets. For two areas, these being Ecosystems and Agriculture & Lands, this is updated onto the PiP system. Question 6. What is the average length of time between TOIL hours being accrued and those hours being taken back? Response This would require a substantial amount of data compilation due to the differences between each area that use TOIL. The department manages the TOIL so that staff can take the time off when is suitable for them and also meets business needs. Question 7. What is the total amount of TOIL hours owed to all employees in the department? Response The total number of TOIL hours in the department is 549.02 Question 8. What is the financial equivalent cost of the TOIL hours owed at a) flat rate and b) at the equivalent overtime rates? Response This would require a substantial amount of data compilation due to the balance being owed to staff of various grades and with various terms and conditions of employment. Question 9. What is the net saving to the Department by employees accruing TOIL as opposed to working and being paid overtime? Response This would require a substantial amount of data compilation due to the balance being owed to staff of various grades and with various terms and conditions of employment.

Please quote the reference number 1474407 in any future communications.

Your right to request a review

If you are unhappy with this response to your freedom of information request, you may ask us to carry out an internal review of the response, by completing a complaint form and submitting it electronically or by delivery/post.

An electronic version of our complaint form can be found by going to our website at https://services.gov.im/freedom-of-information/Review . If you would like a paper version of our complaint form to be sent to you by post, please contact me and I will be happy to arrange for this. Your review request should explain why you are dissatisfied with this response, and should be made as soon as practicable. We will respond as soon as the review has been concluded.

If you are not satisfied with the result of the review, you then have the right to appeal to the Information Commissioner for a decision on; 1. Whether we have responded to your request for information in accordance with Part 2 of the Freedom of Information Act 2015; or 2. Whether we are justified in refusing to give you the information requested.
In response to an application for review, the Information Commissioner may, at any time, attempt to resolve a matter by negotiation, conciliation, mediation or another form of alternative dispute resolution and will have regard to any outcome of this in making any subsequent decision. More detailed information on your right to a review can be found on the Information Commissioner’s website at www.inforights.im. Should you have any queries concerning this letter, please do not hesitate to contact me. Further information about freedom of information requests can be found at www.gov.im/foi.

I will now close your request as of this date.

Yours sincerely