How do I record Time in Lieu in FYI?

Time in Lieu (TIL) refers to additional hours worked by a staff member beyond their standard hours.

FYI does not currently support dedicated recording of additional time, however the following steps can be used to record and manage Time in Lieu.

Note: Additional time accrued and Time in Lieu taken are both recorded as positive Time values in FYI.

Configuring Settings to Record Time in Lieu

An FYI Admin will need to configure the following settings, in order for users to be able to record Time in Lieu:

1. Set up a Custom Field with the following information.
   This custom field will be used when recording additional hours:
   
   
   • Name: Time in Lieu
   • Applies to: Time and Disbursements
   • Type: Checkbox
     
     
     
2. Create a new Non-Productive Time Type called "Time in Lieu".
   This time type will be used to record when taking Time in Lieu.
   

Recording Additional Hours

When a user works additional hours, a Time Entry must be created for the relevant Client and Job.

When creating a time entry, the Custom Field "Time in Lieu" must be selected and set to "True". This ensures the time entry is recorded as additional hours worked.

A user can view their total recorded additional hours from Practice - Time. Refer to Displaying Time in Lieu Balances.

Taking Time in Lieu

When a user takes Time in Lieu, it must be recorded as non-productive time.

When creating a time entry, the Time Type selected must be "Time in Lieu". This ensures the Time Entry is recorded as non-productive, and can be calculated as time taken against the additional time recorded.

Note: Users are advised to first review their TIL balance to ensure sufficient time is available before taking Time in Lieu.

Managing Time in Lieu Balances

Displaying Time in Lieu Balances

Additional time accrued and time taken in lieu are both recorded as positive time values. As a result, manual calculations are required to determine the balance.

To display Time in Lieu (accrued and taken) balances:

Create a Grouped View

1. Navigate to Practice - Time.
2. Filter the Time Type to include only Chargeable and Time in Lieu. This ensures the view only includes non-productive and additional time recorded.
3. Group the view by:
   • User
   • Time in Lieu
   • Time Type
4. Add the Time column to the Values section of the Column drawer to calculate and display the total hours for each field.
5. Save the view.

For more information, refer to Grouping Invoice and Time Lists.

Determine the Available Balance

Users can expand their own name in the view to see:

• Total additional hours: Displayed where the Grouped Custom Field Time in Lieu value is "True".
• Total Time in Lieu taken: Displayed as the total time of the Grouped Time Type value "Time in Lieu".

To calculate the available balance, manually subtract the Total Time in Lieu taken from the additional time accrued.

The following example shows Olivia Williams with a total accrued Time in Lieu of 1:30 (1.5 hours) and Time in Lieu taken of 1:00 (1.0 hours); therefore, her remaining balance is 0:30 (0.5 hours).

Creating a Time in Lieu Balance Excel Report (Optional)

Important Note: The following recommendations are for users with advanced Excel skills. Please note that assistance with building or troubleshooting this report is out of FYI support's scope.

1. Create an Excel report. Ensure that you select:
   • A Time template.
   • A Time view.
2. Within Excel, apply the following functions to the data tab:
   • Use an IF statement formula to assign a negative value to the Time value of those with the Time in Lieu custom field set to True.
   • Retain positive values for Time in Lieu Time Type.
   • Create a Pivot table that displays the balance.