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Table of Contents
Introduction
Overtime Requests are a valuable tool for tracking your employees' hard work while ensuring alignment with company requirements and cost management 💵. Being able to approve or decline a request gives you time to decide when to allocate overtime payments, and thus adequately reward your employees for their efforts 💪.
📋 Note: Much of what is described in this article will mention the Requests section. Click the hyperlink for more info!
⚠️ Important: To ensure your Overtime Requests are submitted and processed smoothly, make sure to first set up your Approval System module according to your needs.
All of the information you may need for this is in the collapsible Prerequisites section below.
Prerequisites
Prerequisites
Please note that if you don't configure your Approval Systems module accurately, you may not be able to request Overtime for yourself or on behalf of other people.
Make sure that all the employees involved in the Overtime processes (both approvers and requesters) are properly set up. If you click on this link ☝️, you can learn how to:
Have the Requests Overtime checkbox ticked in their Employee Profile.
🗒️Note:
Ticking this checkbox will consume an Overtime Approval license. Click 👉 here to check the status of your Licenses.
The Attendance Employee checkbox has to be ticked too, otherwise the Requests Overtime checkbox won't stay ticked after saving the form.
Have the correct Permissions assigned according to the level of access you want to grant them.
Ensure you have subordinates in the Organisation Chart.
Make sure that the setting 'Enable automatically generate intermediate clockings' is ticked in Attendance > Settings > Allocations > Intermediate Clockings.
🗒️ Example:
'Office Hours' (shift assigned in Scheduler) = 08:00 - 17:00
Shift Preset for Overtime Approval Settings
Shift Preset for Overtime Approval Settings
Overtime Request (approved) = from 17:00 to 18:00
Recorded Clock-In = 08:00
Recorded Clock-Out = 18:00
When the above setting is turned on, it will automatically create middle punches (out + in) if the end of the 'Office Hours' shift and the beginning of the 'Overtime' shift coincide.
This way, any reward will be automatically allocated to the 'Overtime' shift according to your 'Overtime' Shift Preset settings.
Submitting Overtime Requests
With the right permissions, users can submit overtime requests for themselves or others via the Request Overtime side panel. There are several ways to access this screen, with the most straightforward being from the Requests section of the Approval System.
Standard users can access the panel from the Employee Portal, while attendance admins can use the Scheduler.
Overtime Requests for Yourself
To submit an Overtime Request for yourself:
Access the Request Overtime screen using one of the following methods:
From the Employee Portal, look for the Overtime widget and click on Apply.
Or;
Go to Approval System > Requests, and click on the ➕ Request Overtime button in the top right corner of the screen.
Or;Go to Attendance > Scheduler, click on the three dot menu next to the cogwheel ⚙️ in the top right corner. Select Overtime Requests followed by Request.
When the Request Overtime side drawer opens, select the Start Date and Start Time, then insert how many hours you are applying for in the Hours field. The End Date and End Time will then update accordingly.
Looking further down the drawer, you can input a date range in the date picker on the right. This will bring up:
Your assigned Work Schedule for the selected dates (first tab on the top left).
Your recorded Clockings (second tab on the top left).
A yellow 'This Request' tag will show on the date box of the Overtime Request you're about to submit (in both Work Schedule and Clockings tabs).
Click on Preview on the bottom right of the drawer to see the summary of your request, along with the Approvers and the approval conditions set by the Rules (e.g. 'All must approve').
When you're ready, click on Submit.
🧠 Pro tip: The Overtime widget also lets users with the required permissions Approve, Apply On Behalf Of someone else and Cancel Requests.
Request Overtime on Behalf of Someone Else
To submit an Overtime Request on behalf of another employee:
Access the Request Overtime screen using one of the following methods. (Note: this version of the screen is different from the self request one.)
From the Employee Portal, look for the Overtime widget and select Apply On Behalf Of.
Or;Go to Approval System > Requests, select the On Behalf Of tab and click on ➕ Request Overtime.
Or;
From the Scheduler, click on the three dot menu next to the cogwheel ⚙️ on the top right of the Scheduler and select Overtime Requests, then Request On Behalf.
In the Request Overtime drawer, select the person you'd like to apply on behalf of.
The drawer will change to the Overtime Request Form. The employee's full name is displayed on the top left of the form, along with the company they belong to and their occupation. To go back to the previous screen, click on the blue icon directly below the Close X icon in the top right.
Fill in the form and click on Submit.
🧠 Reminder: Anyone who needs to apply for overtime on behalf of other employees will require the HR_ApplyForOvertimeOnBehalfOf permission to do so. Forgotten how to assign permissions? Click here!
Related Articles
Approving and Managing Overtime Requests