Overtime Management - User Guide

Version: 1.0
Last updated: December 10, 2025

What is Overtime Management?

The Overtime Management system is where HR teams handle all employee overtime requests and approvals. This system helps you:

  • View all overtime requests from employees
  • Approve or reject overtime requests
  • Track overtime hours worked
  • Calculate overtime pay and compensation
  • Monitor overtime trends and costs
  • Generate overtime reports
  • Set overtime policies and limits
  • Document overtime decisions
  • Communicate with employees about overtime status

Who Should Use This System?

This system is for:

  • HR Managers — Review, approve, and reject overtime requests
  • HR Specialists — Process and manage overtime requests
  • HR Directors — Monitor overtime policies and trends
  • Department Managers — View and request overtime for your team
  • Payroll Staff — Track overtime for salary calculations
  • Finance Team — Monitor overtime-related expenses
  • Supervisors — Submit overtime requests for employees

How to Access Overtime Management

Method 1: From the HR Menu

  1. Log in to the DTR System
  2. Click on HR in the main menu
  3. Click on Overtime Requests or Overtime Management
  4. You're now viewing the Overtime Management system

Method 2: Direct URL

URL: /hr/overtime-request

Overtime Management Overview

The Overtime Management system has two main pages:

Page 1: Overtime Request List (index.blade.php)

Shows all overtime requests with filtering and action options.

Page 2: Overtime Request Details (show.blade.php)

Shows detailed information about a specific overtime request.

Page 1: Overtime Request List

Overview

This is the main page showing all overtime requests in a table format.

Page Layout

The page is organized into these sections:

Section 1: Filter and Search (Top)

  • Date range filters
  • Status filters
  • Employee name search
  • Department filters
  • Overtime type filters
  • Filter and clear buttons
  • Export button

Section 2: Request Table (Main Content)

  • All overtime requests displayed in table format
  • Multiple columns with information
  • Action buttons for each request
  • Color-coded status badges

Section 3: Pagination (Bottom)

  • Navigation controls
  • Page indicators
  • Previous/Next buttons

Understanding the Filter Section

Available Filters

1. Employee Name Filter

What it does: Search for overtime requests from a specific employee

How to use:

  1. Find the "Employee Name" search field
  2. Type the employee's first or last name
  3. The list updates to show matching employees
  4. Click Filter to apply
  5. Click Clear Filters to reset

Example:

  • Type "Jane" to find all overtime requests from employees with Jane in their name
  • Type "Smith" to find all overtime requests from Smith family employees

2. Date Range Filter

What it does: Show overtime requests within a specific date range

Fields:

  • From Date — Start date of overtime work
  • To Date — End date of overtime work

How to use:

  1. Click on "From Date" field
  2. Select the starting date
  3. Click on "To Date" field
  4. Select the ending date
  5. Click "Filter" button
  6. Table updates to show requests in that date range

Example:

  • From Date: December 1, 2025
  • To Date: December 31, 2025
  • Shows all overtime requests for December

3. Status Filter

What it does: Show requests with specific approval status

Status Options:

  • Pending — Waiting for approval
  • Approved — Already approved
  • Rejected — Already rejected
  • Cancelled — Employee cancelled the request
  • Completed — Overtime work completed and confirmed

How to use:

  1. Click on the Status dropdown
  2. Select the status you want
  3. Click Filter
  4. Table shows only requests with that status

Example:

  • Select "Pending" to see all requests waiting for your approval
  • Select "Approved" to see previously approved overtime

4. Department Filter

What it does: Show overtime requests from specific departments

Department Examples:

  • App Tech
  • Finance
  • Marketing
  • Operations
  • Sales
  • HR
  • Customer Support

How to use:

  1. Click on Department dropdown
  2. Select the department you want
  3. Click Filter
  4. Table shows only that department's requests

Example:

  • Select "App Tech" to see all overtime from that department
  • Select "Finance" to monitor finance team overtime

5. Overtime Type Filter

What it does: Show specific types of overtime requests

Overtime Types:

  • Regular Overtime — Standard extra hours
  • Weekend Overtime — Work on weekend
  • Holiday Overtime — Work on company holiday
  • Emergency Overtime — Urgent/unexpected overtime
  • Project Overtime — Specific project-related overtime

How to use:

  1. Click on Overtime Type dropdown
  2. Select the type you want
  3. Click Filter
  4. Table shows only that type

Example:

  • Select "Emergency Overtime" to see urgent requests
  • Select "Weekend Overtime" to monitor weekend work

How to Apply Multiple Filters

Scenario: Show pending weekend overtime from Finance department in December

Steps:

  1. Fill in Employee Name: (optional, leave blank for all)
  2. Fill in From Date: December 1, 2025
  3. Fill in To Date: December 31, 2025
  4. Select Department: "Finance"
  5. Select Status: "Pending"
  6. Select Overtime Type: "Weekend Overtime"
  7. Click "Filter" button
  8. Table shows only matching requests

Clear Filters Button

What it does: Remove all filters and show all requests

How to use:

  1. If filters are active, a "Clear Filters" button appears
  2. Click the button
  3. All filters removed
  4. Table resets to show all requests

Understanding the Overtime Request Table

Column 1: Request ID

What it shows: Unique identifier for the overtime request

Format: OT-001, OT-002, OT-003

Purpose: Reference number for tracking

Example:

Request ID: OT-001234

Column 2: Employee

What it shows:

  • Employee's profile picture/avatar
  • Employee's full name (Last Name, First Name)
  • Employee's ID number
  • Employee's department

Example:

[Profile Picture]
Doe, Jane
EMP-001
App Tech Department

Purpose: Quickly identify the employee requesting overtime

Column 3: Overtime Type

What it shows: The type of overtime being requested

Types:

  • Regular Overtime
  • Weekend Overtime
  • Holiday Overtime
  • Emergency Overtime
  • Project Overtime

Purpose: Know what kind of overtime is requested

Color Coding:

  • Usually shown as a label or badge
  • Different color for each type

Column 4: Date Range

What it shows: When the overtime was worked or will be worked

Format: Start Date - End Date

Example:

December 10, 2025 - December 10, 2025
December 15, 2025 - December 17, 2025 (Multiple days)

Purpose: See exactly when overtime occurred

Column 5: Hours

What it shows: Total overtime hours

Calculation: Actual hours worked beyond normal 8 hours

Example:

2 hours
4 hours
8 hours
12 hours

Purpose: Know how many extra hours worked

Column 6: Reason

What it shows: Why overtime was needed

Examples:

  • Project deadline
  • System outage
  • High client demand
  • Employee absence coverage
  • Emergency situation
  • Urgent bug fix

Purpose: Understand the business justification

Column 7: Requested By

What it shows: Who submitted the overtime request

Could be:

  • The employee themselves
  • Their direct manager/supervisor
  • HR staff
  • Department head

Purpose: Know who initiated the request

Column 8: Requested On

What it shows: When the overtime request was submitted

Format: Date and time

Example:

December 5, 2025 at 2:30 PM
December 10, 2025 at 10:15 AM

Purpose: Know when the request was submitted

Column 9: Status

What it shows: Current approval status of the request

Status Options:

  1. Pending (Yellow/Orange Badge)

    • Waiting for your approval
    • Action needed

  2. Approved (Green Badge)

    • Already approved
    • Employee can work overtime
    • Payment will be processed

  3. Rejected (Red Badge)

    • Already rejected
    • Employee should not work overtime
    • No overtime payment

  4. Completed (Blue Badge)

    • Overtime work is done
    • Hours confirmed
    • Ready for payroll processing

  5. Cancelled (Gray Badge)

    • Employee or manager cancelled
    • No longer valid
    • No payment

Example:

[Yellow Badge] Pending
[Green Badge] Approved
[Red Badge] Rejected
[Blue Badge] Completed
[Gray Badge] Cancelled

Purpose: Quickly see which requests need your action

Column 10: Actions

What it shows: Buttons to take action on the request

Action Buttons:

  1. View/Details Button (Eye Icon)

    • Click to see full request details
    • Takes you to the details page
    • Where you can approve or reject

  2. Edit Button (Pencil Icon)

    • Only available for pending requests
    • Edit the request details
    • Change hours, dates, or reason

  3. More Options Button (Three Dots)

    • Additional actions
    • May include print, confirm completion, or notes

Purpose: Take action on requests

Page 2: Overtime Request Details

How to Access Details Page

Steps:

  1. From the Overtime Request List
  2. Find the request you want to review
  3. Click the eye icon or "View Details" button
  4. You're taken to the detailed request page
  5. Full request information displayed

Details Page Layout

The details page shows all information about a single overtime request.

Section 1: Employee Information (Top)

Shows:

  • Employee's profile picture
  • Employee's full name
  • Employee ID
  • Department
  • Position/Job Title
  • Manager name
  • Contact information
  • Current hourly rate

Purpose: Identify the employee and their compensation level

Example:

┌─────────────────────────────────┐
│ [Profile Picture]               │
│ Jane Doe                        │
│ Employee ID: EMP-001            │
│ Department: App Tech            │
│ Position: Senior Developer      │
│ Manager: John Smith             │
│ Email: jane.doe@company.com     │
│ Hourly Rate: /hour           │
└─────────────────────────────────┘

Section 2: Overtime Request Details (Middle)

Shows:

  • Overtime type
  • Start date
  • End date
  • Hours worked
  • Reason for overtime
  • Project (if applicable)
  • Department
  • Requested by
  • Request submitted date
  • Current status
  • Priority level

Purpose: Review complete overtime information

Example:

┌─────────────────────────────────┐
│ Overtime Type:    Regular       │
│ Start Date:       Dec 10, 2025  │
│ End Date:         Dec 10, 2025  │
│ Hours Worked:     4 hours       │
│ Reason:           Project Dead  │
│ Priority:         High          │
│ Requested By:     Manager Smith │
│ Submitted:        Dec 5, 2025   │
│ Status:           Pending       │
└─────────────────────────────────┘

Section 3: Overtime Details

Shows:

  • Total overtime hours
  • Overtime rate multiplier (e.g., 1.5x, 2x)
  • Estimated overtime pay
  • Overtime balance (if tracking)

Purpose: See financial impact of overtime

Example:

Hours Worked:       4 hours
Regular Rate:       /hour
Overtime Rate:      1.5x (.50/hour)
Estimated Pay:      0.00
Overtime Balance:   14 hours available

Section 4: Supporting Information

Shows:

  • Project name or code
  • Client (if applicable)
  • Description of work done
  • Expected completion status
  • Approver comments (if any)

Purpose: Understand the business context

Section 5: Attachments (If Available)

Shows:

  • Any files attached
  • Project documents
  • Work evidence
  • Supporting files

How to use:

  1. Click on the attachment name
  2. Download or preview the file
  3. Use for verification

Example Attachments:

  • Project scope document
  • Email requesting overtime
  • Client confirmation
  • Work completion report

Section 6: Timeline/History

Shows:

  • Request submission time
  • Status change history
  • Who made changes and when
  • Comments history

Purpose: See the request's history

Example:

Dec 5, 2025 10:00 AM - Request submitted by Manager
Dec 5, 2025 2:30 PM - Pending approval
Dec 6, 2025 9:00 AM - Requested review by HR
(Current) - Awaiting approval

Section 7: Approval/Action Section (Bottom)

Shows:

  • Status selector
  • Approve button
  • Reject button
  • Comment field
  • Confirm completion button (if completed)
  • Submit button

How to Approve:

  1. Review all information above
  2. Verify business justification
  3. Check budget availability
  4. Click "Approve" button
  5. (Optional) Add a comment explaining approval
  6. Click "Submit" or "Confirm"
  7. System updates status and notifies employee

How to Reject:

  1. Review all information
  2. Determine reason for rejection
  3. Click "Reject" button
  4. A reason field appears
  5. Type the reason for rejection (mandatory)
  6. (Optional) Add additional comments
  7. Click "Submit" or "Confirm"
  8. System updates status and notifies employee

How to Confirm Completion:

  1. After overtime is completed
  2. Click "Confirm Completion" button
  3. Status changes to "Completed"
  4. Hours confirmed for payroll
  5. (Optional) Add notes about actual hours vs. approved
  6. Click "Submit"

How to Add Comments:

  1. Find the comment field
  2. Type your comment
  3. Click "Add Comment" or "Post"
  4. Comment added to history
  5. May be visible to employee

Common Tasks in Overtime Management

Task 1: Review Pending Overtime Requests

Objective: See all requests waiting for approval

Steps:

  1. Open Overtime Management page
  2. In Status filter, select "Pending"
  3. Click "Filter"
  4. Table shows only pending requests
  5. Review each request
  6. Prioritize by date (earliest first)
  7. Sort by department or employee

Task 2: Approve an Overtime Request

Objective: Approve an employee's overtime request

Steps:

  1. From the overtime list, find the request
  2. Click the view/details button
  3. Review:
    • Employee information
    • Overtime dates and hours
    • Reason for overtime
    • Business justification
    • Budget impact
    • Department capacity
  4. If everything is okay:
    • Click "Approve" button
    • Add optional comment (e.g., "Approved - project deadline critical")
    • Click "Submit"
  5. Status changes to "Approved"
  6. Notification sent to employee
  7. Payroll notified for payment processing

Task 3: Reject an Overtime Request

Objective: Deny an overtime request with reason

Steps:

  1. From the overtime list, find the request to reject
  2. Click the view/details button
  3. Review the request carefully
  4. Determine reason for rejection:
    • Budget constraints
    • Not business justified
    • Employee already has excessive overtime
    • Coverage not needed
  5. Click "Reject" button
  6. Reason field appears
  7. Type the reason (mandatory)
  8. Add optional detailed comment
  9. Click "Submit"
  10. Status changes to "Rejected"
  11. Notification sent to employee with reason

Task 4: Search for a Specific Employee's Requests

Objective: Find all overtime requests from one employee

Steps:

  1. Open Overtime Management page
  2. In Employee Name field, type the employee's name
  3. Click "Filter"
  4. Table shows only that employee's requests
  5. Review their overtime history
  6. See approval status, hours, and dates
  7. Identify patterns

Example:

  • Type "Jane" to find all Jane's requests
  • Shows all her overtime across time
  • Can spot if she's working too much overtime

Task 5: Check Overtime for a Specific Month

Objective: View all overtime in a particular month

Steps:

  1. Open Overtime Management page
  2. In From Date, select the 1st of the month
  3. In To Date, select the last day of the month
  4. Click "Filter"
  5. Table shows requests for that month
  6. Review total hours
  7. Identify trends
  8. See which employees worked overtime

Example:

  • From: December 1, 2025
  • To: December 31, 2025
  • Shows all December overtime

Task 6: Filter by Department

Objective: Monitor overtime in specific departments

Steps:

  1. Open Overtime Management page
  2. In Department dropdown, select the department
  3. Click "Filter"
  4. Table shows only that department's requests
  5. Analyze department's overtime usage
  6. Compare to budget
  7. Identify problem areas

Example:

  • Select "App Tech"
  • Shows all App Tech overtime
  • See if department uses too much overtime

Task 7: Monitor Weekend Overtime

Objective: Track weekend work requests

Steps:

  1. Open Overtime Management page
  2. In Overtime Type dropdown, select "Weekend Overtime"
  3. Click "Filter"
  4. Table shows weekend overtime only
  5. Review hours worked
  6. Check approval status
  7. Monitor weekend workload

Task 8: Confirm Completed Overtime

Objective: Mark overtime as completed and confirm hours

Steps:

  1. From the list, find the completed overtime
  2. Click details button
  3. Review the request
  4. Verify work is actually completed
  5. Check if hours match as approved
  6. If hours different, note the difference
  7. Click "Confirm Completion"
  8. Status changes to "Completed"
  9. Ready for payroll processing

Task 9: Generate Overtime Report

Objective: Create a report for a specific period

Steps:

  1. Open Overtime Management page
  2. Set date range (e.g., monthly, quarterly)
  3. (Optional) Select specific department
  4. (Optional) Select specific overtime type
  5. Click "Filter"
  6. Review displayed requests
  7. Look for "Export" or "Print" button
  8. Download or print the report
  9. Share with management and finance

Report typically shows:

  • Total overtime hours
  • Total overtime costs
  • Breakdown by department
  • Breakdown by employee
  • Overtime types distribution

Task 10: Review Overtime Trends

Objective: Analyze overtime patterns over time

Steps:

  1. Open Overtime Management page
  2. Check last 3 months of overtime
  3. Navigate through months
  4. Look for patterns:
    • Always same days?
    • Same employees?
    • Specific projects?
    • Seasonal patterns?
  5. Note trends
  6. Discuss with management
  7. Plan preventive measures

Understanding Overtime Types

Regular Overtime

What it is: Extra hours worked beyond standard 8-hour day

Typical Hours: 2-4 hours per day

When It Happens: Project deadlines, high workload

Approval: Usually approved if business justified

Payment: 1.5x base rate

What to check:

  • Is overtime necessary?
  • Is it reasonably budgeted?
  • Can work be done during regular hours?

Weekend Overtime

What it is: Work done on Saturday or Sunday

Typical Hours: 4-8 hours per day

When It Happens: Emergency situations, critical projects

Approval: Requires higher justification

Payment: 2x base rate (Saturday), 2.5x (Sunday) depending on policy

What to check:

  • Is weekend work absolutely necessary?
  • Is employee being fairly compensated?
  • Is rotation fair among team?

Holiday Overtime

What it is: Work done on company holidays

Typical Hours: 4-8 hours

When It Happens: Emergency situations, essential services

Approval: Requires director-level approval

Payment: 3x base rate or extra day off in lieu

What to check:

  • Is there truly an emergency?
  • Can work wait until next business day?
  • Is employee getting proper compensation/time off?

Emergency Overtime

What it is: Unplanned, urgent overtime

Typical Hours: Variable

When It Happens: System outages, critical issues, client emergencies

Approval: May be approved retroactively

Payment: 1.5x base rate

What to check:

  • Was it truly an emergency?
  • Was it unavoidable?
  • Could it have been prevented?

Project Overtime

What it is: Overtime specifically for a project

Typical Hours: 4-8 hours per day for weeks

When It Happens: Large project execution, tight deadline

Approval: Usually approved if project budgeted

Payment: 1.5x base rate

What to check:

  • Is project budget allocated for overtime?
  • Is project plan realistic?
  • Can timeline be extended?

Overtime Pay Calculations

Understanding Overtime Rates

Different multipliers apply based on overtime type and company policy:

Common Overtime Rates:

  1. Regular Overtime: 1.5x hourly rate

    • Example: $35/hour becomes $52.50/hour

  2. Weekend Overtime: 2x hourly rate

    • Example: $35/hour becomes $70/hour

  3. Holiday Overtime: 3x hourly rate

    • Example: $35/hour becomes $105/hour

  4. After Midnight: Special rates may apply

    • Company policy varies

Overtime Pay Examples

Example 1: Regular Overtime

Base Hourly Rate:     
Overtime Hours:       4 hours
Multiplier:           1.5x
Overtime Pay:          × 4 × 1.5 = 0

Example 2: Weekend Overtime

Base Hourly Rate:     
Overtime Hours:       8 hours
Multiplier:           2x
Overtime Pay:          × 8 × 2 = 0

Example 3: Project with Multiple Days

Base Hourly Rate:     
Days:                 5 days
Hours per day:        2 hours
Total Hours:          10 hours
Multiplier:           1.5x
Overtime Pay:          × 10 × 1.5 = 0

Common Scenarios and Solutions

Scenario 1: Manager Requests Overtime for Direct Report

Situation: Manager submits overtime request for their team member

What to do:

  1. Verify manager has authority
  2. Check if business justification valid
  3. Confirm with employee if applicable
  4. Review employee's overtime history
  5. Check budget availability
  6. Approve or discuss alternative solutions

Scenario 2: Employee Requests Excessive Overtime

Situation: Employee wants to work 20+ hours overtime in one week

What to do:

  1. Question the business necessity
  2. Check if workload can be redistributed
  3. Verify not overburdening employee
  4. Consider hiring additional staff
  5. Check labor law limits on overtime hours
  6. Approve only if truly justified
  7. Plan to reduce future overtime

Scenario 3: Emergency Overtime Situation

Situation: System outage requires immediate overtime

What to do:

  1. Approve emergency overtime urgently
  2. Process as emergency override
  3. Document all circumstances
  4. Notify management immediately
  5. Confirm hours after completion
  6. Process payment quickly
  7. Plan preventive measures

Scenario 4: Budget Constraints vs. Overtime Need

Situation: Need overtime but budget is tight

What to do:

  1. Discuss with finance and management
  2. Explore alternatives:
    • Redistribute workload
    • Bring in contractors
    • Extend project deadline
    • Hire temporary staff
  3. Request budget adjustment if critical
  4. Prioritize most important work
  5. Document decision

Scenario 5: Employee Already Exceeds Legal Limit

Situation: Employee has already worked many overtime hours

What to do:

  1. Check labor law limits in your jurisdiction
  2. Some laws limit overtime hours per week/month
  3. If employee would exceed legal limit:
    • Reject the request
    • Find alternative solution
    • Hire additional help
    • Redistribute work
  4. Ensure legal compliance
  5. Protect employee wellbeing

Scenario 6: Overtime Not Actually Worked

Situation: Overtime was approved but not actually worked

What to do:

  1. Contact employee to clarify
  2. Check if work rescheduled
  3. If not worked, cancel the overtime request
  4. Update system to remove payment
  5. Discuss what changed
  6. Prevent overpayment

Important Information About Approvals

Before Approving

Check these items:

  1. Business justification — Is overtime truly needed?
  2. Budget availability — Is it in the budget?
  3. Employee workload — Not overworking them?
  4. Legal compliance — Within overtime hour limits?
  5. History — Is employee already working excessive overtime?
  6. Alternatives — Could work be done during regular hours?
  7. Timing — Is the timing reasonable?

After Approving

What happens:

  1. Status changes to "Approved"
  2. Email sent to employee confirming approval
  3. Notification sent to manager
  4. Request appears in calendar
  5. Payroll notified of approved overtime
  6. Budget deducted from department
  7. Employee knows they can work overtime

Before Rejecting

Consider:

  1. Why are you rejecting?
  2. Is there a valid business reason?
  3. Is the reason company policy compliant?
  4. Is there a valid alternative?
  5. Is employee aware of the reason?
  6. Can you suggest a different time?

After Rejecting

What happens:

  1. Status changes to "Rejected"
  2. Email sent to employee with rejection reason
  3. Manager informed of rejection
  4. No payment will be processed
  5. Employee should not work the overtime
  6. Employee can resubmit if circumstances change

Overtime Budget Management

Tracking Overtime Costs

Each department usually has an overtime budget:

Example Department Budget:

┌──────────────────────────────────┐
│ App Tech Department Overtime      │
│ Budget:        ,000 per month │
│                                  │
│ December Usage:                  │
│ Week 1:        ,500 (17%)      │
│ Week 2:        ,200 (21%)      │
│ Week 3:        ,800 (19%)      │
│ Week 4:        ,400 (16%)      │
│ Total:         ,900 (73%)     │
│ Remaining:     ,100 (27%)      │
└──────────────────────────────────┘

Budget Considerations When Approving

Before approving overtime:

  1. Check current budget used
  2. Calculate cost of this overtime
  3. Verify budget can cover it
  4. Check if within department limits
  5. Get approval if exceeds limit
  6. Document budget impact

Tips for Effective Overtime Management

Tip 1: Approve Promptly

  • Review pending requests daily
  • Approve or reject within 24 hours
  • Employee needs certainty
  • Delays affect project timelines

Tip 2: Require Clear Justification

  • Always ask "why" before approving
  • Overtime should be exception, not rule
  • Understand the business need
  • Document the reason

Tip 3: Monitor for Patterns

  • Look for employees working excessive overtime
  • Identify departments with high overtime
  • Check if patterns repeat
  • Plan to address root causes

Tip 4: Explore Alternatives

  • Before approving, ask if other solutions exist
  • Can deadline be extended?
  • Can work be redistributed?
  • Can additional staff help?
  • Should hiring happen?

Tip 5: Follow Compensation Rules

  • Ensure correct multiplier applied
  • Process payments accurately
  • Follow company policy
  • Comply with labor laws

Tip 6: Maintain Fairness

  • Apply same rules to all employees
  • Don't show favoritism
  • Share overtime opportunities fairly
  • Prevent burnout of key people

Tip 7: Plan Ahead

  • Forecast workload to anticipate overtime need
  • Plan resources accordingly
  • Build realistic timelines
  • Reduce need for emergency overtime

Tip 8: Communicate Policies

  • Ensure employees know overtime policy
  • Explain approval process
  • Set expectations
  • Be transparent about budget constraints

Tip 9: Track and Report

  • Monitor overtime trends monthly
  • Generate reports for management
  • Share data with finance
  • Use data to plan

Tip 10: Prioritize Employee Wellbeing

  • Don't allow excessive overtime
  • Watch for burnout signs
  • Encourage time off
  • Support work-life balance

Common Questions

Q: What's the difference between approved and completed status?

A:

  • Approved: Overtime is allowed/authorized
  • Completed: Overtime work is done and hours confirmed for payroll

Q: Can overtime be cancelled after approval?

A: Yes, if:

  1. Circumstances change before overtime occurs
  2. Employee and manager agree
  3. It's cancelled in the system
  4. Payment is removed

Q: What if actual hours differ from approved hours?

A:

  1. Note the difference in confirmation
  2. Payroll calculates based on actual hours
  3. Document the reason for difference
  4. Adjust payment accordingly

Q: Can I set limits on overtime per employee?

A: Depends on your system:

  1. Many systems allow limits per employee
  2. Check policy settings
  3. Enforce limits consistently
  4. Alert when approaching limit

Q: How do I handle emergency overtime that wasn't pre-approved?

A:

  1. Process it as retroactive approval
  2. Document the emergency
  3. Confirm actual hours worked
  4. Process payment
  5. Discuss with management

Q: What if employee refuses overtime?

A: Depends on job contract:

  1. Some positions require overtime availability
  2. Others can decline
  3. Check employment contract
  4. Discuss with HR
  5. Document the discussion

Q: How does overtime affect benefits?

A: Overtime may impact:

  1. Overtime pay in salary
  2. Bonus calculations
  3. Commission calculations
  4. Benefit eligibility
  5. Check company policy

Q: Can overtime be paid as time off instead?

A: Depends on company policy and jurisdiction:

  1. Some allow "comp time" (time off in lieu)
  2. Others require cash payment
  3. Check labor laws in your region
  4. Follow company policy
  5. Document employee's choice

Troubleshooting

Problem: Can't find a specific overtime request

Solution:

  • Use filters to narrow down
  • Try different filter combinations
  • Check if request is rejected or cancelled
  • Try searching by date range
  • Clear filters and try again

Problem: Status won't change when I approve

Solution:

  • Ensure form is properly filled
  • Check if button is actually "Submit"
  • Look for error messages
  • Refresh page and try again
  • Contact IT support

Problem: Employee not notified of approval

Solution:

  • Check if system sends emails
  • Verify employee email is correct
  • Check spam folder for email
  • Manually notify employee
  • Contact IT if system issue

Problem: Overtime cost calculation seems wrong

Solution:

  • Verify base hourly rate
  • Check overtime multiplier applied
  • Calculate manually to compare
  • Check if all hours included
  • Contact payroll for verification

Problem: Can't reject because reason field missing

Solution:

  • Scroll down to see full form
  • Update browser if not displaying
  • Try different browser
  • Refresh page
  • Contact IT support

Best Practices for Overtime Management

Practice 1: Daily Review

Review pending overtime requests each morning.

Practice 2: Set Processing Time

Dedicate specific time daily for overtime approvals.

Practice 3: Use Comments

Add comments to explain all approvals and rejections.

Practice 4: Check Budget

Always verify budget before approving.

Practice 5: Coordinate with Managers

Discuss with managers before final decision.

Practice 6: Document Everything

Keep records of all approvals, rejections, and reasons.

Practice 7: Monitor Trends

Review overtime patterns monthly.

Practice 8: Plan Ahead

Forecast workload to prevent overtime needs.

Practice 9: Ensure Fair Treatment

Apply same rules consistently to all employees.

Practice 10: Communicate Clearly

Explain all decisions clearly to employees.

Integration with Other Systems

Calendar Integration

  • Approved overtime shows on HR Calendar
  • Employees see their overtime schedule
  • Avoid conflicts with leave or events
  • Updated in real-time

Payroll Integration

  • Payroll system gets approval information
  • Overtime calculated into salary
  • Correct multiplier applied automatically
  • Processed in payroll cycle

Attendance System

  • Overtime hours recorded in attendance
  • Can affect total hours worked calculation
  • Tracked separately from regular hours
  • Used for reporting

Dashboard Integration

  • Pending requests count shown
  • Quick links to pending items
  • Overview of month's overtime
  • Alerts for action needed

Legal Compliance Notes

Important Reminders

  • Comply with local labor laws on overtime
  • Know maximum weekly overtime limits in your jurisdiction
  • Document all overtime approvals
  • Maintain confidentiality
  • Don't discriminate
  • Pay overtime correctly
  • Keep records for audit purposes
  • Verify overtime is necessary and approved

Performance Metrics

Metrics to Track

  1. Request Approval Time

    • Average time to approve/reject
    • Target: Within 24 hours

  2. Pending Request Count

    • Number waiting for approval
    • Target: Minimize pending

  3. Overtime Hours Total

    • Total hours per month/quarter
    • Compare to budget

  4. Cost Analysis

    • Total overtime cost
    • Cost per department
    • Budget variance

  5. Approval Rate

    • Percentage approved vs rejected
    • Identify approval patterns

  6. Employee Overtime

    • Hours per employee
    • Frequency per employee
    • Burnout risk identification

Need More Help?

  • Ask your HR Director or Manager
  • Review company overtime policy document
  • Contact HR Department
  • Check system administrator guide
  • Consult labor law resources

Key Features Summary

Feature What It Does How to Use
Employee Filter Search by employee name Type name and click Filter
Date Filter Show requests in date range Enter From/To dates
Status Filter Show by approval status Select status from dropdown
Department Filter Show specific department Select department
Overtime Type Filter Show specific types Select type
View Details See full request info Click view/details button
Approve Accept overtime request Click Approve button
Reject Deny overtime request Click Reject button
Confirm Completion Mark overtime done Click Confirm Completion
Comments Add notes to requests Type in comment field
Export Download request data Click Export button
Clear Filters Reset all filters Click Clear Filters button

Last Updated: December 10, 2025
Version: 1.0
For: HR Managers, HR Specialists, HR Directors, Department Managers, Payroll Staff