Team Lead — Overtime Management User Guide

Version: 1.0
Last updated: December 10, 2025

Table of Contents

1. Welcome to Overtime Management

Welcome to the Team Lead Overtime Management System! This guide will help you understand how to review, approve, and manage overtime requests from your team members.

What is this system?

The Overtime Management system is where you review overtime requests submitted by your team members or requested on their behalf. As a team lead, you play a crucial role in the overtime approval workflow:

  • You receive overtime requests from your team or managers
  • You review team member workload and availability
  • You approve or reject requests based on business needs
  • You document your decisions and provide reasons
  • You communicate approval status to your team members
  • You track overtime hours for payroll and budget purposes

Your role in the approval process:

Employee/Manager Submits Overtime Request
        ↓
System Notifies You (Team Lead)
        ↓
[You Review & Approve/Reject]
        ↓
Request Forwarded to HR (if approved)
        ↓
[HR Final Review & Approval]
        ↓
Overtime Status Updated
        ↓
Employee & Manager Notified
        ↓
Payroll Processes Payment

Important: Your approval is the first step. HR may do a final review before the overtime is officially approved.

2. What You Can Do

In the Overtime Management system, you can:

✅ View overtime requests — See all overtime requests from your team members
✅ Review details — Check dates, hours, reason, and employee information
✅ Approve requests — Allow overtime work to proceed
✅ Reject requests — Deny overtime with documented reasons
✅ Filter & search — Find specific requests by employee, date, type, or status
✅ Add comments — Provide feedback or additional information
✅ Track pending — See which requests are waiting for your decision
✅ Monitor workload — Review overtime trends for your team
✅ Export reports — Generate overtime reports for documentation

What you CANNOT do:

❌ Modify the overtime system settings
❌ Change overtime policies
❌ Override HR's final decision
❌ Edit approved overtime hours (only HR can)
❌ Process payments (payroll handles this)
❌ Assign overtime to employees (they request it)

3. How to Access Overtime Management

Web URL:

  1. Log in to the DTR System: https://your-domain.com
  2. Navigate to: TL Dashboard → Overtime Management
  3. Or use direct URL: /tl/overtime-request

From Menu:

  1. Click TL Dashboard in main menu
  2. Locate Overtime Management or Overtime Requests
  3. Click to open

Mobile Access:

  • System is mobile-responsive
  • Tablet recommended for better viewing
  • Works on smartphones but optimized for desktop

Browser Requirements:

  • Chrome (recommended)
  • Firefox
  • Safari
  • Edge
  • JavaScript must be enabled
  • Cookies must be enabled

4. Understanding the Overtime Request List

View file: resources/views/users/tl/overtime-request/index.blade.php

The overtime request list (index page) shows all overtime requests from your team in a table format.

Page Layout

The page is organized into these sections:

Section 1: Filter & Search Controls (Top)

Use these to narrow down which requests you want to see.

Section 2: Overtime Request Table (Main Content)

All overtime requests displayed in table format with columns for key information.

Section 3: Pagination (Bottom)

Navigation controls to view more requests if list is long.

Top Controls - Filters & Search

Filter Controls (Left side):

Date Range Filter:

  • From Date — Start date for filtering
  • To Date — End date for filtering
  • Helps you find requests within specific time period
  • Example: Find all overtime requests in December 2025

Status Filter (Dropdown):

  • Pending — Waiting for your approval
  • Approved — Already approved by you
  • Rejected — Already rejected by you
  • Cancelled — Employee or manager cancelled
  • All (default) — Show all requests

Overtime Type Filter:

  • Regular Overtime — Extra hours on normal workdays
  • Weekend Overtime — Work on Saturday/Sunday
  • Holiday Overtime — Work on company holidays
  • Emergency Overtime — Urgent/unplanned overtime
  • Project Overtime — Specific project-related overtime
  • All (default) — Show all types

Employee Search:

  • Type employee name or ID
  • Real-time search as you type
  • Finds employees on your team

Quick Actions (Right side):

  • Apply Filters Button — Click to apply selected filters
  • Clear Filters Button — Reset all filters to show all requests
  • Refresh Button — Manually refresh data
  • Export Button — Download requests as CSV/Excel

Status Badges (Color-coded):

[Yellow] Pending  — Waiting for your approval
[Green]  Approved — Approved by you
[Red]    Rejected — Rejected by you
[Gray]   Cancelled — No longer valid

Overtime Request Table - Columns

Column Content Notes
Request ID Unique identifier Format: OT-001, OT-002
Employee Employee name, ID, dept Linked to profile
Overtime Type Type of overtime Regular, Weekend, Holiday, etc
Date Range Start - End dates When overtime was/will be worked
Hours Total hours requested Number of overtime hours
Reason Why overtime needed Business justification
Status Current approval status Pending, Approved, Rejected
Requested On When request submitted Date and time
Actions View/Details button Click to see full details

Table Features:

  • Pagination: 10-25 items per page
  • Sorting: Click column headers to sort (if enabled)
  • Row colors: Different colors for different statuses
  • Hover effects: Highlight row when mouse over
  • Responsive: Adjusts to screen size

Empty State Message:

If no overtime requests found:

  • Message: "No overtime requests found"
  • Suggestion: "Try adjusting your filters"
  • Link to clear filters and view all

5. Viewing Detailed Overtime Requests

View file: resources/views/users/tl/overtime-request/show.blade.php

Click on any overtime request to view full details and take action.

How to Access Details Page

From the list:

  1. Find the overtime request you want to review
  2. Click the "View Details" or eye icon button
  3. Detailed page opens with full information

Details Page Layout

The details page displays complete information organized into sections:

Header Section - Employee Information

Shows at the top of the page:

  • Employee Name — Full name (large heading)
  • Employee ID — Unique identifier (e.g., EMP-001)
  • Department — Which department employee works in
  • Position/Title — Job position
  • Manager — Direct manager's name
  • Contact — Email and phone
  • Hourly Rate — Current hourly pay rate

Purpose: Quickly identify the employee and relevant information for decision-making.

Section 1: Overtime Request Details (Top)

Key information about the overtime:

  • Request ID — Unique reference number
  • Status — Current approval status
  • Overtime Type — Regular, Weekend, Holiday, Emergency, or Project
  • Start Date — When overtime begins/began
  • End Date — When overtime ends/ended
  • Total Hours — Total overtime hours
  • Reason — Why overtime is needed
  • Project Name — If applicable
  • Priority Level — High, Medium, Low
  • Submitted By — Who made the request
  • Submitted Date — When request was created
  • Business Justification — Detailed explanation

Example:

┌──────────────────────────────────────┐
│ Request ID:     OT-001234            │
│ Overtime Type:  Project Overtime     │
│ Start Date:     Dec 10, 2025         │
│ End Date:       Dec 15, 2025         │
│ Total Hours:    15 hours (3 hrs/day) │
│ Reason:         Year-end project     │
│ Priority:       High                 │
│ Submitted:      Dec 5, 2025 10:30 AM │
│ Status:         Pending              │
└──────────────────────────────────────┘

Section 2: Overtime Details (Middle)

Financial and compensation information:

  • Hourly Rate — Employee's base hourly rate
  • Overtime Rate — Multiplier (1.5x, 2x, etc)
  • Estimated Pay — Calculated overtime payment
  • Total Hours — Sum of all overtime hours
  • Overtime Balance — Remaining balance (if tracked)

Example:

Base Hourly Rate:      /hour
Overtime Hours:        15 hours
Overtime Multiplier:   1.5x
Estimated Pay:          × 15 × 1.5 = 7.50

Section 3: Supporting Information

Additional context for your decision:

  • Department — Employee's department
  • Team Lead — Employee's supervisor
  • Project Code — Associated project (if any)
  • Client Name — Client involved (if applicable)
  • Expected Completion — When work should be done
  • Work Description — Detailed description of work
  • Supporting Documents — Any attached files
  • Previous Overtime — History link to see past overtime

Section 4: Timeline/History

Shows the request's history:

  • Submission Time — When first submitted
  • Status Changes — Who changed status and when
  • Comments History — All comments added
  • Activity Log — Complete audit trail

Example:

Dec 5, 2025 10:00 AM - Request submitted by Manager
Dec 5, 2025 2:30 PM  - Status changed to Pending
Dec 6, 2025 9:00 AM  - Awaiting Team Lead review

Section 5: Action Buttons (Bottom)

Approve Button:

  • Click to approve the overtime request
  • Opens confirmation dialog
  • May require you to add a comment

Reject Button:

  • Click to reject the overtime request
  • Opens reason field (mandatory)
  • Allows adding detailed rejection reason
  • Employee will see your reason

Comments Field:

  • Add notes about your decision
  • Visible to employee and HR
  • Examples:
    • "Approved - project deadline is critical"
    • "Approved - coverage needed for vacation"
    • "Rejected - budget constraints this quarter"
    • "Approved pending HR final review"

Back to List Button:

  • Returns to overtime request list
  • Does not save changes

Export Button (optional):

  • Download this single request details
  • Format: PDF or printable version

6. Filtering and Searching

Use filters to quickly find the overtime requests you need to review.

Quick Filters (Fast Access)

Common Filter Combinations:

Today's Requests:

  1. Set From Date: Today
  2. Set To Date: Today
  3. Click Filter

This Week's Requests:

  1. Set From Date: Monday this week
  2. Set To Date: Sunday this week
  3. Click Filter

This Month's Requests:

  1. Set From Date: 1st of month
  2. Set To Date: Today or last day of month
  3. Click Filter

Pending Only (Needs Your Action):

  1. Status Filter: Pending
  2. Click Filter
  3. Prioritize by date (oldest first)

Approved Requests (Already Decided):

  1. Status Filter: Approved
  2. Click Filter
  3. Review for documentation

Advanced Filtering

Find Specific Employee:

  1. Type employee name in search box
  2. Results appear in real-time
  3. Shows only that employee's requests

Filter by Overtime Type:

  1. Click Overtime Type dropdown
  2. Select: Regular, Weekend, Holiday, etc
  3. Click Filter
  4. View only that type of overtime

Filter by Status & Date Range:

  1. Set Status: Pending
  2. Set From Date: Dec 1, 2025
  3. Set To Date: Dec 31, 2025
  4. Click Filter
  5. Shows all pending December requests

Clear Filters:

  1. Click "Clear Filters" button
  2. All filters removed
  3. Table resets to show all requests

Search Tips

Search by Employee Name:

  • Type first name: "Jane"
  • Type last name: "Smith"
  • Type partial name: "Ja" or "Sm"
  • Not case-sensitive

Search by Employee ID:

  • Type: "EMP-001"
  • Shows requests from that employee

Search by Request ID:

  • Type: "OT-1234"
  • Shows specific request

Multiple Filters Together:

Example: Find Jane's pending weekend overtime for December

  1. Search: Type "Jane"
  2. Status: Select "Pending"
  3. Overtime Type: Select "Weekend Overtime"
  4. From Date: Dec 1, 2025
  5. To Date: Dec 31, 2025
  6. Click Filter

7. Common Tasks & Step-by-Step Guides

Task 1: Review Pending Overtime Requests

Objective: See all requests waiting for your approval

Time to complete: 5-10 minutes

Steps:

  1. Open Overtime Management page: /tl/overtime-request
  2. In Status dropdown, select "Pending"
  3. Click "Filter" button
  4. Table updates showing only pending requests
  5. Review the list:
    • Employee names and departments
    • Overtime type and dates
    • Hours requested
    • Reason provided
  6. Sort by date (oldest first if priority)
  7. Identify which ones need immediate attention

What to look for:

  • ✓ Employee name (is this someone on your team?)
  • ✓ Overtime type (is it reasonable?)
  • ✓ Hours requested (too much or reasonable?)
  • ✓ Reason given (is business justified?)
  • ✓ Dates (when is overtime needed?)

Next step: Click on request to view full details and make a decision

Estimated time: 5 minutes

Task 2: Approve an Overtime Request

Objective: Approve overtime that meets business needs

Time to complete: 5-15 minutes per request

Steps:

  1. Find the overtime request in the list
  2. Click "View Details" button
  3. Review the complete information:
    • Employee details and hourly rate
    • Overtime type and dates
    • Hours and estimated pay
    • Business reason and justification
    • Project or client information
    • Supporting documents (if any)
  4. Check these items before approving:
    • Is the business need valid?
    • Are the hours reasonable?
    • Is the employee not overworked?
    • Does team have capacity?
    • Are dates correct?
  5. If everything looks good:
    • Scroll to bottom
    • Click "Approve" button
  6. (Optional) Add a comment:
    • Click in Comments field
    • Type your reason: "Approved - project deadline is critical"
    • Or: "Approved - coverage for vacation"
  7. Click "Submit" or "Confirm" button
  8. Status changes to "Approved"
  9. Employee receives approval notification

What to verify before approving:

  • ✓ Employee is on your team
  • ✓ Overtime is for legitimate business reason
  • ✓ Hours are reasonable (not excessive)
  • ✓ Employee hasn't already worked too much overtime
  • ✓ Employee's health/wellbeing not at risk
  • ✓ Dates make sense with project timeline
  • ✓ Budget can accommodate if needed

Common approval reasons:

  • "Project deadline - customer commitment"
  • "Emergency system issue - requires immediate fix"
  • "Year-end closing procedures"
  • "Coverage for team member's approved leave"
  • "Client delivery - critical milestone"
  • "Database migration - scheduled maintenance window"

Estimated time: 10 minutes per request

Task 3: Reject an Overtime Request

Objective: Deny overtime that doesn't meet business needs

Time to complete: 5-15 minutes per request

Steps:

  1. Find the overtime request in the list
  2. Click "View Details" button
  3. Review the information thoroughly
  4. Assess why you should reject:
    • Is there a valid business reason?
    • Can the work be done during regular hours?
    • Is the employee already working excessive overtime?
    • Are there budget constraints?
    • Can work be redistributed?
    • Does project timeline allow delay?
  5. Scroll to bottom
  6. Click "Reject" button
  7. A reason field appears (mandatory)
  8. Type the reason for rejection:
    • "Budget constraints this quarter"
    • "Work can be done during regular hours"
    • "Employee already has excessive overtime this month"
    • "Project deadline can be extended"
    • "Workload can be redistributed to other team members"
  9. (Optional) Add detailed comment with suggestions
  10. Click "Submit" or "Confirm" button
  11. Status changes to "Rejected"
  12. Employee receives rejection notification with your reason

Important: Always provide a clear reason. Employee can resubmit if circumstances change.

Good rejection reasons:

  • "Work can be completed during regular working hours"
  • "Budget allocation fully used for this quarter"
  • "Employee has already worked excessive overtime"
  • "Workload can be redistributed to available team members"
  • "Project timeline can be extended to allow normal hours"
  • "Coverage not needed - team has adequate staffing"

Poor rejection reasons (avoid):

❌ "No" (no explanation)
❌ "Denied" (no detail)
❌ "Not needed" (too vague)
❌ "Ask HR" (not your decision to make)

Estimated time: 10 minutes per request

Task 4: Search for Specific Employee's Requests

Objective: Find all overtime requests from one employee

Time to complete: 3-5 minutes

Steps:

  1. Open Overtime Management page
  2. Locate search box or employee name field
  3. Type employee name:
    • Type first name: "Jane"
    • Type last name: "Doe"
    • Type partial: "Jan" or "D"
  4. (Optional) Set status filter: "Pending" (if only checking pending)
  5. Click "Filter" button
  6. Table updates to show only that employee's requests
  7. Review their overtime history:
    • How many requests?
    • Approval status of each?
    • Patterns in timing?
    • Reasonable amounts?
  8. Click on specific request to view details

What to look for:

  • How often does this employee request overtime?
  • Is it always the same type or reason?
  • Are requests always approved or sometimes rejected?
  • Is employee working excessive overtime?
  • Are there burnout risk indicators?

Example:

Jane has requested overtime 5 times in December:

  • 3 for project work (15 hours total)
  • 2 for emergency issues (8 hours total)
  • Total: 23 hours of overtime

Analysis: This is significant overtime. Should discuss with employee about workload and wellbeing.

Estimated time: 5 minutes

Task 5: Respond with Additional Information Request

Objective: Ask for clarification before making a decision

Time to complete: 3-5 minutes

Steps:

  1. View the overtime request details
  2. Identify what information is missing:
    • Medical certificate for sick leave overtime?
    • Project completion plan?
    • Client confirmation of need?
    • Risk assessment for emergency?
  3. Scroll to Comments section
  4. Click comment field
  5. Type your request:
    • "Can you provide project timeline showing why this is critical?"
    • "Please confirm expected completion date"
    • "Can you explain how team coverage will be maintained?"
  6. Click "Add Comment" or "Post"
  7. (Optional) Set status to "Pending" or "On Hold"
  8. Employee receives notification with your request
  9. Employee will respond with additional information
  10. Return to request when updated
  11. Make approval/rejection decision

Note: Different systems handle this differently. Some allow requesting info without final decision. Check your system's specific workflow.

Common information to request:

  • Project timeline and deadlines
  • Client confirmation of work requirement
  • Risk assessment for emergency situations
  • Backup coverage plan
  • Expected completion date
  • Resource justification

Estimated time: 5 minutes

Task 6: Monitor Team's Overtime Trends

Objective: Track overtime patterns for your team

Time to complete: 10-15 minutes

Steps:

  1. Open Overtime Management page
  2. Set date range: Last 3 months
    • From Date: 3 months ago
    • To Date: Today
  3. (Optional) Set Status: All
  4. Click Filter
  5. Review the results:
    • Which employees requested overtime?
    • How much overtime per employee?
    • What types of overtime?
    • Are there patterns?
  6. Analyze patterns:
    • Always the same employees?
    • Always the same type?
    • Same days of week?
    • Specific projects?
  7. Document findings:
    • Total team overtime hours
    • Average per employee
    • Problem areas identified
  8. Plan follow-up:
    • Have workload discussions?
    • Redistribute work?
    • Hire additional help?
    • Improve process efficiency?
  9. Share with management if needed

What to look for:

Red Flags (May indicate problems):

  • One employee consistently working overtime
  • Overtime always same time of month
  • Emergency overtime too frequent
  • Employee unable to complete work in regular hours

Good Patterns:

  • Overtime spread across team fairly
  • Legitimate business reasons
  • Tied to projects or seasonal busy periods
  • Reasonable amounts per person

Example Analysis:

Team Overtime Analysis - Q4 2025

Employee      Hours    Type              Pattern
Jane Doe      45 hrs   Project (80%)     Every project
John Smith    12 hrs   Emergency (100%)  Irregular spikes
Sarah Brown   8 hrs    Regular (100%)    Month-end close
Tom Wilson    3 hrs    Holiday (100%)    Emergency cover

Total:        68 hrs   Mixed             Varies

Analysis:
- Jane is project lead, consistently needed
- John handles emergencies (unavoidable)
- Sarah does month-end, seasonal (expected)
- Tom fills gaps (minimal, acceptable)

Assessment: Reasonable distribution, no burnout risk

Estimated time: 15 minutes

Task 7: Export Overtime Report

Objective: Generate report for management or documentation

Time to complete: 5-10 minutes

Steps:

  1. Open Overtime Management page
  2. Set date range for report:
    • From Date: Start of period
    • To Date: End of period
  3. (Optional) Filter by status or type
  4. Click "Filter" to apply filters
  5. Locate "Export" button (top right usually)
  6. Click Export dropdown
  7. Select format:
    • CSV (for Excel/spreadsheet)
    • Excel (ready-to-use)
    • PDF (for printing/sharing)
  8. Click to download
  9. File downloads to your computer
  10. Open file and review:
    • All data is correct?
    • Formatting looks good?
    • No sensitive data exposed?
  11. Add to your documentation:
    • File and date it
    • Save for records
    • Share with management if needed

Report contains:

  • All overtime requests for period
  • Employee names and IDs
  • Overtime types and dates
  • Hours and status
  • Business reasons
  • Submission dates

Use cases for exporting:

  • Monthly management reports
  • Payroll documentation
  • Budget tracking
  • Trend analysis
  • Compliance documentation
  • Team performance reviews

Estimated time: 10 minutes

8. Understanding Overtime Types

Your company may have different types of overtime. Understand the differences to make good approval decisions.

Regular Overtime

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

Typical duration: 2-4 additional hours per day

When it happens:

  • Project deadlines approaching
  • High workload periods
  • Resource shortages
  • Customer emergencies

Examples:

  • Working 8:00 AM - 6:00 PM (2 extra hours)
  • Working 8:00 AM - 9:00 PM (4 extra hours)

Approval guidelines:

  • ✓ Reasonable if business justified
  • ✓ Typical for project deadlines
  • ✓ Accept if occasional
  • ❌ Reject if excessive or frequent
  • ❌ Reject if work can wait

Pay rate: 1.5x base hourly rate (1.5 times normal pay)

Example:

  • Base rate: $35/hour
  • 2 hours regular overtime: $35 × 2 × 1.5 = $105

Weekend Overtime

What it is: Work done on Saturday or Sunday

Typical duration: 4-8 hours per day

When it happens:

  • Emergency situations only
  • Critical project milestones
  • Customer emergencies
  • System outages requiring fixes
  • Rare circumstances

Examples:

  • Saturday 8:00 AM - 5:00 PM (8 hours)
  • Sunday 10:00 AM - 2:00 PM (4 hours)

Approval guidelines:

  • ✓ Approve only if truly necessary
  • ✓ Emergency/critical only
  • ❌ Reject if regular workday alternatives exist
  • ❌ Reject if can be scheduled during week
  • ⚠️ Consider employee wellbeing

Pay rate: 2x base hourly rate (Double pay)

Example:

  • Base rate: $35/hour
  • 8 hours weekend overtime: $35 × 8 × 2 = $560

Holiday Overtime

What it is: Work done on company holidays

Typical duration: 4-8 hours

When it happens:

  • Critical operations required
  • Emergency situations
  • Severe customer issues
  • System maintenance that can't wait

Examples:

  • Christmas Day emergency server restart
  • New Year's Day critical bug fix
  • Thanksgiving Day customer emergency

Approval guidelines:

  • ✓ Approve only if truly essential
  • ✓ Emergency/critical only
  • ✓ Verify no alternatives
  • ❌ Reject if not critical
  • ❌ Reject if can be postponed

Pay rate: 3x base hourly rate (Triple pay - usually requires higher approval)

Important: Holiday overtime usually requires director-level approval due to high cost.

Example:

  • Base rate: $35/hour
  • 4 hours holiday overtime: $35 × 4 × 3 = $420

Emergency Overtime

What it is: Unplanned, urgent overtime due to unexpected situation

Typical duration: Variable

When it happens:

  • System outages
  • Critical bugs discovered
  • Security breaches
  • Unexpected customer crises
  • Equipment failures
  • Natural disasters

Characteristics:

  • Unscheduled in advance
  • Urgent/cannot wait
  • Business critical
  • Often approved retroactively

Approval guidelines:

  • ✓ Approve if true emergency
  • ✓ Flexible on hours/dates
  • ✓ Can be approved after the fact
  • ⚠️ Verify it was true emergency
  • ❌ Don't approve claimed "emergencies" that weren't

Pay rate: Usually 1.5x-2x depending on circumstances

Example:

  • Database corrupted unexpectedly
  • Team works 6 emergency hours to restore
  • Approved as overtime after completion
  • Paid at 1.5x rate

Project Overtime

What it is: Overtime for specific project work with deadlines

Typical duration: Hours/days for project duration

When it happens:

  • Large project deadlines
  • Client deliverables
  • New product launches
  • System implementations
  • Known in advance

Characteristics:

  • Planned in advance
  • Tied to specific project
  • May span multiple days/weeks
  • Business justified

Approval guidelines:

  • ✓ Usually approved if budgeted
  • ✓ Project manager should justify
  • ✓ Look for realistic timelines
  • ❌ Reject if timeline is unrealistic
  • ❌ Reject if could be managed differently

Pay rate: Usually 1.5x base rate

Example:

  • 15-hour overtime over 3 days for system launch
  • Base rate: $35/hour
  • Total: $35 × 15 × 1.5 = $787.50

Summary Table:

Type When Approval Pay Rate Notes
Regular Normal workdays Usually yes 1.5x Highest volume
Weekend Saturdays/Sundays If critical only 2x Higher cost
Holiday Company holidays Rare, high level 3x Highest cost
Emergency Unexpected crisis Usually yes 1.5-2x After-the-fact OK
Project Project deadlines Usually yes 1.5x Pre-planned

9. Overtime Calculations & Pay

Understanding how overtime pay is calculated helps you make informed approval decisions.

Basic Calculation

Formula:

Overtime Pay = Hourly Rate × Hours Worked × Overtime Multiplier

Overtime Multipliers (Pay Rates)

Different overtime types have different multipliers:

1.5x Multiplier (Most Common)

  • Regular overtime
  • Project overtime
  • Emergency overtime (sometimes)

Calculation Example:

  • Hourly rate: $40
  • Overtime hours: 4
  • 1.5x multiplier
  • Pay: $40 × 4 × 1.5 = $240

2x Multiplier (Weekend)

  • Saturday/Sunday work
  • Some holiday situations

Calculation Example:

  • Hourly rate: $40
  • Overtime hours: 8
  • 2x multiplier
  • Pay: $40 × 8 × 2 = $640

3x Multiplier (Holidays)

  • Company holidays
  • Requires special approval

Calculation Example:

  • Hourly rate: $40
  • Overtime hours: 4
  • 3x multiplier
  • Pay: $40 × 4 × 3 = $480

Real-World Examples

Example 1: Regular Overtime

Employee: Jane Doe
Hourly Rate: /hour
Overtime Type: Regular
Hours Requested: 2 hours (after normal 8-hour day)
Multiplier: 1.5x

Calculation:
 × 2 × 1.5 = 5

Estimated Overtime Pay: 5
Plus: Regular 8-hour day pay (0)
Total Daily Pay: 5

Example 2: Weekend Overtime

Employee: John Smith
Hourly Rate: /hour
Overtime Type: Weekend
Hours Requested: 6 hours (Saturday)
Multiplier: 2x

Calculation:
 × 6 × 2 = 0

Estimated Overtime Pay: 0
Plus: Regular pay for other days
Total Weekend Pay: 0

Example 3: Multi-Day Project

Employee: Sarah Brown
Hourly Rate: /hour
Overtime Type: Project
Days: 5 days
Hours per day: 3 hours
Total hours: 15 hours
Multiplier: 1.5x

Calculation:
 × 15 × 1.5 = 5

Estimated Overtime Pay: 5

Example 4: Mixed Overtime

Employee: Tom Wilson
Overtime Breakdown:
- 4 hours regular overtime @ 1.5x
- 6 hours weekend overtime @ 2x

Hourly Rate: /hour

Calculation:
Regular:  × 4 × 1.5 = 6
Weekend:  × 6 × 2 = 2
Total: 6 + 2 = 8

Budget Impact

When approving overtime, consider the financial impact:

Example Department Monthly Overtime:

Developer Team Monthly Budget: ,000

Jane: 12 hours ×  × 1.5 = 0
John: 20 hours ×  × 1.5 = ,200
Sarah: 8 hours ×  × 1.5 = 6
Tom: 16 hours ×  × 1.5 = 4
Lisa: 10 hours ×  × 1.5 = 5

Total Used: ,735 (47% of budget)
Remaining: ,265 (53% of budget)

Decision factors:

  • What percentage of budget is used?
  • Is remaining budget sufficient?
  • Are other requests pending?
  • What's priority vs. optional?

10. Approval & Rejection Workflow

Understanding the workflow helps you know what happens after you approve or reject.

Approval Workflow

When you approve:

You Approve Overtime Request
        ↓
System Records Approval
        ↓
Status Changes to "Approved"
        ↓
Notification Sent to Employee
        ↓
Request Forwarded to HR
        ↓
[HR Review (if required by policy)]
        ↓
Employee Can Proceed with Overtime
        ↓
Payroll Gets Notification
        ↓
Overtime Hours Included in Next Paycheck

What employee sees after approval:

  • Email notification: "Your overtime request has been approved"
  • Status changes in their system to "Approved"
  • They can now proceed with work
  • Calendar may be updated with overtime

What HR does next:

  • Reviews your approval (company policy dependent)
  • May request clarification if needed
  • Notifies payroll of approved hours
  • Updates records and archives

Rejection Workflow

When you reject:

You Reject Overtime Request
        ↓
System Records Rejection
        ↓
Status Changes to "Rejected"
        ↓
Notification Sent to Employee
        ↓
Your Rejection Reason Included
        ↓
Employee Cannot Proceed with Overtime
        ↓
No Payment Processed
        ↓
Employee Can Resubmit if Circumstances Change

What employee sees after rejection:

  • Email notification: "Your overtime request was not approved"
  • Reason explained in email
  • Status shows "Rejected"
  • They understand why
  • They can address issues and resubmit

Important: Always provide clear, constructive reasons.

Appeal/Resubmit Process

If employee disagrees with rejection:

Employee Receives Rejection
        ↓
Employee Can Resubmit with Changes
        ↓
May Include Additional Justification
        ↓
Request Goes Back to You
        ↓
You Review with New Information
        ↓
Approve or Reject Again

Employee might resubmit if:

  • They found a solution to your concern
  • Circumstances changed
  • They have additional justification
  • Management override is needed

Your role:

  • Be open to reconsidering with new information
  • Be fair and consistent
  • Allow legitimate resubmissions

11. Important Information About Approvals

Before You Approve

Checklist of items to verify:

✓ Employee identity — Is this someone on your team?
✓ Legitimate reason — Is there a valid business need?
✓ Reasonable hours — Are the hours appropriate?
✓ Not excessive — Has employee already worked lots of OT?
✓ Employee wellbeing — Won't this cause burnout?
✓ Team capacity — Can work be covered?
✓ Budget — Is budget available for this?
✓ Dates/timing — Do dates make sense with project timeline?
✓ Alternatives — Could work be done in regular hours?
✓ Documentation — Is justification clear?

Before You Reject

Consider these alternatives:

  1. Can work be done during regular hours?

    • Extend deadline?
    • Redistribute workload?
    • Start earlier?

  2. Can additional resources help?

    • Bring in contractors?
    • Hire temporary staff?
    • Get help from other teams?

  3. Is timeline realistic?

    • Can project timeline be extended?
    • Are deadlines fixed or flexible?
    • What's the real consequence of delay?

  4. Is it truly urgent?

    • Will it actually wait?
    • Is customer really requiring this urgency?
    • Can work be phased?

  5. Employee factors:

    • Is employee capable of the work?
    • Are they available?
    • Are they already overworked?

After You Approve

What happens automatically:

  • ✓ Employee receives approval email
  • ✓ Status changes to "Approved" in system
  • ✓ HR gets notified
  • ✓ Payroll is alerted
  • ✓ Request may show on calendar
  • ✓ Audit log records your approval

Your responsibilities after approval:

  • Monitor that work actually happens
  • Follow up if employee doesn't work the overtime
  • Document if hours change
  • Ensure payroll has accurate information

After You Reject

What happens automatically:

  • ✓ Employee receives rejection email
  • ✓ Rejection reason is included in email
  • ✓ Status changes to "Rejected" in system
  • ✓ Employee cannot proceed with overtime
  • ✓ No payment will be processed
  • ✓ Audit log records your rejection

Your responsibilities after rejection:

  • Be available if employee wants to discuss
  • Consider resubmissions fairly
  • Help find alternative solutions
  • Provide guidance on next steps

Communication Tips

For approvals:

Good: "Approved - project timeline requires this support"
Good: "Approved - critical customer issue requires immediate response"
Good: "Approved - coverage for approved team member leave"

For rejections:

Good: "Unable to approve at this time - budget constraints"
Good: "Work can be completed during regular hours - please replan schedule"
Good: "Already approaching overtime limits - workload needs redistribution"

Avoid: Just "Approved" or "Rejected" with no explanation

12. Common Scenarios and Solutions

Scenario 1: Manager Requests Overtime for Your Team Member

Situation:

Employee's manager submits overtime request on their behalf without consulting you.

What to do:

  1. Review the request thoroughly
  2. Verify business justification from manager's perspective
  3. Assess from your team lead view:
    • Is this work your team should do?
    • Is your team member available?
    • Are there capacity issues?
    • Would overtime impact other commitments?
  4. You can:
    • Approve if it makes sense from team perspective
    • Add a comment: "Approved pending team availability"
    • Request more details from manager
    • Reject if it conflicts with team needs
  5. Communicate with both employee and manager

Key point: Manager requests may not account for team perspective. Ask yourself: Is this good for my team?

Scenario 2: Employee Requests Excessive Overtime

Situation:

Employee wants to work 20+ hours of overtime in one week.

What to do:

  1. Question the business necessity

    • Why so much overtime?
    • Can work be spread over more time?
    • Are deadlines truly fixed?
    • Could resources be added instead?

  2. Verify workload

    • Is employee overloaded?
    • Can work be redistributed?
    • Should more staff be hired?

  3. Check employee wellbeing

    • Has employee worked lots of OT recently?
    • Risk of burnout?
    • Health/safety concerns?

  4. Options:

    • Approve partial hours instead of full request
    • Reject and suggest alternatives (hire help, extend timeline, redistribute)
    • Request more details about why so much is needed
    • Recommend breaking it into smaller chunks over time

  5. Have conversation:

    • "I can approve 8 hours but let's talk about the 20-hour request"
    • "Can we bring in a contractor to help?"
    • "Can the deadline be extended?"

Decision guide:

  • ✓ Approve if truly justified and unavoidable
  • ⚠️ Watch for burnout signals
  • ❌ Reject if it's excessive without good reason

Scenario 3: Emergency Overtime Situation

Situation:

System outage or critical issue requires immediate overtime.

What to do:

  1. Assess the emergency

    • Is it truly critical?
    • Will business operations be harmed if not addressed?
    • Can it wait for regular hours?
    • Is employee available now?

  2. Decide quickly

    • Emergency situations need fast decisions
    • Can approve right away if needed
    • May be retroactively approved after

  3. Get details

    • What's the exact issue?
    • How many hours estimated?
    • Who's working on it?
    • What's the plan to fix?

  4. Approve urgently

    • Click Approve immediately
    • Add note: "Emergency approval - system outage"
    • Keep HR informed
    • Follow up later with documentation

  5. Document thoroughly

    • What was the emergency?
    • When did work occur?
    • What was accomplished?
    • How many hours actually worked?
    • Did it prevent major business loss?

Decision: Emergency overtime almost always gets approved if it's a true emergency.

Scenario 4: Budget Constraints vs. Overtime Need

Situation:

Overtime is needed but department budget is tight.

What to do:

  1. Check budget status

    • How much is left this period?
    • Is this overtime within budget?
    • What about pending requests?

  2. Options:

    • If budget available: Approve
    • If budget tight: Approve partial hours or reject
    • Escalate: Talk to manager about budget increase
    • Find alternatives: Can other dept cover? Contractor? Delay?

  3. Communicate

    • Talk with management about budget
    • Explain the business need
    • Request budget adjustment if critical
    • Don't approve if you know it will cause issues

  4. Decision factors:

    • How critical is the work?
    • Can it wait for next budget period?
    • Can budget be reallocated?
    • Are there other options?

Approach:

Don't just reject due to budget without exploring alternatives. Work with management to find a solution.

Scenario 5: Employee Already at Overtime Limits

Situation:

Employee has already worked significant overtime and requests more.

What to do:

  1. Check employee's overtime history

    • How many hours already worked?
    • What's reasonable/healthy limit?
    • Any labor law limits?
    • Company policy limits?

  2. Assess health impact

    • Is employee showing fatigue?
    • Potential burnout?
    • Quality of work declining?
    • Wellbeing at risk?

  3. Consider alternatives

    • Can someone else do this work?
    • Can work be postponed?
    • Can additional staff be brought in?
    • Can work be simplified?

  4. Options:

    • Reject if over limits
    • Approve partial if possible
    • Suggest spread over longer period
    • Recommend hiring additional help
    • Discuss workload with management

  5. Have conversation

    • "I'm concerned about your wellbeing"
    • "Let's look at alternative solutions"
    • "Would you be able to handle additional help?"
    • "Can we adjust priorities?"

Key principle: Your employees' wellbeing comes first. Don't approve excessive overtime that hurts them.

13. Tips for Effective Overtime Management

Tip 1: Respond Promptly

  • Review pending requests daily
  • Approve or reject within 24 hours when possible
  • Employees and managers need certainty
  • Delays affect project planning

Action: Set aside time each morning to review pending overtime

Tip 2: Provide Clear Reasons

  • Always explain your decision (especially rejections)
  • Include constructive feedback
  • Help employee understand your thinking
  • Suggest alternatives if rejecting

Examples:

Good: "Approved - project deadline requires this"
Better: "Approved - project deadline requires this; please confirm actual hours worked"

Good: "Rejected - budget constraints"
Better: "Unable to approve this month due to budget limits. Consider resubmitting in next quarter or explore alternative resources."

Tip 3: Monitor for Patterns

  • Review overtime trends monthly
  • Look for employees working excessive hours
  • Identify departments with high overtime
  • Check if patterns are sustainable

What to look for:

  • Same employee always working OT?
  • Same time of month?
  • Same type repeatedly?
  • Increasing trend?

Action: Address patterns with employees and management

Tip 4: Explore Alternatives First

  • Before approving, ask if other solutions exist
  • Could deadline be extended?
  • Could work be redistributed?
  • Could additional staff help?
  • Is hiring needed?

Questions to ask:

  1. "Is this deadline truly fixed?"
  2. "Can we bring in additional resources?"
  3. "Could this work be distributed to other team members?"
  4. "Is there a way to simplify/reduce scope?"
  5. "Should we hire permanent or temporary staff?"

Tip 5: Follow Compensation Rules

  • Ensure correct overtime rate is applied
  • Different types have different multipliers
  • Verify calculations are correct
  • Work with payroll if questions

Verify:

  • 1.5x for regular/project/emergency?
  • 2x for weekend?
  • 3x for holidays?
  • Are all hours included?

Tip 6: Document Everything

  • Keep records of all decisions
  • Document reasons for approvals
  • Document reasons for rejections
  • Create audit trail
  • Save for compliance purposes

What to document:

  • Date of decision
  • Employee name and ID
  • Approval or rejection
  • Reason given
  • Approver (you)
  • Any comments
  • Follow-up (if any)

Tip 7: Communicate Policies

  • Ensure team understands overtime policy
  • Explain how requests are evaluated
  • Share decision criteria
  • Be transparent about budget constraints

Share with team:

  • How much overtime is reasonable?
  • What approves vs. what doesn't?
  • How quickly you'll respond?
  • How to request overtime?
  • What to expect after submission?

Tip 8: Balance Fairness

  • Apply same standards to all employees
  • Don't show favoritism
  • Treat similar requests similarly
  • Explain differences in decisions

Be fair:

  • Same rules for all team members
  • No special treatment
  • Transparent decision making
  • Consistent standards

Tip 9: Support Employee Wellbeing

  • Don't approve excessive overtime that hurts health
  • Watch for burnout signals
  • Encourage time off and rest
  • Balance work with life

Red flags:

  • Employee always tired
  • Quality of work declining
  • Morale issues
  • Frequent overtime requests
  • Unplanned absences

Tip 10: Plan Ahead

  • Anticipate future overtime needs
  • Work with teams on resource planning
  • Discuss busy seasons in advance
  • Build realistic timelines
  • Reduce need for emergency overtime

Proactive steps:

  1. Forecast workload for next quarter
  2. Discuss resource needs with management
  3. Plan hiring if needed
  4. Build buffer into timelines
  5. Cross-train employees
  6. Build team capacity

14. Common Questions

Q: What's the difference between approving and the employee being able to work?

A: Your approval means you've authorized the overtime. HR may do a final review depending on policy. Once approved by you, employee is generally allowed to work the overtime, though they may need to wait for HR confirmation before they begin.

Q: Can I approve partial hours instead of the full request?

A: Yes, many systems allow this. You can approve 8 hours when employee requested 12, for example. This helps manage budget while still approving necessary work.

Q: What if employee didn't actually work the overtime hours approved?

A: Contact the employee to clarify. If work wasn't completed:

  1. Ask what changed
  2. Cancel the overtime request if it's not happening
  3. Remove it from payroll
  4. Document why it wasn't needed
  5. Prevent overpayment

Q: How do I know if I'm approving too much or too little?

A: Review these benchmarks:

  • Most teams do 5-10% overtime (reasonable)
  • Under 5% might be too strict
  • Over 15% might be unsustainable
  • Compare to industry standards
  • Ask management for guidance

Q: Can employee appeal my rejection?

A: Yes, typically:

  1. Employee can resubmit if circumstances change
  2. They can request reconsideration with new info
  3. They can escalate to management
  4. Be open to reconsidering with new facts
  5. But your decision is final for that request

Q: What if my manager disagrees with my decision?

A: Handle professionally:

  1. Discuss your reasoning
  2. Listen to their perspective
  3. Agree if they have good points
  4. Explain if you stand firm
  5. Document the conversation
  6. Follow company escalation process

Q: How long should I keep overtime records?

A: Keep for:

  • Minimum 1-2 years (check your company)
  • For payroll reconciliation
  • For legal compliance
  • For audit purposes
  • Longer if required by law

Q: What if I don't have authority to approve something?

A: Escalate appropriately:

  1. Large/unusual requests → Your manager
  2. Multiple department coordination → HR
  3. Budget questions → Finance
  4. Emergency issues → Highest available authority
  5. Document who you escalated to

Q: Can employee work overtime without approval?

A: No, typically:

  • Overtime should be pre-approved
  • Working without approval is policy violation
  • Employee may not be paid
  • Can create compliance issues
  • Always require approval first

Exception: True emergencies (system down, critical issue) may be approved retroactively.

15. Troubleshooting

Problem: Can't find a specific overtime request

Possible causes:

  1. Filters are hiding it
  2. Request status changed
  3. Request was deleted
  4. Search term is different

Solutions:

  • Click "Clear Filters" to reset view
  • Check all status values
  • Try different search terms
  • Check if employee is still on your team
  • Refresh the page
  • Check date range

Problem: Status won't change when I approve/reject

Possible causes:

  1. Form not properly filled
  2. Required fields missing
  3. Browser caching issue
  4. Network error
  5. System issue

Solutions:

  • Scroll down to see complete form
  • Check for error messages in red
  • Verify all required fields are filled
  • Add a comment (might be required)
  • Click Submit button (not Enter key)
  • Refresh page and try again
  • Try different browser
  • Contact IT support

Problem: Employee says they didn't get notification

Possible causes:

  1. Email not sent by system
  2. Email went to spam
  3. Email address incorrect
  4. Email not enabled
  5. Employee didn't see notification

Solutions:

  • Check employee's email address in system
  • Have employee check spam folder
  • Manually notify employee by message
  • Verify email is enabled in settings
  • Contact IT to verify email system
  • Ask employee to check again carefully

Problem: Overtime cost calculation seems wrong

Possible causes:

  1. Incorrect hourly rate
  2. Wrong multiplier applied
  3. Some hours not included
  4. Calculation error in system

Solutions:

  • Verify employee's hourly rate is correct
  • Check what multiplier was used (1.5x, 2x, 3x)
  • Calculate manually to verify:
    • Hours × Rate × Multiplier
  • Contact payroll if numbers don't match
  • Ask system administrator to review
  • Request recalculation if error found

Problem: Can't add a comment to request

Possible causes:

  1. Comment field not visible
  2. Text box not accepting input
  3. Browser issue
  4. You don't have permission

Solutions:

  • Scroll down to see comment field
  • Click in the comment text area
  • Try different browser
  • Clear browser cache
  • Refresh the page
  • Check if you have commenting permission
  • Try submitting without comment (if optional)

Problem: Filter button not working

Possible causes:

  1. JavaScript disabled
  2. Browser issue
  3. Internet connection problem
  4. System error

Solutions:

  • Refresh the page
  • Try different browser
  • Check JavaScript is enabled
  • Check internet connection
  • Clear browser cache
  • Contact IT support

16. Best Practices

Practice 1: Daily Review Routine

Establish a routine:

  • Same time each day (e.g., 9:00 AM)
  • Check for new pending requests
  • Review anything needing attention
  • Make decisions or ask for clarification
  • Close out old issues

Benefits:

  • Consistent response times
  • No requests slip through
  • Employees know when to expect decisions
  • Good time management

Practice 2: Keep Detailed Notes

Document your thinking:

  • Why did you approve/reject?
  • What factors influenced your decision?
  • Any discussion with employee?
  • Budget considerations?
  • Workload assessment?
  • Employee wellbeing factors?

Benefits:

  • Good for future reference
  • Shows fair decision making
  • Helps with consistency
  • Useful for audits
  • Reference for employee discussions

Practice 3: Coordinate with Management

Before major decisions:

  • Discuss with your manager
  • Get input on policy questions
  • Align on budget constraints
  • Discuss problematic patterns
  • Share employee wellbeing concerns

Benefits:

  • Ensure alignment with company policy
  • Get support for tough decisions
  • Consistent management approach
  • Problem solving together

Practice 4: Be Transparent

With employees:

  • Explain your decision criteria clearly
  • Be honest about constraints
  • Acknowledge their challenges
  • Show you understand the business need
  • Give them a path forward if rejected

With management:

  • Share trends you observe
  • Alert to issues early
  • Provide data to support decisions
  • Suggest proactive solutions

Practice 5: Review Monthly Trends

Set aside monthly time:

  • Analyze total overtime hours
  • Identify patterns
  • Calculate costs
  • Compare to budget
  • Look for concerning trends
  • Plan for next month

What to track:

  • Total hours by employee
  • Total hours by type
  • Total costs
  • Percentage of budget used
  • New patterns emerging
  • Problem areas identified

Practice 6: Mentor Your Team

Help employees understand:

  • Why certain requests are approved/rejected
  • How overtime system works
  • What's reasonable to request
  • How to write good justifications
  • Planning ahead helps approval chances

Through:

  • Team meetings discussions
  • One-on-one conversations
  • Written guidelines
  • Examples of good/poor requests
  • Feedback on their requests

17. Quick Reference Guide

Quick Approval Checklist

Before approving, verify:

  • ✓ Employee is on my team
  • ✓ Business reason is valid
  • ✓ Hours are reasonable
  • ✓ Not excessive for employee
  • ✓ Budget available
  • ✓ Dates make sense
  • ✓ No better alternatives
  • ✓ Employee wellbeing OK

Quick Rejection Checklist

Before rejecting, verify:

  • ✓ I've considered alternatives
  • ✓ There's a good reason
  • ✓ I can explain it clearly
  • ✓ Employee can resubmit if things change
  • ✓ I'm not being unfair
  • ✓ I've documented reason
  • ✓ I've communicated professionally

Pay Rate Quick Reference

Overtime Type Multiplier Example
Regular 1.5x $35/hr → $52.50 for OT
Weekend 2x $35/hr → $70 for OT
Holiday 3x $35/hr → $105 for OT
Emergency 1.5-2x Varies
Project 1.5x $35/hr → $52.50 for OT

Decision Tree

Overtime Request Received
    ↓
Is employee on my team? → NO → Forward to correct TL
    ↓ YES
Is business need valid? → NO → REJECT (explain why)
    ↓ YES
Are hours reasonable? → NO → REJECT or approve partial
    ↓ YES
Has employee already worked lots? → YES → Consider rejecting or partial
    ↓ NO
Is budget available? → NO → Check with manager, maybe reject
    ↓ YES
Employee wellbeing OK? → NO → REJECT (wellbeing first)
    ↓ YES
Are there better alternatives? → YES → Try alternatives, maybe reject
    ↓ NO
    → APPROVE

Action Items to Manage

  • [ ] Review pending requests daily
  • [ ] Respond to requests within 24 hours
  • [ ] Monitor employee workload trends monthly
  • [ ] Meet with manager on overtime issues
  • [ ] Share feedback with employees
  • [ ] Document all decisions
  • [ ] Track budget usage
  • [ ] Export monthly reports
  • [ ] Keep records 1-2 years minimum

Key System Features

Feature How to Use Benefits
Filters Narrow by date, status, type, employee Find requests quickly
Search Type employee name or ID Find specific person's requests
Comments Add notes to explain decision Clear communication
Status Tracking Follow approval workflow Know where request is
Export Download list as CSV/Excel/PDF Create reports
History See timeline of changes Audit trail

Need More Help?

  • Ask your manager — For policy questions or unusual situations
  • Contact HR — For compensation or policy clarification
  • System administrator — For technical issues
  • Payroll department — For calculation questions

Document version: 1.0
Role: Team Lead
Related modules: Leave Management, Attendance, HR Dashboard
For issues: Contact your HR Department or System Administrator
Last updated: December 10, 2025