This article will show you how to achieve overtime management.
I. Overview
With the Overtime Management feature, you have the flexibility to easily configure overtime calculation methods, overtime hours conversion methods, etc. You can also set different overtime rules for workdays, days off, and holidays. Besides, the attendance data and overtime approval are interconnected to help you effectively improve team management efficiency.
II. Procedures
Enterprise administrators or Approval app administrators can go to the Overtime Management page in the Approval Admin.
Default rules
The system has set 3 overtime rules by default:
- •Rule 1: No matter workdays, days off, or holidays, if employees have to work overtime, they must make overtime requests for approval. The overtime hours will be subject to the hours filled in approval forms.
Note:
- 1.This rule applies to the whole company by default. The scope of use cannot be modified. However, if any departments or hires have other overtime rules, they need to follow those rules as well.
- 2.This rule cannot be deleted, but its name, details of rules, and the minimum unit of time can be modified.
- •Rule 2: No matter workdays, days off, or holidays, if employees have to work overtime, they must make overtime requests for approval. But the overtime hours will be subject to the actual duration between clock-in and clock-out (and the attendance time range must be within the hours filled in the approval forms).
- •Rule 3: No matter workdays, days off, or holidays, if employees have to work overtime, they don't have to make overtime requests for approval. The overtime hours will be directly subject to the duration between clock-in and clock-out.
Note:
- 1.Rules #2 and #3 have not been set the scope of use. You can change the scope according to actual situations.
- 2.These two rules can be modified or deleted.
Create and modify rules
You can create new rules or modify existing rules on the Overtime Management page, including the scope of use, details of rules, and minimum unit of time.
- 1.Scope of use
You can specify departments or employees to follow overtime rules.
- 2.Overtime rules
You can set different rules for workdays, days off, and holidays. The details of the rules mainly include the following:
2.1 Whether allow employees to work overtime
- •Enable, allow to work overtime: Employees need to follow the overtime rules set by you under any particular dates.
- •Disable, disallow to work overtime: Employees are not allowed to make overtime requests under any particular dates.
2.2 Overtime calculation methods
There are 3 types of calculation methods:
- •According to the approval request: Employees need to make approval requests, and the overtime hours should be subject to the hours filled in approval forms.
- •According to the duration between clock-in and clock-out: Employees don't need to make approval requests, and the overtime hours will be directly subject to the duration between clock-in and clock-out.
- •According to both the approval request and duration between clock-in and clock-out: Employees must make approval requests first, and the overtime hours will be subject to the actual duration between clock-in and clock-out (and the attendance time range must be within the hours filled in the approval forms).
2.3 Whether deduct the breaks
You can choose to set deduct the breaks from the total overtime hours. For example, if you set that the break is from 18:00 to 19:00, the employees' total overtime hours will be 3 hours even if they make the overtime requests to work from 18:00 to 22:00.
2.4 Conversion methods
You can set the conversion methods of overtime hours. There are 3 types of methods:
- •Count the overtime hours as overtime pay: It is convenient for you to calculate employees' salaries regularly by checking the total overtime hours in reports.
- •Count the overtime hours as compensatory leave: You can see the FAQs at the end of this article for more details.
- •You can also allow employees to choose the conversion methods themselves when they make the overtime requests.
Note: This option can be turned off. The overtime hours will be counted as neither the compensatory leave nor the overtime pay.
2.5 Edit holidays
When you set overtime rules for holidays, you can click on Edit Holiday to add, delete, or modify some particular dates. Employees need to follow the overtime rules on these dates.
- 3.The minimum unit of time
You can set the minimum time unit for overtime. The default minimum unit is hour. You can adjust the minimum unit to day or half-day as needed.
View overtime data
You can view overtime data through the following methods:
- 1.Approval Admin
- •Select the overtime date and people or department.
- •Check View summary to view the statistics of total overtime data.
- •Click on Export to download the data report.
- 2.Attendance Admin
- •Check relevant boxes to customize the report.
- •Click on Export Report to download the data report.
Employees' operation
Employees may have different operations due to different overtime calculation methods.
- 1.If employees need to make overtime requests
Employees can use 2 methods to make overtime requests for approval:
Method 1: Through the Approval app
Employees can open the Approval app from Workplace, click on Request (clik on the + icon if you use the Desktop app) to find Overtime, and fill the form.
Method 2: Through the Attendance app
Employees can open the Attendance app from Workplace, click on Request to find Overtime, and fill the form.
- 2.If employees need to clock in or out
If overtime hours are calculated according to the duration between clock-in and clock-out, employees can clock in and clock out as usual.
Open the Attendance app from Workplace (or tap the notifications sent by the Attendance BOT) and tap the Clock In or Clock Out button in the center.
III. FAQs
If overtime hours are counted as compensatory leave, how to relate overtime hours to days off?
- •When the first time you create or modify overtime rules, you can click on Create compensatory leave on the Overtime rule page. The system has set a compensatory leave by default.
- •You can also relate overtime hours to other types of leave. It is important to note that the Assign method must be Overtime hours will be auto-accrued to leave balance.
Will new overtime rules conflict with existing overtime rules?
New overtime rules will not affect existing overtime rules and data. The existing rules and data will be automatically in sync with the settings in the Approval Admin. You can directly configure the settings on the Overtime Management page.