Overtime

Overtime shows the overtime recorded for a month, and is where HR adds, corrects and removes it. Open it from the sidebar: People & HR → Overtime. You need the privilege to view HR. Adding, editing and removing overtime, and saving the rules, need the privilege to manage HR.

What’s on the screen

• Summary cards: overtime added this month, overtime added this week, additional hours not yet added as overtime, and people over their monthly cap.
• Filters: status, branch and month. Branch and month change the cards and the table. Status changes the table only.
• Table: employee, date, hours, rate, reason, paid as and status, newest first. Removed entries stay in the list with the status Removed.

Choose a row to open its details. They show the date and times, the hours, the rate and what it counts as, whether it is paid or time off, who added it and when, and the reason. For time off, the details also show the hours credited.

Add overtime

1. Choose Add overtime.
2. Under Who and when, choose the employee and the date, then enter the From and To times. A time that ends after midnight counts on the start date. Hours fills in by itself and cannot be typed.
3. Check the Rate. It is chosen from the date: holiday, then weekend, then weekday. The hint under it says why. You can pick another rate.
4. Choose Paid as: Paid or Time off. The agency’s default is used first.
5. Enter a reason, and turn on Notify the employee if they should get a message in the app inbox.
6. Check the Summary, then choose Review & add. The review shows every value read-only. Back keeps what you entered. Choose Add overtime to save.

Hours are rounded to the step set for the agency, and an entry must be at least the minimum length. An entry can be up to 16 hours. Overtime is refused for an employee whose policy is not eligible, during probation when the agency rules block it, on a date with approved leave, on a locked attendance day, in the future, or when it overlaps another entry for the same person.

Time off

Time off is credited at the same rate, so 5 hours at 1.5× adds 7.5 hours. The credit goes into a time-off bank for the year. Each full working day in the bank moves to the annual leave balance as one day, and the rest waits until it fills a day. The employee needs an annual leave allowance to take overtime as time off.

Removing a time-off entry, or changing it to Paid, takes the same credit back. If the bank cannot cover it, days are taken back from annual leave. The balance can go below zero in that case, and the remove dialog warns you first.

The monthly cap

The cap counts hours before any rate. When an entry takes someone over their cap, the review step shows Monthly cap exception. Turn on Allow this entry above the cap and give a reason before you can add it. The exception and its reason are written to the audit log. The exception allows that one entry. The Over monthly cap card still counts the person against their normal cap.

The normal cap for a person is the first of these that applies: a cap override for that employee, a cap override for their department, a cap override for their branch, or the agency’s default cap. The default is 20 hours. See Cap overrides below.

Edit or remove an entry

• Edit entry opens the same form with the entry’s values. Every rule is checked again, and the save changes the same entry. The time-off credit is adjusted by the difference.
• Remove overtime asks for a reason: Entered by mistake, Duplicate entry, Wrong hours or date, Wrong employee or Other. It also needs a note for the audit log. The dialog shows what will be taken back. Choose Keep entry to leave it as it is.

A removed entry is not deleted. It stays in the list as Removed, with who removed it, when, and why. It counts nowhere. Edit and remove are refused on a locked attendance day.

Additional hours

Additional hours, not added lists the people who worked more than their expected hours this month and have no overtime added for it yet. Each row shows the additional hours, the hours in minus, and the net. Choose Add as overtime to open the Add overtime form with the employee chosen, and with the date and times of their latest surplus day. Everything in the form stays editable.

This page reads attendance days that are already recorded. If a month has no attendance for an employee, the page says the data is unavailable. It does not show zero.

Overtime rules and cap overrides

The Overtime rules page sets the agency’s rules:

• Weekday, weekend and holiday rates: from 1 to 5. New entries use them. Saved entries keep the rate they were added with.
• Minimum entry: 5, 10, 15, 30 or 60 minutes.
• Rounding: 1, 5, 10, 15 or 30 minutes.
• Monthly cap per employee (hours): from 0 to 200.
• Default paid as: Paid or Time off.

The same rates and cap also appear in the attendance rules on Settings & roles. Saving on either page keeps the other page’s values.

Overrides sets a different cap for a branch, a department or one employee. Choose Add override, pick the target and the cap in hours. For an employee you can also set one month. The most specific cap wins: an employee’s month, then the employee, then the department, then the branch, then the agency default. Choose an override to change its cap or remove it. Cap exceptions allowed on an entry are listed too. They cannot be changed or removed here. Edit the entry to change one.

On this page, people with view access see every value but cannot change anything.

Where overtime counts

Paid overtime counts in Attendance, the attendance export and the Overtime report on the entry’s date. It counts even when no attendance was recorded that day. Time off does not count as paid hours there, but it does count in the employee’s overtime total on their profile.

Not available yet

• Who can add overtime is fixed to Admin and HR. Line manager access comes later.
• Show additional hours to employees is saved, but nothing uses it yet. It applies when employee pages are available.
• Employees cannot see their overtime in the product yet. They get a notice in the app inbox when HR chooses to notify them.
• Nothing calculates pay from the rates. The rates are kept with each entry for later payroll.
• Additional hours come from recorded attendance, including the days people check in and out on My day. If no attendance is recorded for a month, this list is often empty.