Overtime Requests
Overtime lets you record extra hours an employee works, have them approved, and then pay them. Approved overtime is automatically picked up as an Overtime earning the next time you generate that employee's payroll.
How overtime fits together
Two settings underpin overtime (configured under → ):
- Pay Code — defines the rate. It is either a fixed amount per hour, or a multiplier ("times") applied to the employee's hourly rate. A pay code carries three separate rates: Regular (default 1×), Holiday (default 2×) and Day Off (default 1.75×).
- Overtime Policy — links a pay code to employees and decides what kinds of overtime are allowed (Working Days, Week Off Days, Holiday Days), how many days before the cutoff a request can be filed, and which roles / the reporting manager can approve.
When a request is logged, the amount is calculated from the employee's policy, pay code and the overtime type (working / dayoff / holiday).
The Overtime Requests page
Two summary cards sit at the top:
- Approved Status — counts of Requested, Approved, Rejected and Pending requests.
- Overtime Hours Summary — total Overtime Hours and the total Compensation amount.
The table below lists requests with:
| Column | What it shows |
|---|---|
| Employee | Who the overtime is for. |
| Request Date | When the request was created. |
| Overtime Date | The date the overtime was worked. |
| Duration | Hours and minutes, with a badge for the type (Working / Holiday / Day Off). |
| Reason | The note attached to the request. |
| Amount | The calculated pay for that overtime. |
| Action | Approve / Reject / Edit while pending, or the status and who actioned it once decided. |
You can filter by Designation, Department, Employee, Year and Month.
Log an overtime request
- Click Add Request (top right). A window opens.
- If you are an admin, choose the Employee. (Employees logging their own overtime skip this — it's set to them automatically.)
- Add one or more date rows. For each row:
| Field | What to enter |
|---|---|
| Date | The day the overtime was worked (within the window your policy allows). |
| Overtime Type | Working Day, Day Off or Holiday — only the types your policy permits are offered. |
| Duration | The hours and minutes worked. |
| Reason | An optional note. |
- Use the Add link to add more date rows, or the red × to remove one.
- Click Save.
Note: You can't log two requests for the same employee on the same date, and dates within a single request must be unique. The amount is worked out automatically from the policy, pay code and type.
Approve or reject a request
While a request is Pending and you are allowed to action it:
- Click the green Accept button to approve it.
- Click the red Reject button to decline it.
- Click Edit to change the hours, minutes, date, type or reason (the amount recalculates).
Each request ends up in one of three statuses: Pending, Accepted or Rejected. Once decided, the table shows the status and the name of the person who actioned it.
How approved overtime reaches a payslip
You don't add overtime to a payslip by hand. When you generate payroll for a period, the system sums every Accepted overtime request whose date falls inside that period and adds it to the slip as an Overtime earning.
Important: Only Accepted overtime is paid. Pending or rejected requests are ignored during generation. Approve overtime before you run payroll for that period (or re-generate the slip afterwards).