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Authorizing overtime indicates that the login supervisor authorizes the successfully processed overtime of the employees. Authorization is carried out for the employees under a given rota schedule, for a specific date range. See processing overtime.
Parameters for Authorizing Overtime: If you are a supervisor or authorizer, you can authorize the overtime processing under a specified organization unit
For a specified date range
For the employees mapped to a specific rota plan
For the employees mapped to a specific rota schedule under the rota plan
The system makes available the overtime records of all the employees mapped to the rota schedule.
Display of Employee Overtime Details: The overtime record contains the following key details
Employee code and name
The actual number of extra hours that the employee contributed beyond his scheduled shift hours, for the date range
The number of overtime hours computed by the system. This refers to the system's conversion of the extra hours into overtime hours. See example.
Selective Authorization of Overtime Hours: You are to select one or more employee records. Selecting implies that you have identified these records, to authorize the processed overtime of all these employees. You can choose to retain the number of overtime hours computed by the system, and authorize them. Alternatively, you can edit these overtime hours. The employee will be eligible for overtime payment for these edited overtime hours only.
Session ID: After you specify the parameters, the system checks whether all the prerequisite conditions required for authorizing overtime are satisfied. If they are satisfied, these parameters are automatically saved. Once they are saved, the system generates a Session ID. The session ID uniquely identifies the batch of overtime records that are ready for authorization. You can now authorize the employee overtime.
Viewing Work Order Details: Before authorizing each employee's overtime hours, you can choose to view the number of standard and extra hours that the employee spent each day on a work order, during the specified date range.
Viewing the Processing Status: You can view the status at each stage. The different statuses that the system can display for each phase are “Not Processed“, “Initiated“, “Processed“, “Aborted“, “Authorized“, “In-Progress“, “Unauthorized“, “Partially Processed“ or “Partially Authorized“
Getting familiar with the pages inside
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Go To page… |
…To carry out task |
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Authorize Overtime |
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View Employee Attendance Status |
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Error Log |
Processing of employee overtime
What you can do in this activity
Authorizing the overtime of the employees
Viewing the status of overtime processing
You can authorize the successfully processed overtime attendance of the employees.
Use the "Authorize Overtime" page", to authorize processed overtime attendance records.
Viewing the status of overtime processing
You can view the status of overtime attendance processing at each stage
Use the "View Employee Attendance Status" page, to view the status
View any errors that occurred during the batch process
You can view the errors, which can be either "Critical" or "Warning". You can rectify the errors and process the attendance again, if required.
Use the "Error Log" page, to view the errors, and enter comments alongside each error.
Example of overtime hours computed by the system
The employee's scheduled shift could be 8 hours. From January 1 to January 3, he contributed 30 hours, which means 6 extra hours beyond his scheduled shift hours. The conversion factor for overtime, which is predefined for the rota plan which the employee's rota schedule is derived, is 1.5.
This implies that the 6 extra hours contributed by the employee are multiplied into 1.5, to derive the payable number of hours. In this example, the employee is eligible to be paid for 4.5 hours of overtime.