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Use this page to authorize the successfully processed overtime of the employees.
Select the “ Authorize Overtime” option from the left pane.
The “Authorize Overtime” page appears.
The system displays the following field
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Date Format |
The date format applicable to the login user. More details. |
To view employee overtime details
Enter the following
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Processing Unit |
Select the organization unit in which you must authorize the employee overtime attendance. Tell me more. |
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Scheduling Unit |
Select the organization unit that interacts with the Employee Attendance Processing Unit, to access the authorized employee overtime attendance. This organization unit must hold the Employment Information component. Tell me more. |
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Rota Plan |
To authorize the overtime for the records of employees mapped to a rota plan, select the rota plan |
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Rota Schedule |
To authorize the overtime for the records of employees mapped to a rota schedule under the rota plan, select the rota schedule. |
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From Date |
The date from which the system must retrieve the processed employee overtime records, for authorization |
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To Date |
The date until which the system must retrieve the processed employee overtime records, for authorization |
Select the “Get” pushbutton.
The system displays the following in the "Employee Overtime Details" multiline
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Employee Code |
The employee code of each employee mapped to the selected rota schedule |
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Employee Name |
The name of the employee |
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Assignment No. |
The assignment number of the employee, based on which he is mapped to the rota schedule |
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OT Computed Hours
|
The number of hours for which the overtime is payable. The system computes this value, by applying a conversion factor on the "Actual OT Hours" of the employee. The conversion factor is predefined in the rota plan from which the employee's rota schedule is derived, in the "Set Attendance Parameters" page of the Time Management Scheduling component. Tell me more. |
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Authorize OT Hours |
The number of processed overtime attendance units to be authorized, for the date range you specified |
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Actual OT Hours
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The hours that the system considers as overtime, after applying the various rules such as "OT Applicable After", on the extra hours contributed by the employee. The extra hours refer to the total number of hours beyond the standard hours, spent by the employee on work orders, during the period, The period is specified in the "From Date" and "To Date" fields. See example |
|
Work Order Extra Hours |
The number of hours beyond the standard hours, spent by the employee on work orders, for the specified date range. |
To authorize the overtime hours
Select each employee-assignment combination for which the processed overtime must be authorized. To select, check the “Select” box in the multiline record that pertains to the employee-assignment record
Edit the "Computed OT Hours" field, if required. The value in this field consists of the overtime hours that will actually be credited to the employee for the date range specified. By default, the value in the "OT Computed Hours" field is displayed in this field, when the "Get Details" pushbutton is selected.
Select the “Save Parameters” pushbutton
Note: No error is displayed if all the overtime records have not been processed for the specified authorization date range provided a minimum of one overtime record has been processed.
The system displays the following field
|
Session ID |
The session ID uniquely identifies the authorization carried out on the batch of processed employee overtime records. This unique ID is necessary when more than one batch of records is being authorized simultaneously. |
Select the “Authorize” pushbutton
To view employee overtime details
To authorize the overtime hours
The overtime units of the employee for a specified date range, after they have been computed in accordance with the overtime policies and rules defined for the rota plan.
You are not able to access a specific rota schedule, for attendance processing
The attendance is being processed, but some of the records were wrongly entered
You are not able to access a specific overtime record, for attendance processing
What happens if an employee’s leave is authorizedonly after his attendance for a month is processed?
Sometimes, after the employees’ attendance has been processed, the employees’ leave applied during this processed period is authorized. Leave authorization is carried out in the Leave Administration component. In such instances, you can request the system to reprocess employee attendance for the period, after taking into account the authorized leave for this period. You will not require to first unauthorize the employee attendance before reprocessing it.
In fact, you can also include the processed attendance period to a new period, and request the system to process for the entire period. For example, employee attendance has been processed for June 2002. When requesting the system to process attendance for the month of July, you can include June as well, and specify the period for processing as follows: June 1 to July 31. This saves you from having to unauthorize the attendance for June and request for processing.
You are not able to access a specific rota schedule, for attendance processing
The processing of the attendance records under this rota schedule may have been aborted, through the “Set Attendance Status” activity.
You are to reset these attendance records, before you can access them for attendance processing. To reset, you are to enter the “Set Attendance Status” activity and set the status of the attendance records under the rota schedule to “Reset”
The attendance is being processed, but some of the employee records were wrongly entered
You are to
Abort the employee attendance processing, through the “Set Employee Attendance Status” activity
Correct the information in the employee records
Reset the employee attendance processing. Through the “Set Employee Attendance Status” activity
Process the records again
You are not able to access a specific overtime record, for attendance processing
The overtime employee attendance records appear, only if the employee’s regular attendance for this period had been processed and authorized already.
The Total Hours Contributed by the Employee: The employee's scheduled shift could be 8 hours, and he worked for 45 hours between January 1 Tuesday and January 3 Thursday . To compute the "OT Computed Hours", the system applies the following rules predefined in the rota plan from which the employee's rota schedule is derived:
The "OT Applicable After (Hours/Day" field specifies 1.
"Maximum OT Hours/Week" specifies 40
"Week Begins On" specifies Wednesday
The Rules to Compute the Extra Hours:These rules are explained below.
OT Applicable after (Hours/Day: The number of hours you enter in this field, plus the number of hours of which the shift consists, together form the total number of hours after which the employee becomes eligible for overtime calculation. In the example above, the shift consists of 8 hours. If you enter 1 in this field, the employee will become eligible for overtime only after he works 9 hours in the day.
In the example above, if the employee worked for 45 hours between January 1, Tuesday to January 3 Thursday, he becomes eligible for overtime after 27 hours.
Maximum OT Hours/Week: This field will contain the maximum hours in a week for which overtime can be availed, provided there is a ceiling to the number of overtime hours allowed for a week
Week Begins On: The system requires this information to determine the cut-off hour at which overtime hours begin, when there is a ceiling to the overtime for a week. For example, if the week began on Wednesday, and there were 5 shifts consisting of 8 hours each, the system determines the overtime hours to begin when the employee crossed 40 hours after starting on Wednesday
In the example above, if the employee worked for 45 hours between January 1, Tuesday to January 3 Thursday, he becomes eligible for overtime after 27 hours. His eligibility ceiling is reached at 40 hours, which means his overtime hours would be 13 hours for the week. However, the week starts on Wednesday, therefore the overtime hours that he contributed on Wednesday and Thursday alone will be accumulated in to his weekly overtime.
The Value in the "Actual OT Hours" field:The "Actual OT Hours" field will display 13 hours. See OT Computed Hours.
In the example above, the system computed the employee's overtime for the week to be 13 hours, which is displayed in the "Actual OT Hours" field. The "OT Computed Hours" field will display the number of overtime hours for which the employee will be payable. This is calculated based on the conversion factor defined for the rota plan. If the conversion factor was 1.5, the system multiplies 13 hours into 1.5, to arrive at 19.5 hours. The employee will therefore be eligible for overtime payment for 19.5 hours.