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Use this page to enable the system to calculate the overtime for a specified set of employees.
Select “Process Employee Overtime” from the left pane.
The “Employee Overtime Processing’” page appears.
The system displays the following field
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Date Format |
The date format applicable to the login user. More details. |
Enter the following fields
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Processing Unit |
Select the organization unit in which you must process 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 processed overtime attendance of employees. This organization unit must hold the Employment Information component. Tell me more. |
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Rota Plan |
To process the overtime of the employees under a specific rota plan, select the rota plan from the drop-down list box |
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Process From |
The date from which the employee overtime must be processed |
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Process To |
The date until which the employee overtime must be processed |
Select the “Get“ pushbutton
The “Rota Schedules” multiline displays all the rota schedules that have been created from the selected rota plan. The rota schedule details are as follows
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Rota Schedule Code |
Each rota schedule created from the rota plan you selected |
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Rota Schedule Description |
The description of the rota schedule |
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Status |
The overtime attendance process status of the employees mapped to the rota schedule. One of the following nine values is displayed: “Not Processed“, “Initiated“, “Processed“, “Aborted“, “In-Progress, “Authorized“, “Unauthorized“, “Partially Processed“ or “Partially Authorized“ |
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Check the “Select” box in the rota schedule record in the multiline, to indicate the rota schedule for which employee overtime is to be processed.
Select the “Save Parameters” pushbutton, to save the parameters entered.
Select the “Process” pushbutton, to process the records
The system displays the following field
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Session Id |
The session ID uniquely identifies the processing carried out on a specified set or batch of employee overtime attendance records. This unique ID is necessary when more than one batch of records is being processed simultaneously. You cannot process a batch of records without a session ID |
Note: Another user cannot process the same set of records simultaneously.
Employee attendance and overtime policies and rules - defined for the rota plan
All attendance and overtime rules and policies are defined for a rota plan. They are inherited by the rota schedules and adhoc schedules derived from the rota plan. In turn, these attendance and overtime rules and policies become applicable to all the employees mapped to the rota schedule or adhoc schedule. The following attendance and overtime rules and policies are defined in the rota plan
If an employee attends work on a holiday, the system will treat the employee’s attendance on the holiday as either overtime or compensatory off. This will depend on what you chose in the “Set Attendance Parameters” page, where you are to explicitly define whether employee’s attendance on a holiday must be treated as overtime or as compensatory off.
Specify any stored procedure rule to compute the employees’ attendance. This rule will overwrite any other information that you enter, which conficts with the specifications of the rule.
Specify any stored procedure rule to compute the employees’ overtime attendance. This rule will overwrite any other information that you enter, which conficts with the specifications of the overtime rule.
When employees work on weekly off, whether it must be treated as overtime or compensatory off. If you chose overtime, you are to enter the conversion rate that the system must use, to compute the employee’s overtime.
Whether there is a ceiling to the number of overtime hours allowed for a week. If so, you are to enter maximum overtime hours for the week
The number of hours, after the shift hours, at which the overtime begins on a day. For instance, if the shift hours are 8, you can enter 1, to indicate that the overtime must start after 9 hours.
When employees work on holiday whether it must be treated as overtime or compensatory off. If you chose overtime, you are to enter the conversion rate that the system must use, to compute the employee’s overtime..
Instead of specifying the conversion rate for holiday or weekly off, you can specify a separate coversion factor for every range of hours beyond the regular hours. For instance, from 1 hr to 2.5 hrs beyond the scheduled shift hours, the conversion factor could be 1.5, while from 2.5 hrs to 4 hrs, the conversion factor could be 2. The hours worked extra would be multiplied by the conversion factor, and the payable hours derived. Example: The shift could be from 9 a.m. to 4 p.m. If the employee works from 9 a.m. to 4.30 p.m, he is not entitled to overtime. If the employee works from 9 a.m. to 5 p.m, his hourly rate is mutiplied into 1.5.
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 authorized only 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
Reprocess the employee records
You are not able to access a specific overtime record, for attendance processing
The overtime employee attendance records appear only if the employees’ regular attendance for this period had been processed and authorized already.