Overtime tracking with approvals and rates

Employees request extra hours from the day they worked them, with a reason. Approvers sign each request off in the order your attendance policy sets, and approved hours are split into your weekday, weekend and holiday rates for the payroll export.

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Overtime tracking with approvals and rates

How it works

From extra hours to approved overtime

Overtime often reaches HR at month end, in a spreadsheet or a chat, with the rates worked out by hand. In PeopleForce every overtime request goes through the same steps before it counts.

Step 1

Flagged on the day

When a day's hours go past the employee's work pattern, the timesheet shows the extra time and offers an overtime request.

Step 2

Requested with a reason

The employee checks the pre-filled time, adds why the work was needed and sends the request.

Step 3

Approved in order

The request goes to the approvers in the attendance policy, one after another. Until it's approved, the hours don't count as overtime.

Step 4

Split by rate

Approved time is divided across your overtime types, such as weekday, weekend or holiday, and appears in the totals and the export.

Overtime types

Overtime types and rate multipliers

Where an hour on Sunday is paid differently from an hour on Tuesday, someone usually sorts every shift into 50% and 100% by hand before payroll. In PeopleForce the rules live in the attendance policy, and each request is sorted as it comes in.

Types by day and time of day
Set a type for working days, non-working days, public holidays, paid leave or chosen weekdays, with an optional time window such as 22:00–06:00. Each type has a name, a code and the rate multiplier your rules require, such as 1.5 or 2.
Split automatically, checked by the approver
Hours and rates in the export

Approvals

Overtime requests and approval chains

Paid overtime has to be justified: a client ordered it or a manager agreed to it. Every request carries its reason and goes through the approval chain before any hour counts as overtime.

A reason on every request
Each request has a date, a start and end time and a required comment, plus a project where project tracking is on. There's one request per person per day, and requests can't overlap.
The chain from your attendance policy
Requests that reach approvers

Detection

Extra hours flagged from the timesheet

Overtime entered weeks later, in a batch, is the overtime that misses the payroll cut-off and starts the arguments. PeopleForce compares each day's hours with the employee's work pattern, so the extra time is raised while everyone still remembers why it happened.

A day with more hours than expected shows Additional hours detected, with the request time already filled in.
When a running timer passes expected hours, the employee gets an email and a mobile push, and at clock-out chooses between keeping the expected time and requesting overtime.
Days with extra time and no request are marked in red on the month calendar.

Approved overtime

Approved overtime in one list

Month-end disputes start when the employee, the manager and payroll each have their own number. Here there is one: the approved requests, with who approved each of them and when.

Employees see the status of every request they send and the name and time of each approval.
Attendance → Company → Overtime lists the month's approved overtime, filtered by department, location, manager, project or compensation method.
Pending requests stay out of the Overtime totals and the export until they're approved.